Tag: health coaching

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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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Vacation Binder | Checklist for Departure

Part 1: Your Personal “Desk Exit” Checklist

Go through this checklist:

Out of Office Checklist Section of your Binder – THE DEPARTURE CHECKLIST

Dates Away: [Start Date] to [Return Date]

Priority Tasks in Progress to be Monitored

  • Task: [e.g., The Monthly Report]
  • Status: [e.g., 80% done; just needs Friday’s data.]
  • Action Needed: [e.g., Please hit ‘Send’ on Monday morning.]

Key Contacts & Stakeholders for Each project – Notification that desk is on Vacation –

  • If [Client/Boss Name] calls, tell them: [Instructions].
  • For urgent issues regarding [Project X], contact: [Name of backup person].

Where to Find Things. Verify Locations and Update Records

  • Physical Files: Located in [Drawer/Folder Name].
  • Digital Files: Saved on the shared drive at: [Pathway/Link].
  • Passwords/Keys: [Mention if they are with the Manager or in the secure lockbox].

Emergency Contacts at WORK for your Desk

  • Please only contact me for: [e.g., True emergencies / Don’t contact me at all!]
  • Best way to reach me: [Phone number/Email].

Create Notes for my Return Section with a Tab. Make sure your Colleagues know they may add notes to your Binder.

Notes for My Return: Please jot down anything major that happened here so I can catch up quickly and anything you may need accomplished which is not urgent but has a deadline.

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Jpg for Vacation Notice on Desk and on Email

You are welcome to use this JPG for your vacation notice at work and on your email. Post the image on your desk while you are away.

Option 1 which is best for general office environments and external clients.

Subject: Out of Office: [Your Name] | [Start Date] – [End Date]

Hello,

Thank you for your email. I am currently out of the office for vacation and will not have access to my email. I plan to respond to all messages in the order they were received when I return on [Return Date] or they may be answered by a work colleague.

If you require immediate assistance, please reach out to [Colleague’s Name] at [Colleague’s Email]. Otherwise, I look forward to catching up with you soon.

Best regards,

[Your Name]

Option 2 is best for internal teams or fast-paced environments where brevity is king.

Subject: [days] until [Return Date]

Hi there,

I’m away on vacation from [Start Date] to [End Date].

For anything urgent regarding [Project Name], please contact [Colleague’s Name]. For everything else, I’ll get back to you as soon as I’m back at my desk.

Thanks!

[Your Name]

Option 3 is best if you are managing specific deadlines or high-priority accounts.

Subject: Out of Office notice: [Your Name]

Hi,

I am taking some time off starting [Start Date] and will be back on [Return Date].

While I’m away, the following people are covering my active projects:

  • For [Project A]: Contact [Name]
  • For [Project B]: Contact [Name]
  • For Billing/Invoices: Contact [Name]

I will be sure to follow up on any pending items once I return.

Best,

[Your Name]

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Financials in Binder when Away from DESK at Work | 30 Day Prep

When leaving financial responsibilities in the hands of coworkers, the goal is to provide access without overexposure. Here is a checklist of the financial info you should leave on your desk in your binder before you head out:

The “Immediate Action” List

This is for anything with a hard deadline that falls during your vacation dates.

  • Pending Approvals: List any invoices, expense reports, or payroll runs that need a “green light” while you’re gone.
  • Maturity Dates: If you manage short-term investments or CDs, note if any are set to roll over or expire.
  • Auto-Pay Confirmations: A quick list of what should happen automatically so they can double-check the “Monarchy” is actually running itself.

Access & Authentication

  • Emergency Contact for Banks: Don’t leave your full account numbers out, but do leave the name and direct line of your Relationship Manager or dedicated bank contact.
  • Token/MFA Protocol: If your system requires a physical security key or a “soft token” on a phone, ensure you’ve designated a backup person who has been granted “Proxy Access” through the bank’s portal (never share your own password!).
  • Software Logins: Ensure they have access to the accounting software (QuickBooks, Xero, etc.) under their own credentials.

The Guide When Something Goes Wrong

  • Threshold Limits: “If an emergency expense is under a corporate mandated amount, it is approved by corporate. If it’s over, call [X person].”
  • Fraud Contacts: The direct number for the bank’s fraud department in case a suspicious transaction appears on the corporate card while you’re offline.
  • Vendor List: A “Who’s Who” of your most important suppliers, so if a vendor calls claiming they haven’t been paid, your coworker knows exactly who to check with.

What to Keep Off Your Desk

For the sake of security make sure these stay away from your Work Desk.

  • Personal Financial Documents: Bank statements, tax returns, or payroll stubs that show your specific salary and personal finances.
  • Physical Checks: Never leave a “signed blank check” or even a book of unsigned checks in an unlocked drawer at work.
  • Master Passwords: Keep them away from the binder if work colleagues do not need access to the data.
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Do Not Take a Work Phone | 30 Day Vacation Prep

Note:  I take a vacation phone and buy an unlimited SIM for the phone.  Even with this strategy, I run out of data and sometimes have to buy additional data.   In the United States, the SIM I purchased from Europe was unlimited data which cost around 60 dollars.   Use an old unlocked phone and leave your other phones at home.

Spend today working on what you need to have from work desk and work phone on your vacation phone and make a note in your binder that you do not have your work phone with you on vacation.

The Ultimate Travel Hack: Offline Maps

The single best way to save data is to download your destination maps over Wi-Fi before you leave your hotel room. Open Google Maps, tap your profile picture, and select Offline maps. Tap Select Your Own Map and move the square over the city or region you’re visiting. Your phone will use the saved map on your storage instead of downloading it over the air. You still get turn-by-turn driving directions and can search for addresses without using a single kilobyte of data.

You won’t get live traffic updates or alternate “faster” routes unless you turn your data back on.

Do Not Use the Satellite View

If you like seeing the actual rooftops and trees while you drive, you are using roughly 10x more data than the standard “Map” view. To fix this,  tap the “layers” icon in the diamond stack on the map and ensure it is set to Default rather than Satellite. Standard navigation uses about 5MB per hour; Satellite can easily jump to 50MB+ per hour.

Activate WIFI Mode – Purchase WIFI Pass

Google Maps has a specific setting that forces the app to only use your downloaded offline maps, even if your cellular data is turned on for other apps. Tap your profile picture > Settings > Toggle on Wi-Fi only. This prevents the app from “checking in” with servers constantly for minor updates.  Xfinity has a US network pass that costs under 15 dollars a month.

4. Watch the Data Drain

Often, it isn’t just Google Maps eating your 50GB—it’s the apps running in the background while you navigate. 

Background App Refresh: Disable this in your phone settings for social media and video apps. They often “pre-load” videos while you’re driving so they’re ready for you to watch later.

Photo Syncing: Ensure Google Photos or iCloud is set to not back up photos/videos over cellular. If you take 4K videos of your vacation, they could eat through several gigabytes in minutes.

Leaving the Personal Hotspot OFF – Be Careful. I left on my personal hotspot and my computer decided to use my phone data instead of my Xfinity plan. Now, I have 20 days of slow speed phone but a fast internet from Wifi. If you want to only buy one SIM, you can take your regular phone and keep the personal hotspot on and let the other phone use blue tooth to access social media and other fun apps not on the SIM phone.

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Template for Out of the Office Binder | Begin 30 Days to Being Away Detox |

Out of Office Binder

1. The “Big Picture” Calendar

• Duration: Time gone from office.

• Key Deadlines: [Insert specific dates for reports, filings, or launches].

• Meetings: List recurring invites and assigned leads.

2. The Handover Map

• Topic A: [Colleague Name] — [Email]

• Topic B: [Colleague Name] — [Email]

• Topic C: [Colleague Name] — [Email]

3. Project Status Sheets

• Project Name: [Insert]

• Status: Green / Yellow / Red

• Next Steps: [First action item upon departure]

• File Path: [Shared Drive Location]

4. SOPs & Vault

• Logins: [Location of Password Manager]

• Software Guides: [Links to internal Wiki or PDFs]

• Workarounds: [Tips for specific client quirks or technical bugs]

5. Contact Directory

• Vendors: [Name] — [Phone/Email]

• Clients: [Name] — [Phone/Email]

6. Emergency Protocol

• Actual Emergency: [Define specific scenarios, e.g., legal issues, data breach].

• Who to Call: [Supervisor Name/Contact].

• Trail Contact: [Satellite Messaging Info, if applicable].

8. Financial & Tax Calendar (Self-Employed S-Corp)

• Quarterly Estimated Taxes: Check if a Form 1040-ES or State payment is due (typically April 15, June 15, or Sept 15).

• Payroll: If part of your job, ensure your owner-draw or salary payroll is scheduled/automated.

• Annual Reports: Verify if your Secretary of State annual registration is due.


• Insurance: Confirm professional liability/malpractice insurance is set to autopay.

This is for the whole week. If you want to feel less stressed at work while prepping for vacation, spend this month stress detoxing by reducing the amount of junk food.

We will be eating steamed rice, margarine with olive oil, eggs and three to four cups of coffee with real milk and sugar.

All these ingredients help build up your immune system and detox your adipose layer.

For thirty days, you will eat vegetarian friendly foods to reduce exposure to extra chemicals and toxins found in processed meats etc.

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Budget Talks at Work | Lent Prep | Easter Prep |

Workplace budget discussions are about alignment, ROI (Return on Investment), and transparency. The rules change depending on who you are talking to about money.

For the CEO: The Vision & The “Why”

The CEO isn’t usually in the weeds of line-item expenses; they focus on the “big picture.”

  • Rule: Strategy First. When the CEO talks budget, it should be tied to the company’s 12-month or 5-year goals and your specific projects in relationship to those items.
  • Rule: Radical Transparency (Within Limits). To build trust, a CEO should share the health of the budget without sharing confidential data.
  • Rule: They are the CEO. A CEO must own unpopular decisions. If a bonus pool is cut, the CEO delivers the news rather than delegating it to HR staff or consultants.

For Admins: The Gatekeepers & Accuracy

Admins are the “ground truth” of the company’s spending. They see the receipts.

  • Rule: Strict Confidentiality. Admins often see what executives are spending on travel or client dinners. The rules are set by HR. Spending is monitored by software and receipts provided. Don’t bully the Admins or expect them to lie for you. Your email accounts and phones are most likely owned by the business and are admissable in court.
  • Rule: Documentation is King. Admins are not evil. They are busy doing paperwork and making sure projects are looking professional through editing, and consistent formatting and following corporate standards. If a receipt is missing, the rule is the same for the Intern as it is for the VP and is set by the accounting department.
  • Rule: Proactive Reporting. Admins should alert managers to “budget creep” before a department goes over its limit, not after. This protocol is set in place by accounting and project managers.

For Staff: Stewardship & Justification

For general employees, the budget is a tool they use to do their jobs.

  • Rule: Treat It Like a Precious Commodity. What is the ROI of your spending?
  • Rule: “No Surprises” Communication. If a project is going to go $1,000 over budget, the staff member must flag it the moment they realize it—not when the invoice arrives.
  • Rule: Contextualize Requests. Explain why you would like to spend more money and the Return on the expense.

For Clients: Value & Predictability

Talking money with clients is about building a partnership.

  • Rule: No Hidden Fees. Every potential cost should be disclosed in the initial contract. Surprising a client with an extra $500 fee is a fast way to lose a $50,000 account.
  • Rule: I’m the Expert Rule. When a client asks why your budget is high explain the value of your work and your expertise.
  • Rule: Extra Work Rule. If a client asks for extra work, the rule is: “I’d love to do that; let me send over a quick estimate of the costs for the extra work so we can adjust the budget.
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Update Schedule for Work | How Often to Update

Good Jpg to send to co-workers. Send the boss a work related image from your files. Presentation deck image.

Checking in with Your Boss

  • Frequency: Weekly or Bi-weekly using an email Format.
  • The Strategy: Instead of asking “What do you need from me?”, send a “Wednesday update via email. Briefly list projects, benchmarks and pain points you are having. This proactively answers some questions and keeps them up to date for their meetings and management duties.

Checking in with Colleagues/Peers

This is about coordinating and completing goals.

  • Frequency: Daily or every few days
  • The Format: Project management tools .
  • The Strategy: Use specific texts like, “Hi! I’m planning to start my portion of the report on Thursday—are we still on track to have the data by Wednesday afternoon?” This gives them a deadline and a reason for your inquiry.

Checking in with Other Departments

This is about milestones. Since you don’t work with them directly, you want to be mindful of their internal deadlines.

  • Frequency: Once a month or at specific Project Milestones where they may need data for Kudos.
  • The Format: Email or a designated intranet communication channel.
  • The Strategy: The “Early Warning” system. Ask for updates before you need the information. If you need something by Friday, give them a week. This accounts for their busy schedules and prevents you from being frantic at the last minute looking for data.

Summary Checklist for Workplace Updates

StakeholderRecommended FrequencyBest ChannelTone Tip
BossWeeklyEmail UpdateProactive & Concise
PeersEvery 2–3 daysIntra-office CommunicationCollaboration-focused
DepartmentsMonthly / MilestoneEmailDirect & Deadline-driven