Time Off SOP
Why?
This document creates a system where employees can pre plan their work and pass off their duties so they can relax and enjoy their day(s) off when they take them.
So you have been approved for one or more days off. What next?
In the days leading up to your time off, you will need to address any work you may need to complete early or delegate while you are out. Many employees will create an SOP document to store any important information (roles assignments, document/file locations, tasks/projects, contingency plans) but you are free to use whatever system works best for you.
Some things you will want to consider:
Communication
- Let your team know when you are out of the office and who to contact for certain things.
- Let your supervisor know how to contact you in case of emergency.
- Make sure your files are organized and any important documents are linked to the right place so your coworkers can access them while you are out. Everything should be easily located and accessible.
Emails/Slack/Basecamp
- Check your inbox for any important emails leading up to your absence. If you are able to, forward your emails to a coworker.
- Set your slack profile to “on vacation”, and add “out of office” to your Basecamp icon.
Meetings
- You can reschedule these or have a qualified coworker fill in for you (they must be familiar with the client and capable of running the meeting on their own).
Current Tasks and Projects
- If you are aware of tasks/projects due during your time away, either complete the work before you leave or delegate the task/project to someone capable of completing the work on time.
- If you have projects that are not due while you are away but need to make progress so they stay on schedule, make the proper arrangements to have the work done in time / delegate the work to someone capable of doing it.
- Create your Out Of Office List SOP if you are taking 1 or more days off.
Project Managers
- If you are project manager on any clients, you will need to make extra arrangements like choosing a temporary Project Manager. Make the introduction and let your client contact know to reach out to the temporary PM for any questions during that time. Ensure your Project Manager has all the tools they need to fulfill the foreseen tasks and projects for the client at minimum.
- Make sure all of the important information regarding each client is easily located and accessible.
- Ensure all tasks and projects for your client are properly assigned and have the information needed to be completed.
- Your temporary PM will be able to give you a debrief when you return of any events that happened during your time off.
Contingency Plan
- Most likely, new assignments will happen while you are out. The Operations Manager will help make sure your role is delegated in these assignments.
- The Operations Manager will oversee any contingencies or emergencies that may occur in your absence.
- If something does come up unexpectedly, they will notify you upon your return so you can catch up as quickly as possible (depending on the urgency).
Then you can relax and have a good time!
When you return…
We suggest that you set aside time on the first morning you return to the office. This can be your dedicated “catch up time” to process email, return calls, and connect with colleagues and clients. This time can be shorter or longer depending on your length of time off and total responsibilities.
If all the preparation is done well, you should be able to step right back into the job without many issues!