Status: 

Status
colour Green title LIVE

Holiday Requests

Process

• All holiday requests should be sent via email. There is no standard form you need to use, so it is enough if you just write “Hey, I want to go on holiday between ... and … . Ok?”. Send it to:

• To: Team Lead

CC: HoF, all AL’s for any squad you are in

• The email address to send it to is holiday-request [at] 9y.co

• In this email, include the

  • Dates

  • Projects you are currently working on or are planned for in this time frame

• Approval comes from your Team Lead, and the ALs you are working with

  • Also, the Resource Manager will make sure that there are no under utilisations in that time frame

• Your Team Lead will approve your holiday request via email (use reply-all). In the background the ALs (PMs) will check if the impact to their projects is okay, and inform the HoP, so he can make a decision.

  • Once approved, the HoF will add the days you took off in the “Core” Calendar. Because of privacy reasons, they will be entered as “OOO” (Out Of Office). Example: “Anita OOO”

  • The

  HoF

  • Resource Manager will record the hours as an absence in the Resource Planning.

• The same process applies to Special Leave

• Set a holiday auto responder.

  • Include when you are returning.

  • (optional) Name a replacement contact person.

  • Do not put a reason, “I will be out of office” is enough.

  • Make it clear that you are not reachable, and that your emails aren’t automatically forwarded.

  • English is required. Optionally add other languages if you use them regularly.

  • See example below.

• Sometimes your work needs to be continued by someone else while you are gone. Follow the Crossover Person Protocol

Example of an out of office response

Thank you for your message. I am currently out of office with only limited access to my email. Your email won't be forwarded. I will attend to your request upon my return after the 4th of January 2021. For urgent matters, please contact x@9y.co

Danke für Ihre Nachricht. Ich bin bis 04.01.2021 nicht im Büro. Bis dahin werde ich nur eingeschränkten Zugang zu meinen E-Mails haben. Ihre Nachricht wird nicht weitergeleitet. In dringenden Fällen, wenden Sie sich bitte an x@9y.co

Best,
Luka