A Checklist for Your Team Before Someone Leaves for Vacation

Besides managing the normal workflow, it’s that time of year when people head to the beach, the mountains, or wherever they want on vacations! While your team members are recharging at their favorite relaxation spots, vacation time for those that are still working can be very stressful.

Is your team ready for one of them to go on vacation? Even if it’s you as a manager and business owner (yes, you deserve time off too!)? Below is a checklist that should help you answer those questions with a resounding YES after you’ve completed it!

#1 Get the 411

As vacation time nears, schedule a time to sit down with your team. Discuss who is going on vacation, what they are working on, and what the plan is to handle that workload. Now is a great time to delegate tasks so that projects don’t slow down while employees are able to relax.

The sooner you do this, the better. That way small tasks can be handed off bit-by-bit rather than all at once in a mad dash on the final day before someone leaves for vacation. This allows your team to ask questions, get acquainted with new pieces of projects, and not feel so stressed.

#2 Get some ICE

We aren’t talking about the cold kind of ice; we’re talking about In Case of Emergency. Create an emergency vacation coverage plan just in case something goes wrong. What if a website you’re building for a client breaks in the middle of the night? What if in the middle of running an accounting report, the numbers just aren’t adding up? Don’t let it scare you. Run through those crazy what if scenarios. Come up with solutions on what to do so that (hopefully) you don’t have to disturb anyone’s vacation.

Also, get key contacts. If the website does go down, who do you call? Or, what if you normally manage a team of remote workers, do your other employees know how to get in contact with everyone else if it’s you going on vacation? Write it all down where everyone can get access to it. If you are working at a physical location, make sure people that need keys get them. You don’t want to wake up and realize your keys are on their way to the beach!

#3 Get out of the office

Besides literally getting out of the office, ask your employees to set out of office notifications on their emails, instant messages, calendars, and even voicemails. This will make sure that clients know what’s going on if they call; make sure to include who to contact while that employee is out of the office in the meantime!

#4 Get out of your head

A vacation is all about relaxing. If an employee is taking a break, make sure they stick to it. Everyone needs time to recharge, so they shouldn’t be worrying about work. The same goes for you as a manager! Don’t worry about work the whole time. Rest. Relax. Recharge. Get out of your head for a bit! Resist the urge to send that vacation email to your team.

By following this short checklist, vacation time should be a little more relaxing for everyone involved, but if your team is already stretched to the max, you can always look at outsourcing some of the work as well.

Now we need to know, did we miss anything on this checklist? Reach out to tell us about your procedures for employees taking a vacation!


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Summer Time Tips, Virtual Team, Work From Home