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With a few exceptions (such as specific on-call hours in Engineering, or inbox coverage hours in Advocacy), each of us manages our own tasks, time, and calendar.
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As part of working flexibly and transparently, we manage our calendars and availability with care. (This includes maintaining a transparent calendar of our availability in Google Calendar, Timetastic, and Slack/Campsite.)
Hereâs what that looks like:
HOW to share plans with your teammates:
For shorter absences such as 3 days or less:
- Let your manager and relevant teammates know about the upcoming absence and the days youâll be away from work.
- Organize work, re-schedule or decline meetings, and coordinate collaboration and deadlines as needed.
- Enter your leave into Timetastic.
- Mark your leave on your Google calendar as an âout of office eventâ.
- đĄÂ There is an integration if youâd like to connect your Google calendar to Timetastic. Find out how to here! Note it will show as an All Day Event at the top of your calendar (not fully blocking the day) so please take the extra step to book âout of officeâ for the calendar event.
- When you book your âout of office,â set it to automatically decline both scheduled & new meetings, so your calendar is fully up to date for meeting responses.
- Set a status in Slack to indicate your leave and return date.
- Adding your return date is key here, as âback Wednesdayâ could be confusing. đ To avoid confusion about date format, spell out or abbreviate the month. For example, March 4th instead of 3/4 or 4/3.
For longer absences, such as 4 or more days, please do the above and consider adding these steps as well, when appropriate:
- Document any acute or ongoing work obligations, and ask your manager or someone on your team to cover specific items as needed.
- Add a post to the Time Off Space in Campsite. This can be as detailed (or not) as youâd like; feel free to share specific plans and details, or just list the days youâll be away. We suggest listing the exact date range of the dates you will be out of office, including weekends. (For example, if your official leave date starts on Monday the 13th, but youâll be offline starting Friday the 10th, list the first day in your time off post as the 10th). Itâs helpful to include âIâm returning to work on X dateâ in your post!
- Edit your first name in Slack to indicate what day youâll return (e.g.: âCaro - returning Mar 8â). This helps teammates who @-mention you set their expectations for a reply.
đ Step-by-step screen share tutorial here!
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