Plan your time off with your team in mind
Good leave planning benefits everyone. When you request leave with proper notice and coordinate with your team, you can enjoy your time off knowing your work is covered. Here are some tips to help you plan leave responsibly.
Plan Ahead When Possible
For planned time off like holidays or vacations:
- Submit requests early to give your manager time to review and arrange coverage.
- Check your balance before applying to ensure you have enough days.
- Consider team schedules and avoid times when your team is already short-staffed.
- Be aware of busy periods when your presence may be needed most.
Check Team Availability
Before submitting a leave request, check if your team has adequate coverage:
- Open the Leave Calendar in Me → My Leaves.
- Navigate to the dates you are planning to take off.
- Look for team members' names to see who else is on leave.
- Consider adjusting your dates if coverage is limited.
Coordinating with your team helps ensure smooth operations while you are away.
Provide Clear Reasons
When filling out your leave request:
- Be specific about why you need the time off.
- Mention dates clearly especially for half-day requests.
- Note any flexibility if you can adjust dates based on team needs.
A clear reason helps your manager understand your request and plan accordingly.
Attach Supporting Documents
Some leave types require documentation:
- Sick Leave may require a medical certificate.
- Bereavement Leave may require documentation.
- Other leave types may have specific requirements set by your company.
Attach documents when you submit your request to avoid delays in approval.
Track Your Requests
After submitting, monitor your request status:
- Pending means it is awaiting approval.
- Approved means you are confirmed to take the time off.
- Rejected means you may need to discuss with your manager or choose different dates.
Do not assume your leave is approved until you see the Approved status in Officaid.
Preparing for Your Absence
Once your leave is approved, prepare for a smooth handover:
- Brief your colleagues on any ongoing work they may need to cover.
- Document important information so others can find what they need.
- Set up out-of-office replies with alternative contacts.
- Complete urgent tasks before your leave begins.
Good preparation ensures your team can manage while you are away and you can enjoy your time off without worry.
Common Mistakes to Avoid
Learn from these common leave planning mistakes:
- Applying at the last minute without giving your manager time to arrange coverage.
- Not checking your balance and applying for more days than you have.
- Ignoring team schedules and applying when coverage is already limited.
- Forgetting documentation and having your request delayed.
- Not checking the status and assuming approval that never came.
Frequently Asked Questions
This depends on your company's policy and your manager's preferences. For planned vacations, submitting at least 2-4 weeks in advance is generally good practice. Check with your manager about their expectations.
Review the Leave Request Details to understand why. Speak with your manager about alternative dates or discuss the reason for rejection. You can submit a new request for different dates if needed.
Cancellation options depend on your company's settings and how close you are to the leave date. Check with your HR team about how to cancel an approved leave request.
What's Next?
Start planning your leave:
- Using the Leave Calendar shows how to check team availability.
- Applying for Leave walks through submitting a request.
- Understanding Leave Balances explains how to check your available days.