[teampractices] Fwd: [reading-wmf] Time Off Procedure

Thu Jun 4 15:58:50 UTC 2015

The message I said I'd forward. By the way, anyone who wants to join
reading-wmf is welcome to do so if they have an @wikimedia.org email
address.

-Adam

---------- Forwarded message ----------
From: Kristen Lans <klans at wikimedia.org>
Date: Thu, May 14, 2015 at 10:44 AM
Subject: Re: [reading-wmf] Time Off Procedure
To: Internal communication for WMF Reading team <
reading-wmf at lists.wikimedia.org>

One more thing I would add:

Make sure your responsibilities are covered if they really need to be (e.g.
scrum of scrums attendance, backlog grooming for PMs, leading meetings).

On Thu, May 14, 2015 at 7:33 PM, Adam Baso <abaso at wikimedia.org> wrote:

> Hello all,
>
> This email is about time off procedures, mainly for the web/apps
> engineering team, but anyone else with an interest. Some of it is common
> sense and practice already, so apologies if this is preaching about what
> you already do. And there are always edge cases, so apologies for not
> covering those.
>
> I was chatting with Joaquin and we thought it would be good to email this
> out to the crew in case people hadn't seen it:
>
> https://office.wikimedia.org/wiki/ADP_Employee_Self_Service_Portal#Hints
>
> That page also has a section where it says to add your manager to some
> sort of appointment to note your absence when taking time off. Please don't
> do that to me!
>
> But the page also makes a couple good points about blocking off days as
> Busy on *your* calendar so people know if there's a scheduling conflict
> with you and it also suggests declining any meetings for the time that
> you'll be out - a pretty good practice (remember you can Edit an event, and
> then use the "Add a note or change your response" thing at the top of
> Google Calendar to explain yourself).
>
>
> https://office.wikimedia.org/wiki/ADP_Employee_Self_Service_Portal#Coordinating_Time_Off_with_Calendars
>
> For the Lyon hackathon people have already marked their time off in the
> spreadsheet in case you need to factor anything in for your meetings. And
> as you know and noted on an earlier email, for non-comp days in that
> spreadsheet be sure to update ADP if you haven't already.
>
> As far as general time off procedure, what seems to be a reasonable way to
> handle time off is this:
>
> (0) If you know something is coming up far in advance, get in front of it
> well ahead of time.
>
> (1) Check against the organizational events (e.g., all hands,
> annual/quarterly planning, conferences) that could cause a conflict for
> you. Think through major projects you may have going on as well if you're
> looking out in the next 2-3 week horizon or have community-issued deadlines.
>
> (2) Email reading-wmf saying "I plan to be out of the office on <days>.
> Anyone object?". Then wait a couple business days, and if no one objects
> consider it okay, then update ADP and the WMF Sick/Vacation Tracking
> Calendar. Again, when you know well ahead of time, best to get in front of
> it early. But if you don't know well ahead of time, try to at least get
> your message out two weeks or more in advance. Of course things come up, we
> get burned out and need a break, and that sort of thing - so we provide
> late or last minute notice - but hopefully we can try to manage our energy
> proactively most of the time.
>
> (3) For big absences planned out well in advance, be sure to remind the
> list 1-2 weeks beforehand to remind them you'll be out, and for big and
> small absence 2-3 business days before you'll be out as well.
>
> As always, be sure to mark stuff in ADP early, whether that's a planned
> absence or one that crops up last minute.
>
> -Adam
>
>
>
> _______________________________________________
> reading-wmf mailing list
> reading-wmf at lists.wikimedia.org
> https://lists.wikimedia.org/mailman/listinfo/reading-wmf
>
>

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