• Create & Fill out your OOO Coverage Plan in its entirety:
  • Fill out “From - To”
  • Add default decision maker
  • Add your tasks and assign task owners
  • Set a filter for your OOO coverage plan, so only your coverage tasks appear (create filter → Covering for → select your name
• Ask teammates to cover for you at least one week in advance. Make sure your teammates fully understand all tasks. Teammates are not required to cover for you, so build a good relationship with them before asking! Teammate keeps a log in the Coverage Plan, so you can catch up after return
• Appoint a default decision maker for non-addressed items in your OOO coverage plan. If no one is appointed, it goes up the management line.
• Turn on your personal Filmhub Google calendar’s OOO feature to automatically reject meetings during out-of-office dates (open toggle, for example).
• Change your Slack name to “Your name - OOO until xx/xx/xx”
• Change ownership of all meeting invites and add a co-host to your Zoom meetings that need to be covered during your time off
• Set up your OOO reply in Google Mail using the template below:
• 2-3 business days before you are OOO, inform everyone in the #general Slack channel about your out-of-office days and link to your coverage plan. At the end of your last working day before your vacation time, change your Slack user name to “Name - OOO until xx/xx/202x” for others to see that you are OOO.
  • Sample message:
    • Hey Folks! I will be OOO 10/1-10/5, headed to spend time with my sister! My OOO coverage plan is here.
• Unplug and make the most of your time away! Rest is vital for long-term productivity and well-being.
• Upon returning, follow up on critical tasks, educate yourself on what you missed while out (listen to meeting recordings, read slack, etc.), thank teammates who supported your coverage, and share fun photos in #fun on Slack.