PM OOO - Delegating Projects

Client Facing

1. Make sure to let your clients know you'll be OOO at least one week in advance, so they are not caught off guard.

- Send them an email letting them know. You may use this template:

Hi [Client Name],

I hope this email finds you well. I wanted to inform you that I'll be out of the office from [Start Date] through [End Date].

During my absence, your project will be in excellent hands:

Primary Contact: [Dev Name] will be handling all development-related matters and can assist with any questions or requests you may have.

Communication: To ensure we can respond to you as quickly as possible, please direct all communications through Plutio during this period. This will allow the team to track and address your requests efficiently.

Operations Support: Ceci, our Head of Operations, will be monitoring all projects and is available for any urgent matters that may arise.

I'll be back in the office on [Return Date] and will follow up on any outstanding items.

Thank you for your understanding, and please don't hesitate to reach out to the team if you need anything.

Best regards,

2. Setup an automatic OOO response in Gmail.

Go to Gmail and click the gear icon → See All Settings.
Navigate to the “Vacation Responder” section under the General tab.
Turn the responder ON.
Set the date range for your absence.
Example message:

Subject: Out of Office – [Your Name]

Hi there,

I’m currently out of the office and will return on [return date]. During this time, I will have limited access to email.
For urgent matters, please contact [Head of OPS] at [email].

Best,
[Signature]
Save changes.

3. Block your availability in your calendar and on your booking link ensuring clients can't book you when you're OOO

Tidycal

Google Meet

Open TidyCal or G.Cal and log in.
Navigate to the “Availability” tab.
Select the date(s) you’ll be unavailable.
Block the day off by either:
- Marking it as a full-day block, or
- Setting specific hours if only partially unavailable.
Ensure no slots are open for meetings during your time off.
Save changes.

Go to Google Calendar.
Click on the date you’re taking off and create a new event.
Title it “OOO – [Your Name]”.
Set it as an All-Day event.
Change visibility to Public (if calendar is shared).
In the description, add:
- Date(s) of absence
- Emergency contact or backup person
- Brief context if relevant (e.g., “Taking personal day. Available again [return date].”)
Click “Save.”

4. Set a Status and Notification on Slack

Open Slack and click on your profile picture (top right).
Select Update your status.
Set status to: ⭕ OOO – Back on [return date].
Under Clear after, choose “Don’t clear.”
Optionally, activate Do Not Disturb for the duration of your leave.

5. On the external Slack channel with your client

Add the lead dev to the channel
Introduce Ceci to the client
Ask the client to tag the dev when they need something, if they need to escalate, they need to tag Ceci
If Ceci needs to escalate, she will ping Jesus

Internally

1. Who will cover you? The project's team. So the Dev and the Designer. Dev will be the main assignee to cover for you while you're gone, and they can escalate any matter to HO if needed, or handle it themselves if not needed.

2. Make sure to let everyone on the team know you will be OOO at least a week in advance, make sure your Dev knows they are the ones responsible to cover you while you're gone.

3. In slack in the "Project Overview" canvas add the template below to each of your projects. Make sure to leave this at least 2 days before your days off.

ADD a Callout

Current Status Overview

- Current Phase: [Refinement/Design/Development]
- Status: [In progress/Blocked until...]
- Type: [V1/V2/Enterprise plan/Maintenance/etc.]
- Upcoming milestones/actions for the next 2 weeks:
  1. [...]
  2. [...]
- Potential risks/blockers:
  1. [...]
  2. [...]

Tasks to be Handled During Absence

Assign point of contact for each project (e.g., Tech Lead or Account Manager).
Share documentation or relevant links with them.
Notify team leads and clients if necessary.

Add your project information as the example below:

You shouldn't request time off when there's important deliverables for your project or hard deadlines so please make sure to coordinate your schedules accordingly. You should also make sure your team is there to cover you, we don't want a situation with no PM and no Dev because their both OOO.