Create an “I’m Away from My Desk” Binder. You can use this Jpg.
What to include:
An “Out of Office Bible” is the greatest gift you can leave your colleagues. If it’s thorough, they won’t feel the need to try and “find” you on the trail, and you won’t spend your first week of hiking wondering if the office is on fire.
Since you’ll be gone for 90 days, this binder needs to be a standalone manual. Here is exactly what to include:
Binder Section 1: The “Big Picture” Calendar
This is a high-level visual of the time you are gone.
- Key Deadlines: Highlight anything due in your absence (reports, tax filings, project launches).
- Recurring Meetings: List the ones you usually lead and who is covering them.
- Your Return Date: Mark your “Soft Return” (catch-up days) and “Hard Return” (ready for meetings).
Binder Section 2: The “Who’s Who” (The Handover Map)
Create a simple table so colleagues know exactly who is the “New Emmy” for specific topics.
- Topic A: [Colleague Name] — e.g., “Invoicing and Billing”
- Topic B: [Colleague Name] — e.g., “Client X Relationship”
- Topic C: [Colleague Name] — e.g., “Social Media Posting”
Binder Section 3: Project Status Sheets
Dedicate one page to each active project. Use a Stoplight Status system:
- Green: Running smoothly; just needs monitoring while I’m away
- Yellow: Action required by [Date]. I won’t be here to work on this.
- Red: Needs immediate attention or has a major bottleneck. Extension applied for just in case.
- Next Steps: “The very next thing that needs to happen for this project is…”
- No extra digital files available. Check my work file for documents.
Section 4: The “How-To” Vault (SOPs)
Don’t assume people know your “invisible” tasks. Include Standard Operating Procedures (SOPs) for:
- Logins: Where to find group passwords (use a company vault like LastPass if possible).
- Software: Any niche tools only you use or available on your work computer.
- The “Workarounds”: “If the printer jams this specific way, do this…” or “This client prefers phone calls over emails.”
Section 5: External Contact Directory
A list of vendors, clients, and partners you interact with that will talk to other people.
- Name & Company
- Email & Phone
- Context: “They usually call on Tuesdays for the weekly update.”
Section 6: The “Break Glass in Case of Emergency” Page
Define what an actual emergency is.
Example: “If a client cancels a contract, call my supervisor [Name]. If the building is physically flooding, call [Maintenance]. Do NOT attempt to contact me on vacation except through the police department. [Specific Dire Scenario].”
Pro-Tips for the Binder
- Digital & Physical: Keep a physical binder on your desk, but email a PDF version to your team members and boss so they can search for keywords.
- The “Table of Contents”: Make it the first page so they don’t have to hunt.
- Post-it Notes: If you have physical files on your desk they might need, flag them with Post-its or leave them with an admin on her desk.