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» Vacation Requests:
How to ask
Vacation request on your mind? With summer
upon us, chances are someone in your department is on vacation
this week.
If you have your own dreams of getting away, your first
hurdle is a vacation request. In other words, you need
to ask your employer for the time off. This comes easier
for some than others, especially when the demands of the
job seem overwhelming. If you’re feeling guilty about
getting away for a few days or weeks, don’t. You
need time to recharge and renew your enthusiasm for your
work – a vacation can help you avoid burnout. Your
colleagues will thank you.
Make sure your vacation request
goes smoothly. Here are some tips to enjoy fun in the sun!
Be first to ask. If the
vacation you’re planning
coincides with a major holiday, be sure to ask for the
time off well in advance. In all likelihood, your co-workers
have similar vacation schedules in mind, and your manager
can’t grant everyone’s requests. Although business
activity tends to slow down during the holidays, companies
still like to have a few staff members on hand.
Put it in writing. It’s a good idea
to submit a written request so that you have a formal record.
Your manager
can refer to it when setting up a schedule. If, in the
midst of a hectic morning, you casually mention that you
need a week off next December, your manager is unlikely
to mark it on her calendar.
Wait for the right time. One of your co-workers
is out on maternity leave and another has surgery scheduled
for
next week. A third will be traveling on business for the
rest of the month. To top it off, a major project is due.
Does this seem like the best moment to ask for four days
off for a ski vacation? Your chances of getting the time
off you want will improve if you’re sensitive to – and
willing to work around – workload peaks and personnel
shortages.
Look at it like a manager. Rather than
focusing on how much you need this vacation, consider your
request from
your manager’s point of view. She has to balance
your desires against those of the rest of her staff, as
well as the needs and expectations of senior management.
In addition, she must factor in how to juggle your projects
during your proposed vacation, and how critical your presence
in the office is at that time.
Be flexible. To minimize disappointment and maximize your
chances of approval, have a backup plan. If your original
timeframe falls during a major initiative, offer to adjust
it to coincide with a slower time. Your willingness to
modify your plans will be appreciated by management.
Cover your absence. To make your request
more persuasive, outline a plan for how your duties might
be handled while
you’re gone. The plan should include a summary of
your active projects, their status and target completion
dates. As much as possible, wrap up unfinished business
before you leave. If you anticipate phone calls or email
queries while you’re gone, decide to whom these should
be referred. Create out-of-office messages for your voice
mail and e-mail with instructions on how to reach that
person. Then, give that individual the information she
needs to handle questions or fulfill requests for information.
This will save everyone headaches and show your manager
that you’re conscientious.
Vacations are a fact of
working life. Most managers are glad to grant reasonable
requests. By providing your boss
with advance notice and being sensitive to potential conflicts,
you’ll have a better chance of getting the time off
you desire.
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