Notice needed for time off
For Manager Approval
Notify two weeks in advance for 1-2 days OOO
Notify three weeks in advance for 3 days OOO
Notify 1-month in advance for 5-7 days OOO
Notify 2 months in advance for 7+ days OOO
*There may be some instances for heavy travel quarters where there will be a mandatory deadline for any vacation longer than a week to be submitted
Getting Approval:
Flag the Date(s) You Will be OOO to Your Manager via Slack or in a weekly 1:1 for Approval
After Approval: Request Time Off in ADP (or the appropriate HRIS system) is mandatory.
In addition, directly slack your Account Managers + Account Directors the dates you will be out.
Log into ADP → “Myself” → Request Time Off (Top Right-Hand Side)
Calendar Management:
After Approval: Block Your Calendar as “OOO” for the Day(s) You Are Out
Within Google Calendars, please add Out of Office to the calendar starting for each day you are out of the office. This is to block your own calendar.
Next, Add an Event labeled as ‘NAME OOO’ all day for each day you are out. Be sure the invite is set to ‘Free’ not busy.
Link OOO plan into event description.
You must add AD + AMs on all accounts to this event.
Please also add your manager, Managing Director, dept. leader, direct reports (if applicable), and anyone else you interact with often.
Notifying in Slack
After Approval: Notify Appropriate Teams By Posting in Internal Account Slack Channels
It is critical to let your account teams know you will be OOO more than once.
As soon as your time off is approved, notify account teams by posting a message in each of your internal account slack channels & tag the Account Manager + Account Director.
Please send a reminder to these same channels 2 days before your time off linking your OOO plan in these messages.
Creating an OOO Plan
If You Are Out of Office 3+ Days, You Need to Create an OOO Coverage Plan (Note: You do not need an OOO Plan if you are only out 1-2 days)
Make a copy of the OOO Plan TEMPLATE & customize
Ask the team members before assuming someone can cover for you.
Make sure anyone at Power Digital can view the document.
Be sure to send ownership of any meetings you have while you are away to the correct coverage person.
Review your OOO Plan LIVE with your manager at least one-week prior to being OOO. In this meeting your manager will approve that the plan is sufficient.
Provide a 15-minute sync or Loom video to those team members who are covering for you & share your OOO plan for reference with your whole department.
All Coverage Requirements:
Make sure they are added to the weekly call (if needed)
Task out the weekly report & any other actions in Asana
Client needs to be notified about OOO – See example:
If you are a strategist/AM be sure to tell the client who your coverage is by tagging them in the slack message.
Be sure to send 2-3 business days before you are off.
Each coverage person is responsible for outlining a recap of what you missed & tasking it to you in asana to review once you return.
Administrative Preparation in Slack and Email
The Day Before You Are OOO, Update Your Slack Display Name
Within Slack, click the profile icon on the top right-hand side → then select “Edit Profile” → update Display Name to “Name - OOO Date(s)”
The Day Before You Are OOO, Set An Automated Email Response
Within Gmail - Go to settings → Vacation Responder section → Set the 1st day & last day you are OOO → insert subject line & message
Make sure you select “Vacation Responder ON” & Click “Save Changes”
Example Message:
Hi there,
Thank you for your message! I'm currently out of the office INSERT DAY (INSERT DATE), with very little service.
I'll be back in the office on INSERT DATE and will reply as soon as I'm able. For urgent matters, please reach out to INSERT COVERAGE PERSON (insert email) and they can assist you.
Thanks,
Relax, Unplug & Enjoy Your Time OOO 😎