To really recharge on vacation, we need to fully detach from work. This requires preparation and planning – the value of which cannot be overstated. Part of what keeps us tied to our jobs, is our inability to prepare for our departure. If we haven’t planned for our departure and return, we can’t effectively walk away. Three keys to adequately prepare for departure include the following:
- Identify & Connect with Your Backups: In order for you to truly unplug, you’ll need to identify one or more people to help you finish up items while you are out of the office. These are your go-to people who will “be in your corner” while you are out. These are the folks who will make sure things get done in your absence. Identify who these people are and verbally connect with them before your departure. Give them clear instructions on what needs to be done, what to expect while you are out, and remind them that you’ll be pointing people their way while you are on vacation. Also, always remember to thank these people – and if you find some nice chocolates while on vacation – bring them back and say thank you!
- Verbally Set Expectations in Advance: I recommend starting to set expectations at least two weeks prior to departure with your boss and colleagues. I prefer starting this process with key stakeholders/team members (such as my boss and/or project lead) using richer communication methods (face-to-face/Skype or at least telephonically). The reason is this allows you to hear and alleviate any concerns someone may have about your departure – it also allows you to read body language. Should there be apprehension, setting expectations early, provides enough time to address any potential issues (through enhanced communication/backup support or other necessary actions) prior to your departure? Once this step is complete, written expectations can be reemphasized using “Out of Office” messages. Something simple and direct is the most beneficial for “Out of Office” replies. An example is as follows:
“I will be out of the office starting Month/Day and return on Month/Day. I will have limited access to phone and will not be responding to email during this time. For items related to ABC, contact Jane Doe at #800-000-0000. For items related to XYZ, contact John Doe at #800-000-0000. Otherwise, I look forward to connecting with you upon my return.”
Pro Tip: Some people include their Out of Office and Vacation schedules (usually just the upcoming two to three months) at the end of their email signature lines. This is a great way to communicate early with your clients and/or team members and is highly valuable for situations where you don’t speak with all your team members daily.
- Write a Great Departure Email & Priority List for Your Return: This is critical and rarely done well. A strong Departure Email should include a high level bulleted list that provides the top activities you are managing. It’s really a high level summary of everything you are working on that might need attention while you are out. Not only does this list provide everyone clear instructions and insight into what you’ve been working on, but it can serve as a reflection of all the great work you are doing. Our bosses and co-workers are often so busy themselves, they don’t have time to reflect on what we are doing individually. This provides an opportunity to reflect on your workload and provide your boss and colleagues insight into your work (beyond the standard yearly review time). It’s both a tool that helps you depart on vacation in an easy way – but it also shows your value. In addition to the departure email, I highly recommend writing a Top Priority List for your return (the audience for this is just you – so no need to be fancy!). The purpose behind the Priority List is simple: it helps you hit the ground running upon your return. If you really relax and fully recharge, ideally you will get to the space where you aren’t thinking about work – which is great! That also means your re-entry can be overwhelming if you haven’t planned appropriately. I write myself a simple “To Do” list for the first few days I get back. I also block out meeting times on my calendar when I return to give myself the space to re-enter the work-world in a balanced way.
After these three things are done – sit back and enjoy your vacation!
Be well and enjoy the exercises and tools above.
All the Best,
Woodrie & The Team
