People ask their manager the same things again and again: time off, approvals, priorities, who decides. Write each answer once, with an owner and a date, and send people there first.
A template with blanks, not legal advice. Rules on pay, leave and data vary by state, so check yours.
The template
Time and schedule
- How to ask for time off: [where, how early, who approves].
- Working hours and when people can be reached: [hours, time zone, how to flag urgent].
- Covering for each other while away: [how it works, who is the backup].
Approvals and spending
- What I can decide without asking: [list with limits].
- What needs my approval: [list], and how long I take to reply: [time].
- Buying software, equipment or a subscription: [rule and approver].
Work and priorities
- How priorities are set and who can change them: [process].
- What to do when two requests conflict: [rule and who decides].
- Where updates go and how often: [channel, rhythm].
Feedback and growth
- One to one meetings: [how often, how long, who sets the agenda].
- How feedback is given and how to ask for it: [way].
- How promotions and pay reviews work: [your rule, or when it will be written].
Problems and exceptions
- When something goes wrong: [who to tell first, how fast].
- Questions about pay, benefits or legal matters go to: [person], not to the manager.
- If I do not know the answer I will say so and reply by: [time].
Who owns this FAQ
- Owner: [name]. Last confirmed: [date]. Check again by: [date].
The ten questions your team will ask
Write each answer once, with an owner and the date you last confirmed it. These ten answers are what a bot or a shared FAQ should answer from.
1.How do I ask for time off?
Answer: [Where to ask, how early and who approves.]
Owner: [name]. Last confirmed: [date].
2.What can I decide without checking with you?
Answer: [The list with limits.]
Owner: [name]. Last confirmed: [date].
3.How quickly will you reply to an approval request?
Answer: [The time you commit to.]
Owner: [name]. Last confirmed: [date].
4.Who do I ask when you are away?
Answer: [The backup and the limit of what they can decide.]
Owner: [name]. Last confirmed: [date].
5.How are priorities decided, and who can change them?
Answer: [The process and the person.]
Owner: [name]. Last confirmed: [date].
6.What do I do when two requests conflict?
Answer: [The rule and who breaks the tie.]
Owner: [name]. Last confirmed: [date].
7.How often do we meet one to one?
Answer: [The rhythm and who sets the agenda.]
Owner: [name]. Last confirmed: [date].
8.How do I get feedback?
Answer: [How you give it and how people can ask.]
Owner: [name]. Last confirmed: [date].
9.Who handles pay, benefits and legal questions?
Answer: [The named person or provider.]
Owner: [name]. Last confirmed: [date].
10.Where do I find answers to common questions?
Answer: [The FAQ, approved answers or bot, and who owns them.]
Owner: [name]. Last confirmed: [date].
Before you publish it
- Take the questions from the last month of real messages, not from imagination.
- Check pay, leave and benefits wording against your state's rules before you publish.
- Test your bot or FAQ with the ten questions before you rely on it.
Want to check a bot against these questions? Use the free honesty test, or turn the answers into a shareable FAQ with the team FAQ builder.
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Common questions
It is a short page that answers the questions people ask their manager most often, such as time off, approvals and priorities, so the manager answers each one once.
The manager, with a teammate checking that the answers are clear. Each answer needs an owner and a date.
Check it monthly at first, then when a rule changes or an answer is more than a few months old.
Guides that explain how to use this
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