Preparing For Holidays

As a homeworker taking a holiday is just a little bit different to office workers, mainly around being more organised and verbose.

Delete Meetings and Reject Invites. As you’re always physically absent it’s hard to tell if your missing. Go through your electronic calendar or physical diary. Also consider messaging invitees for critical meetings that will take place and you’ll not be attending.

Document State. Ensure all commitments and work schedules have current information, with clear updates and plans for while you’re away and immediate return. This covers you In case of questions or things go badly.

Set Expectations for Progress. Ensure people taking over your responsibilities know what to do and setup a debrief meeting on your return – this will encourage them to take ownership. Share the delegated ownership with higher management AND within your out-of-office message.

Prepare for your Return. Make a to-do list for when you’re back – things you didn’t get to before you left or important things you might forget about.

Clear The Decks. I clear out my whole email inbox before I go. Moving anything useful into a folder and deleting the rest. It makes the hour/s scanning new emails on my return somewhat more manageable.

Leave ‘Emergency’ Contact Details. Ask key people to call or text with serious problems but that you’ll not be looking at work email. This helps you stick to that promise!

Conference Call Meetings: Starting a Project

At the start of a project when many people are remotely located (including from home) it is easy to get sucked into a time-drain succession of meeting-after-meetings without little real demonstrable decisions or progression to show. Meetings are poorly defined, decisions are not recorded clearly, and tasks are not well defined and allocated.

Here is my seven step suggestion to avoid this:

  1. One person is responsible for the completion of project definition.
  2. This person (“definition owner“) states the objective/s, potential approaches, and delivery date estimates in a simple document.
  3. A “Review Team” of stakeholders considers this document and recommend any changes. This can be done in specific meetings or independently using collaboration tools. Adjustments are completed and locked.
  4. The definition owner then expands on this, turning it into a step-by-step high-level project plan.
  5. Again – the Review Team assess the plan and any changes are made immediately. The plan is then locked.
  6. In the final expansion, the definition owner refines the plan into a full detail specification, defines scope, adds work estimates and assignments.
  7. Final appraisal from the Review Team and gives explicit sign-off.