This section is around taking leave or leaving team members, and all the tasks that need to be completed to ensure clients are taken care of in the process. Given that we largely own our client base and are the central point of contact for our clients, we need to make sure that we have informed all clients of any changes.
Annual Leave Process for Strategists
To ensure smooth operations, client continuity, and accurate record-keeping, all strategists must follow the leave process outlined below.
This process ensures:
- Leave is formally approved and captured in company systems.
- HR has accurate records for compliance and payroll.
- Team leads can manage workloads and reallocate responsibilities during absences.
- Calendars remain accurate so that no client or internal bookings are made during your leave.
Step 1: Submit Your Leave Request in Xero
- All leave must first be entered into Xero, our payroll and leave management system.
- When submitting, ensure that your Team Lead is selected as the approver.
- Requests should be submitted with as much notice as possible (minimum two weeks for planned leave, unless in cases of emergency or illness).
- Once submitted, Xero will notify your Team Lead to approve or decline the request.
Step 2: Email HR and CC Your Team Lead
- After submitting your leave in Xero, send an email to HR to confirm your request.
- Always CC your Team Lead in this email to ensure they are across the leave dates.
- Include the following details in your email:
- Dates of leave (start and end date)
- Type of leave (annual leave, personal leave, etc.)
- Whether any client handovers or internal responsibilities need to be managed in your absence
Step 3: Block Out Your Calendar
- Once your leave has been approved in Xero, you must immediately block out the leave dates in your calendar.
- Block the entire day(s) so that no meetings, client sessions, or internal catch-ups can be scheduled.
- If partial leave is being taken (e.g., half-day), specify the exact times you will be unavailable.
- If you already have any client or team meetings scheduled during your leave period, notify your Team Lead immediately so they can assist with rescheduling or reallocating.
Why this matters: Keeping your calendar accurate prevents accidental double-bookings and ensures everyone in the business can see your availability at a glance.
Step 4: Set up OOO email on Gmail
- Set up your Out of Office email on Gmail
- “Hi there, Thank you for your email. I am currently on annual leave until <Day, Date, Month>. I'll respond to your email as soon as possible upon my return. If it is urgent, please email <Team Lead Email>”
Step 5: Letting clients know of your leave via Fortnightly update
- Send your final fortnighly update
- This is to be sent to all clients past week 5 of their search, even if they have received an update in the previous week
The below message is to be added on to your fortnightly update:
“Also [Client Name], I also wanted to let you know that I’ll be on leave from today and returning on [return date]. No need to worry, there’s no action needed from your side. The acquisition team is fully across your brief and strategy, and I’ve made sure they’re aligned on all the details so your search continues seamlessly.
We’ll present a property to you as soon as we find one that meets our due diligence standards and aligns with your strategy. If nothing suitable comes up in the meantime, I’ll make sure to provide you with an update by Friday on the week that I return.
If you do have any urgent updates, please share them here in the chat so the team can review and support you as soon as possible. I’ve personally also asked Adrian, our lead strategist, to stay across your brief and actively support you and the team in the background, giving you an extra layer of guidance and oversight while I’m away.
Thank you again for your trust and partnership, you’re in great hands, and I look forward to continuing the journey when I’m back. Wishing you a great weekend.”
Taking Sick Leave
Sometimes leave is unplanned, such as when you are unwell. In these cases:
- Notify promptly: As soon as you know you will not be able to work, notify your Team Lead via email or phone.
- Record in Xero: Submit your sick leave request in Xero as soon as practicable (this can be after your return to work if needed).
- Calendar updates: Notify clients if you need to reschedule meetings. If you are unable to do so, please notify your Team Lead of what needs to be organised.
Strategist Handover Process - Leaving Staff
Description
The purpose of this handover process is to ensure a smooth transition of responsibilities, tasks, and knowledge from one individual or team to another. This process is crucial when an employee is leaving a position, transferring to a different role, or going on an extended leave.
Once you have completed all the tasks below, attach your completed checklist and documents in a compiled final email and send them to the Head of Strategy.
NOTE: This must be completed three days before your last day with InvestorKit.
Leaving Strategist Handover Checklist
1. Client & Portfolio Review
2. Portal & Task Completion
3. Flag Special Client Needs
4. Handover to Head of Strategy
HoS Handover Checklist
1. Client Identification & Access Management
2. Client Reallocation
3. Internal System Updates (Future State)
4. Communication Planning
5. Ongoing Outreach
New Strategist Handover Checklist
1. Booked Portfolio Strategy Session Clients
2. Booked Portfolio Strategy Review Clients
3. Active Agreement Clients (Searching/Paused to Settled)
4. Inactive Agreement Clients
New Strategist Takeover Templates
1. Booked Portfolio Strategy Session (Sent from new strategist - Portal):
Hi [Client Name], hope you’ve been doing well.
I just wanted to give you a quick update. [Old Strategist] has recently decided to move on from InvestorKit. He still believes in the value of what we do here, but feels this role wasn’t quite the right fit for him.
I’ll be stepping in as your strategist from here. I’m an experienced investor with a proven track record in helping clients grow their wealth and a genuine passion for building high-performing portfolios.
There’s no action on your side, your meeting time stays the same, and I’m really looking forward to unpacking your strategy together then.
2. Booked Portfolio Strategy Review (Sent from new strategist):
Hi [Client], I hope you’ve been doing really well.
I wanted to give you a quick update. [Old Strategist] has recently moved on from InvestorKit. He continues to believe in the value of what we do here and the results we deliver for our clients, but ultimately felt the role wasn’t the right long-term fit for him.
I wanted to personally introduce myself as your new strategist here at InvestorKit. My name is [New Strategist], and I’ll be working with you from here to keep your portfolio strategy moving forward.
A little about me, I’ve built my own successful investment portfolio and have worked with many clients to help them achieve outstanding results. I’m passionate about creating high-performing portfolios tailored to each client’s goals, and I’m looking forward to bringing that focus to your strategy.
There’s no action required on your side. Your review call remains at the same time, date, and link as scheduled.
Looking forward to catching up, and I’m excited to work together and continue building towards your goals.
3. Active Agreement Clients (Searching/Paused to Settled) (Sent from HoS):
Hi [Client],
This is Adrian here, I'm the Lead Strategist here at InvestorKit.
I wanted to start by reassuring you that your portfolio strategy is on track and your search is continuing exactly as planned. We’ve taken steps to make sure you keep receiving the best possible guidance and momentum toward your goals.
[Old Strategist] has recently moved on from InvestorKit. While this was unexpected, we’ve already unpacked your brief and strategy with them in detail, so we have complete clarity on your stage, goals, and next steps.
I’m introducing you to [New Strategist], who will now be your dedicated strategist. They’re an experienced investor with a strong personal portfolio, a proven track record helping clients build wealth, and a real passion for building high-performing portfolios. You’ll be in excellent hands, and I’ll continue to oversee your portfolio personally alongside them to ensure nothing slips through the cracks.
They will also give you a call shortly to introduce themself within the next week.
There’s no action required from you, the process continues seamlessly. If you’d like to discuss anything at all after their call, please feel free to reach out to me here personally for a chat. One of the benefits of working with a company of our scale is knowing you have the full strength of our team working for you.
We’re excited to keep moving forward and secure the right next property for your portfolio.
4. Inactive Agreement Clients
Hi [Client], I hope you’ve been doing really well.
I wanted to give you a quick update. [Old Strategist] has recently moved on from InvestorKit. They continue to believe in the value of what we do here and the results we deliver for our clients, but ultimately felt the role wasn’t the right long-term fit.
I wanted to personally introduce myself as your new strategist here at InvestorKit. My name is [New Strategist], and I’ll be working with you from here to keep your portfolio strategy moving forward.
A little about me, I’ve built my own successful investment portfolio and have worked with many clients to help them achieve outstanding results. I’m passionate about creating high-performing portfolios tailored to each client’s goals, and I’m looking forward to bringing that focus to your strategy.
I’ll give you a call to introduce myself and also talk through next steps for our strategy reviews.
Looking forward to catching up, and I’m excited to work together and continue building towards your goals.
Archive
Adrian introducing review handover
Hi <Client Name>, I hope you’ve been doing really well.
I wanted to give you a quick update. [Old Strategist] has recently moved on from InvestorKit. He continues to believe in the value of what we do here and the results we deliver for our clients, but ultimately felt the role wasn’t the right long-term fit for him.
Your new strategist, [New Strategist], has walked the same path you are on now. They’ve built their own successful investment portfolio from the ground up and have guided many clients through every stage of the journey to achieve outstanding results. They combine deep market knowledge with a personal understanding of what it takes to invest confidently and successfully. I know you’ll feel at ease working with them, and I’ll still be right alongside you both to make sure your strategy stays on track and nothing is missed.
They will also give you a call across the next two weeks to introduce themselves and book in a time that suits.
We’re excited to keep moving forward toward your goals and secure the right next property for your portfolio.
Warm handover message template - changing role:
Hi <Client>,
I hope you're doing well! I wanted to personally reach out to let you know that my responsibilities at InvestorKit are evolving as I take on a broader role within the team. Going forward, I’ll be focusing more on supporting the team and oversight across our clients, ensuring we continue delivering the best opportunities and insights.
To ensure you continue receiving the best guidance, I’m introducing you to <New>, who will now be your dedicated strategist. <New> is an experienced investor with a strong portfolio of their own and has helped many clients successfully build their wealth through property. Their expertise, combined with a deep understanding of market trends, means you’ll be in excellent hands. I’ll be overseeing your portfolio and working alongside <New> to ensure a smooth transition.
Your journey with InvestorKit remains our priority, and I’m confident that with <New>, you’ll continue receiving the highest level of support and knowledge. Of course, I’m always here if you need anything.
I'll leave it to <New> to reach out to introduce themself and chat through the next portfolio review.
Looking forward to seeing your portfolio go from strength to strength!
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