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Have a Nice Trip: Preparing to be Out of the Office

What do you need to do before leaving the office for a few days or more? Two predeparture checklists, observed from both sides of the CSOs desk

Über–executive assistant Melissa Patterson (her title is actually "security coordinator") works for Dave Kent, CSO of Genzyme. Below, she describes what she does, or makes sure Kent does, before he goes away on business or leisure.

As soon as trip is planned:

Clear your calendar. Reschedule any recurring or one-time meetings, and notify members of the group that you'll be out.

Book travel arrangements, and take care of any event registrations.

A week or two before you leave:

Figure out what issues may arise while you're away, and identify the appropriate go-to people.

Establish clear guidelines for instances when it's necessary for you to be notified immediately.

Practice your presentation, if applicable, or do any other advance work for a meeting.

A day or two before you leave:

Deal with any e-mails or voice mails that need attention.

Wrap up outstanding issues, such as deadlines that will be occurring while you're out.

Go over the travel itinerary.

Sign outstanding invoices and other forms.

When you leave:

Change voice mail greeting, and set up e-mail autoresponse.

Turn out the lights!

Francis D'Addario

Francis D'Addario is coffee master and vice president of partner and asset protection at Starbucks. I try to cover these bases to anticipate the needs of my team and my family:

I use out-of-office messaging (voice and e-mail) to redirect true emergencies.

I provide a detailed itinerary to my boss and team pinch hitters so they have the means and confidence to reach me if absolutely necessary.

I check e-mail and voice mail at convenient intervals so I don't feel buried upon my return.

I pack my crisis management guide, knowing full well that the person with the umbrella is seldom rained on.

I try to go on vacation two weeks at a time whenever possible and rely on my family to manage the event and keep me sufficiently occupied.