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

[Kevin Smith]

Thanks for that note. A few questions/comments:

Adding all-day busy events to your calendar really isn't enough. Google
calendar doesn't display them prominently in the Find a Time page, so it's
easy to accidentally schedule a meeting on a day someone is out. It is best
to add an all-day event AND also actually block off your working hours with
a big appointment.

It's important to note that reading-wmf is (apparently[1]) not a fully
public list, since some people might not be comfortable posting an "I plan
to be out" message to a public list. If the team's primary mailing list is
public, one could instead send an email to an internal team list (if there
is one), or just to the specific people who need to know.

[1] I don't see it listed here, even though other team internal lists are
shown: https://lists.wikimedia.org/mailman/listinfo



Kevin Smith
Agile Coach
Wikimedia Foundation



*Imagine a world in which every single human being can freely share in the
sum of all knowledge. That's our commitment. Help us make it a reality.*

On Thu, Jun 4, 2015 at 8:58 AM, Adam Baso <abaso at wikimedia.org> wrote:

> 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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