ROCS Group Business Development Bible

— ROCS Group Out of Office Policy (as per policy dated 11.10.2019)

When to set out of office reply Out of office replies are to be set when an employee is away from the office at times when they are usually scheduled to work and will not have access, or will only have limited access, to their emails. This must be done for absences of 4 or more hours, including scheduled off-days. This will ensure that any communication will be received by another team member if urgent, and that a sender is aware that they may receive a reply from the receiver later than expected, reducing the risk of complaints or work processes being suspended. Message references Out of office reply messages must refer the person to contact their manager, or in the case of management as follows: • Managers within the retail division must refer their messages to Ms Helen Vella Galdes; • Managers within the travel division must refer their messages to another manager within the travel division; • The Group Financial Controller must refer their messages to the Chief Executive Officer; • Business development executives must refer their messages to the Executive Personal Assistant to the CEO; • The General Manager within the insurance division must refer their messages to the Manager within the insurance division. The person having emails referred to them must always be informed at least one work day in advance, in order to ensure that the person is scheduled to work on the day. In the case of the person who should be allocated being unavailable, the employee who will be away must inform the Human Resources Development Manager for authorization to refer to a different team member.

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