Category: presentations

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Review of Progress: Recurring Tasks, Deadlines, Projects,

Vacation Binder – Away from Desk Binder – Schedule a Meeting for next week. May use this jpg.

Meeting Itinerary: The Handover Alignment For Planned Absence Vacation

Duration: 45–60 Minutes Meeting Length

Goal: Clarify ownership, finalize deadlines, and pause / Notify Delay of Implementation of New Projects

TimeSegmentPurpose
00-05 minCountdownState departure/return dates and “hard stop” time to meeting attendees.
05-20 minStatusHigh-level overview of what will be finished vs. what is paused or delayed during absence.
20-40 minDelegation During AbsenceAssigning contact person for specific tasks or workflow while absent
40-50 minEmergency ProtocolDefining what constitutes an actual emergency while the Desk is on Vacation
50-60 minQ&A / FeedbackClear up any ambiguity with the team and take notes to add to Vacation Binder

Layout of the Presentation Slides

Slide 1: Out of Office Logistics

  • Dates: [Start Date] to [Return Date].
  • Last Available Hour: [e.g., Friday at 3:00 PM].
  • Communication Status: “Fully Offline” (highly recommended) or “Emergency Only.”

Slide 2: Before Vacation Completion Goals

  • List 3–5 high-priority items to be completed before leaving.
  • Q & A on Tasks to be completed, delegation if necessary to team members to ensure completion.

Slide 3: Work on Hold

  • List projects that are paused while on vacation.
  • Provide a restart date for project items and update clients with update right before absence.

Slide 4: Delegation & Ownership

  • Task A: [Point Person Name] – responsible for [specific output].
  • Task B: [Point Person Name] – responsible for [specific output].
  • Internal Approvals: Pre-approval for Point Person A and Point Person B for certain tasks.

Slide 5: Triage & Escalation

  • Step 1: Discuss the Vacation Binder and how to find information on your projects.
  • Step 2: Contact and operational questions in your Binder
  • Step 3: Contact and upper level management that might need to be contacted.
  • Emergency Contact: Only to be used if Contact Persons are unable to respond.
  • Update your Email Signature: Mention your upcoming absence and What the focus of your work is for your clients.
  • Record Loom Videos: For complex tasks you are delegating ensure your department as an alternative person with similar skill levels to complete the tasks.
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Catch-Up Week Before and After Vacation | 30 Day Vacation Prep |

Schedule a Week before Vacation to Catch up and a Week After Vacation for Catch Up on Projects and Schedules

The Golden Rules of Catch-Up Week

  • Declare a “Meeting Holiday”: Block your entire calendar. If possible, set an auto-reply stating you are Preparing for a Presentation.
  • Schedule a Presentation for your Colleagues – Schedule the presentation for the day before you leave- highlighting your projects.
  • No New Projects: The goal is to clearly summarize what you are working on and what you are responsible for in the department / business.

Schedule for Catch Up and Present Week

DayFocusPrimary Objective
MondaySort Your Work into Piles for Slide DecksPut a Notice of Vacation on your email. Delegate email to colleagues starting two weeks before vacation.
TuesdayTackle the first slide deckTackle the single largest Project Milestones and put into a presentation.
WednesdaySlide Deck of Wins from Your DeskClear out small tasks (under 15 mins) in batches while Creating a Win Slide Deck
ThursdayCreate a Slide Deck of Project Goals and what needs to be doneInvite members of your teams to this slide deck presentation.
FridayCountdown Starts – Send out emails and invitations to Presentations and Print Slide Decks to hand out to collegeus.