Out of the Office (OOO)

Owned by Jacob Adkins (Unlicensed)
Dec 13, 2021
3 min read

Requesting Time Off

  • All-time off requests must be submitted in Workday 2 weeks ahead of absence

  • Any absence requested with less than 2 weeks’ notice must be discussed with your ROM ahead of time or will be declined

Quick Guide on OOO (details on steps in further slides and must be referenced/followed)

  • Check time off request calendar (especially around high volume times such as holidays)

  • Request absence in Workday (if lead time >2 weeks), Speak with Recruitment Operations Manager (if lead time <2 weeks) THEN request absence in Workday

  • Await approval

  • Add time off to Team PTO Calendar

  • Request assistance from OOO Buddy

  • Update partners ahead of absence

  • Update OOO Buddy on reqs

  • Set notifications

  • Reschedule all check-in calls

Requesting Time Off

Team Calendar

  • Enter Time into Team Calendar

  • Currently on Google Calendars

BEST PRACTICE: Check calendar prior to requesting time to ensure there is not a lot of similar requests already in.

OOO Buddy

OOO Buddies and process for relaying information/needed documentation is HERE

BEST PRACTICE: It’s always nice to give your OOO Buddy some Kudos for helping during your absence.

 

Setting OOO Notifications:

  • Be sure to set OUT Of OFFICE notifications in the following:

    • Email (Set Out of Office Automatic Response in both Wilson & Carrier emails)

    • Voice Mail

    • Ringcentral Messaging

  • Be sure to include a return date in your email and provide your OOO Buddy’s contact information for urgent needs.

SAMPLE EMAIL:

Thank you for your email, I am out of office until xx/xx/xxxx. I will respond upon my return, however, should you have an urgent need please contact OOO Buddy’s name at OOOBUDDY@wilsonhcg.com.

Communicating with HMs/HRBPs: (Canceling/Rescheduling Weekly Check-Ins)

  • The week prior to your absence it’s best to let HMs/HRBPs  know during your weekly check ins that you will be out of the office, provide them with dates and include in your follow up Emails and go ahead and provide them with your OOO Buddy’s contact information. Invite your OOO Buddy to the HM weekly check in and introduce them to your HM/HRBP if you feel they will need communication in your absence.

  • Check in with HMs/HRBPs a day or 2 before your departure to ask of any needs or updates. Be sure to provide these to your OOO Buddy. Send out an email to all HMs/HRBPs the day before your departure and provide them with your OOO Buddy’s information.

  • CANCEL/RESCHEDULE all Weekly Check-Ins that occur during your Absence. Be sure to follow up with an email once rescheduled as these changes do not always reflect on the HM/HRBPs calendar.