PPAI • SEPTEMBER 2024 • 25 Innovation | Voices that technology among industries or even within individual companies. As PPAI’s director of digital transformation, it is imperative to both the colleagues I report to and those who report to me that they are prepared for when I step away on some personal time. Below are best practices that ensure that continuity can excel without me and that I will not be interrupted during crucial time away to recharge. • I confirm the dates and ensure that my workload is manageable. • I find a delegate or delegates to carry out tasks that I might ordinarily handle. • I discuss the out-of-office dates with my supervisor and submit them in our company’s PTO request, tracking and approval tool. • I create a document with any meetings that need to be attended or hosted with the latest statuses on open and upcoming actions. • If I am going to be out for more than two days in a row, I update my email signature two weeks in advance with the dates that I will be out of the office. This gives people ample time to ask me questions before I am not available. • I create a personal Outlook appointment that has the “Show As” status of Out of Office. I have the start time and end time match my normal office hours. The appointment title has my name, OOO for Out of Office, and my delegate’s name. This blocks out my time so people know that I am not available at that time and whom to contact if needed. • I create a group Outlook meeting that has the “Show As” status as “Free.” It is very important to not block out everyone else’s time in their calendars. I make sure the “Don’t Host Online” is checked, I add the people who may be impacted by my absence, and I make sure the “All Day” option is checked. The meeting title has my name, “OOO” and my delegate’s name. This places a small banner at the top of each person’s calendar on the days that I am out. • About an hour before I leave for the out of office time, I set my Out of Office Responder to state the dates that I will be out of office and who my delegate is. I do usually include my cell number for emergency only if I will remain within cell service throughout my vacation or trip. The right steps mean you are communicating with your colleagues in a way that protects your personal time and the progress of your team’s projects. Using technology proactively before you step away will prove a lesson that everyone needs to learn at some point: The ship will continue course without any one person for a week or two. Karstens is the director of digital transformation at PPAI.
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