Team Leave Transition Kit — Terminology
Locked Vocabulary
Use these terms exactly. Do not substitute.
Roles
| Term | Definition | Notes |
|---|---|---|
| Departing person | The team member going on leave or exiting | Never "the absentee" or "the missing person" |
| Covering person | The team member taking over specific functions | Not "backup" — they own it during the absence |
| Escalation contact | The person who handles decisions beyond the covering person's authority | Usually the owner/principal |
| Triage coordinator | The person routing inbound client communication to the right covering person | Usually admin/CSC role |
Document Names
| Term | What It Is |
|---|---|
| Handoff document | Inventory of everything the departing person owns, with system-of-record verification |
| Coverage plan | Plans A/B/C with role assignments, decision authority, and check-in schedule |
| Client communication | Messages sent to clients + internal team notification |
Leave Statuses
| Status | Meaning | Trigger |
|---|---|---|
| Announced | Leave is confirmed, dates known | Departing person communicates dates |
| Handoff in progress | Departing person is completing handoff document | Kit initiated |
| Handoff verified | Manager has spot-checked handoff against system of record | Manager sign-off |
| Communication sent | Client messages and internal notification delivered | After handoff verified |
| Active leave | Person is on leave, coverage plan in effect | Leave start date |
| Monitoring | Checking which plan (A/B/C) applies | Check-in schedule dates |
| Returning | Person is transitioning back | Return communication sent |
| Closed | Leave complete, all items re-assigned back or permanently transferred | Full re-integration |
Coverage Plan Tiers
| Plan | Duration | Risk Level | Key Characteristic |
|---|---|---|---|
| Plan A | Short (1-2 weeks) | Low | Standard coverage, minimal manager absorption |
| Plan B | Medium (2-4 weeks) | Medium | Manager absorbs advisory/complex items, second client communication needed |
| Plan C | Extended (4+ weeks) | High | Full client reassignment, triage required, may trigger hiring |
Client Triage Tiers (Plan C only)
| Tier | Criteria | Action |
|---|---|---|
| Tier A | Active, complex, advisory-level | Escalation contact handles personally |
| Tier B | Routine, in-progress | Covering person + support team continue |
| Tier C | Stable, low-touch | Holding communication; revisit on return |
Decision Authority Levels
| Level | Meaning | Examples |
|---|---|---|
| Full | Covering person can act independently | File returns, answer routine questions, update tasks |
| Escalate | Must get approval from escalation contact before acting | Advisory conversations, fee changes, scope decisions, relationship calls |
| Hold | Do not act — defer until departing person returns | Strategic decisions, new engagements, org changes |
System of Record Terms
| Term | Definition |
|---|---|
| System of record | The firm's practice management platform (Financial Cents, Karbon, Canopy, etc.) |
| Personal notes | Any information kept outside the system of record — notebooks, personal docs, sticky notes, separate spreadsheets |
| Verified | Manager has spot-checked that items exist in the system of record, not just taken the departing person's word |
Communication Types
| Type | Audience | When Sent |
|---|---|---|
| Initial client blast | All clients of departing person | Before leave starts, after handoff verified |
| Second client communication | Same clients | If Plan B activates (leave extends beyond Plan A timeline) |
| Internal notification | Firm team (Slack, email, or team meeting) | Same day as client blast |
| Return notification | Clients + team | When departing person is back and re-assuming ownership |
Anti-Patterns (Never Do These)
| Anti-Pattern | Why It Fails |
|---|---|
| "The team will figure it out" | No named owner = no owner |
| Mass generic client email | Clients need their specific status, not a form letter |
| Handoff via conversation only | Verbal handoffs evaporate — must be written and in the system |
| Contacting person on leave for non-emergencies | Erodes trust, creates guilt, defeats the purpose of planning |
| Skipping the spot-check | People overestimate what they've documented — verify |
| Sending client communication before handoff is complete | You're making promises about coverage you haven't actually set up |
| One plan only (no A/B/C) | Reality rarely matches the best case — you need escalation paths pre-decided |