Preparation for Absences

When we are away (typically for vacations), we want to be sure that all who need to know do. That's our CSCF colleagues, and CSCF clients for those who are a Point of Contact.

The primary step is to say when you can be expected to return, and who should be seen in your absence, in all the forms of communication that your colleagues and clients might use, i.e.:

• update your door sign
• set your availability in the university calendar (Exchange)
• update your telephone voicemail message
• set the email "vacation responder" for whatever email system you use (e.g. via "Options" → "Set Automatic Replies" in Outlook Web Access)

Be sure that the messages are clear about when you're away, and when you'll return. E.g. "I'll be away starting Monday July 9th and expect to return Wednesday July 18th" avoids the potential ambiguity of "I am away until Tuesday July 17th". Mention what clients should do for help while you're away. It can be as simple as "please contact .... for help while I'm away", where "...." is likely your manager.

If your client base is well-known and specific, consider informing all of them directly (in addition to the above), e.g. by email. In doing so, ask if there will be anything they were expecting to have done during your absence.

Review your ST items and make arrangements for work you're responsible or lead for that's expected to happen while you're away, with special attention to due dates. Where appropriate, communicate with the client (and record in ST) to inform of potential work delays.

Check your calendar for any meetings scheduled for when you will be away and either decline them or ask for a rescheduled date.