TEMPLATE Vacation Checklist & Coverage Plan.docx
Purpose: The purpose of this document is to ensure that the team is fully prepared when we have an extended time off request. Similar to if someone needed to leave children or pets at home over an extended vacation, this template will help you walk through common items that might be helpful for the team to have while you are out of the office.
- Have you submitted your time off request in Rippling?
- Has the time off request been processed?
- Have you added an Out of Office block on your calendar?
- Have you reviewed your calendar to ensure that meetings are cancelled, rescheduled, or going to be handled by another team member?
- For team members who work closely with clients:
- Have you communicated your time off to the client?
- If you are not a project manager, please check in with them to see if they would like to convey your time off on your behalf.
- Do they know who their point of contact is while you are OOO?
- Do they know the best method of contacting the team?
- This will typically be Basecamp, but please note if there are specific considerations.
- Are there expected deliverables or any specific expectations in place while you are OOO?
- Is the team aware of those deliverables and any deadlines?
- One Week Prior to Time Off:
- Have you posted a reminder to Teams or to your manager regarding your upcoming time off?
- Have you checked your calendar to confirm if any meetings need to be cancelled or rescheduled?
- Have you created a coverage plan / list of tasks that will need to be completed while you are OOO?
- Have you reviewed the list with your manager?
- Have you communicated to team members taking on any of your tasks the details about the task?
- Has the coverage plan / list of tasks been shared with Operations?
- Day Prior to Time Off:
- Have you set up your out of office replies in Teams and Outlook?
- Have you reviewed your coverage plan / task list to confirm that there is enough detail?
- Have you checked in with the team members covering your tasks to see if they have any questions?
- Have you updated all your time logs prior to logging off?