Voice over for business training
Description
Vocal Characteristics
Language
EnglishVoice Age
Middle Aged (35-54)Accents
North American (General)Transcript
Note: Transcripts are generated using speech recognition software and may contain errors.
Hello have welcome to the training for the out of office policy and procedures. Well we all enjoy being busy bees to keep the high growing and thriving. It's important that we sometimes take time off to maintain a healthy work life balance. This training session is to review the steps you should take when you're planning an exotic getaway or just a few days to binge watch your favorite netflix series. We're going to start by reviewing the process or steps that you should take when you're planning to take time off. Step one schedule. The first thing you'll want to do when setting up your time off is to use the time and expense tab in 10,000 ft to enter the day or days you are planning to be out of the office or unavailable. Let's take a closer look at how to do this. First log into 10,000 ft. If you need help accessing this, please reach out to the leadership team. Once you're logged in, click on the time and expense tab bound under your name. Next use the arrows on the right hand side to navigate from week to week of the schedule until you've located the week of the day or days you plan to be out of the office. Now we're ready to add our time off. Go over to where you see the heading of time tracking right below this, you'll see the option to report time for something else, click the plus sign to expand. Once the option selector has opened, scroll down to the bottom and select the planned leave option. This will add a row to your time tracking now go to this row and enter the number of hours you will be unavailable for each day. If you consider yourself working part time with the dance, you will enter two hours for half a day and four hours for a full day. If you consider yourself working full time with the dance, you'll enter four hours for a half day and eight hours for a full day. All you need to do is enter the number of hours in for each of the days, 10,000 ft will automatically save this information. You can come back and adjust these hours at any time. Should your time off plans change step to publish Now that we've added our time off in 10,000 ft. The next thing we'll want to do is add the day or days you're going to be out of office to the out of office calendar. If you do not currently have access to this, please reach out to the leadership team when adding your time off to the out of office calendar, please be sure to include who your out of office contact will be in other words who is going to be covering for you. If you don't know this at the time you're adding this to the calendar, that's okay. You can come back later. Once you do and make that update it is also recommended to add the day or days you're taking off to your personal outlook calendar Step three Backfill. It is important to ensure that there is proper coverage for any projects that you are managing. You should assess each of your active projects and choose an appropriate representative to cover any project related items that may be received or need to be addressed in your absence. Typically you'll want someone that already has knowledge of the projects you were working on, always be sure to have a conversation with this person to ensure they are both comfortable and have the bandwidth to cover you if you are managing multiple projects at once when possible, try to avoid having the same person cover every project. Step four hand over once you've selected the representative or representatives that will be covering for you scheduled time with them to provide a brief recap of the status of your projects and milestones and tasks that may be occurring during your absence. Step five, communicate. Once you've completed the handover conversation, reach out to your client contacts and communicate with them when you'll be unavailable and who their point of contact at the dance will be in your absence. Now that we've gone over the steps in this process here are a few helpful best practices to help you along the way. Number one, ensure any open items that need to be executed are communicated to your out of office contact and the client team Number two If possible, choose an out of office contact that has an existing role on the project. For example, if you are the engagement director for the project, consider asking the bill Director or a work stream Director on the same project to be your out of office contact No three. Set your automatic replies in Microsoft Outlook and include the contact details for your out of office contact. You can do this by opening Microsoft Outlook cooking file from the top navigation bar. Then clicking on automatic replies out of office on the right hand side of the screen, select the send automatic replies radio button. You'll have the option to set this for a specific date range if you so choose to you'll see in the lower section that you can customize the message that will get delivered to those receiving the notification for both inside and outside of the organization. As a rule of thumb it's always best to add the dates you'll be unavailable into your message once you've completed adding your message click. Ok to save and activate the automatic reply number four when accepting a role on a project. If you have planned time off communicate this at the time you agree to work on the project number five include the Director of your specific center of excellence on all communications related to your absence Number six. If you're unsure or just have questions reach out and ask. Now go enjoy that magical getaway or your netflix binge watching from under a blanket for it. Buzz Buzz! That's. Thank you for attending and be.