Coverage & Pre-planned time off procedures

It is important that everyone is able to take the vacation time they need to relax and recharge. This is encouraged! Each person on the team contributes tremendously to our mission of providing the highest level of service to our clients. The steps below are there to ensure seamless execution of that mission - even when certain team members are out for much needed time away. Any questions or concerns can be directed to Lisa or Michael.

  1. Determine who will be covering for you during the days you will be out of the office. Make sure they are available to help cover during your time off.

  2. Request your planned days through the Built system. (Built) In the comments section of your request, add the names of the people that will be covering for you.

  3. Once approved, block off your calendar in CRM.

  4. One day before you leave for vacation, update and send the out of office email to the team. See the template below.

Subject: Out of office coverage

 

 

Hello Team,

 

I will be out of the office Month 00, 2023 through Month 00, 2023. During this time I have arranged the following coverages.

 

 Open tasks/incoming items needing follow up in my absence:

Name of person(s) covering

 

Office phones, mail log, email monitoring.

Name of person(s) covering

 

New tasks that come up in my absence originating from the advisors/clients I directly support for day to day business.

Name of Advisor if applicable and person(s) covering

 

Operations items I am usually responsible for.

Operational Responsibilities and Name of person(s) will be covering

We understand that taking on additional workload even though it may be temporary, disrupts our daily flow but it allows our team to be flexible and help each other. If you are feeling overwhelmed with workload we wanted to provide a few ideas that may help. 

  • Ask what is a priority to the advisors you are supporting and set expectations around current workload and projects that may cause delays. I would like to think this team is full of rational people so some communication and appropriate expectations go a long way.

  • Ask team members via the group chat, email, directly, or however you are comfortable to seek assistance from those with capacity but be sure you are clear about scope and expectations.

  • Contact Lisa or Michael directly to discuss specific options