You can alleviate the stress and panic that can accompany pre-vacation
planning by creating a list of tasks and issues that need to be managed
when you're not there, then checking off each item as it's handled. This
systematic planning enables you to leave for vacation with a clear
conscience and get some well-deserved R&R.
At the very minimum, you'll need someone in your organization to cover
for you while you're out. If you have no employees, a professional
colleague can stand in as backup support for client or customer emergencies.
Click on the items below to review some of the key planning points that will
ensure a problem-free vacation:
Make a project list
Do a complete inventory of recently completed projects, current work, and
upcoming assignments. For each item on your list create another list of all
possible issues that could arise while you are away. Plan for each of these
developments. Be sure not to overlook recently completed projects. Work that
you have "put to bed" can often generate client or customer inquiries in the
weeks following.
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Do worst-case planning
Come up with a list of possible scenarios on current projects and brief internal
staff or colleagues. A little bit of Murphy's Law planning can prepare everyone
for the things that will undoubtedly go wrong. What are the chief concerns for
each client? What's the worst thing that can happen with each account? This kind
of planning means that clients will be speaking with someone who understands their
concerns should a problem arise. For example, your notes on a particular project
might say, "If Mrs. Green calls, her concerns are likely to be about x and y. The
last time we completed a project like this we had difficulty in the following areas."
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Brief key clients or customers
Don't let your lengthy absence come as a surprise to clients. Give them some
notice about your absence -- a minimum of two to three weeks, preferably longer.
Let them know how long you'll be away, who they should contact in your absence, how
they can contact this person (phone and fax numbers, and email address), and what how
this person will be able to help them. Communicate your confidence in the ability of
staff or a stand-in to help them should a problem arise. If they're dealing with
someone new in your organization, arrange for both parties to speak before
you go away. It's important that your clients feel comfortable with the arrangements
you've made.
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Plan for all incoming communications
Make sure you're prepared to handle your voicemail, email, and incoming faxes.
- Voicemail: If someone else in your office is handling your workload, put their
extension or phone number in your outgoing message so your callers will be
able to reach a real person who can respond to their needs. If you aren't
referring callers to someone else, script a reassuring message that lets
clients know when you will return and how they can get what they need in the
meantime.
- Email: Check with your ISP to see if they offer Auto Respond, a service
that sends an automatic reply to anyone who emails while you're away. Like your
voicemail, your reply message should indicate how long you'll be out of the
office, and who people can contact if their message requires immediate attention.
If you don't have this option, be sure to have someone check your mailbox regularly
and deal with any messages that need a direct response.
- Faxes: Have someone in your office collect, read, and traffic faxes so that no
pressing issues slip through the cracks. You may want to have someone in your office
forward your faxes to a local fax number so you can collect them yourself while
you're away.
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Replenish supplies and petty cash
If you'll be leaving staff or co-workers behind, make sure they have enough office
supplies to continue working in your absence. Check the petty cash supply and make
sure it's adequate, or leave a signed check for that purpose.
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Pay bills, sign checks
Check the due date on your regular payments for rent, utilities, supplies and so
forth. If you don't want to pay them ahead of time, write out the checks and
entrust someone with the job of mailing them on the appropriate dates. Don't
let accounts become past due just because you've gone on vacation.
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Leave emergency contact information
Make sure those people still in the office won't be stranded if they run into
technical or maintenance problems in your absence. What happens if a drain backs
up or the boiler blows? Leave the phone number of your building's electrician,
plumber, and other maintenance people. Don't forget about your computers or
phone network. Make sure there's contact information for those repair people
or consultants as well.
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Double-check the little things
Don't forget about housekeeping and security measures. Write down all the chores
you take care of in your office without even thinking about it. Are you the person
who routinely pulls the shades in the late afternoon to keep the equipment from
overheating? Are you the one who puts toilet paper in the employee's rest room?
Think of all those small jobs and make sure they get done while you're gone. If
you're the one who closes up at night, make sure someone else knows the procedure
for securing the building.
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