Everyone deserves a vacation from work. It’s an essential and proactive step to help reduce burnout, recharge, and create new memories outside of the office. However, many people do not properly prepare for their time off, which can sometimes make taking vacation time feel like more trouble than it might be worth.
To ensure a stress-free vacation, for you and your team, follow these steps and make the most of your time off.
What to do BEFORE you leave for vacation
1. Give plenty of notice of your time off
Once you have decided on your intended vacation dates, inform your supervisor far in advance. This is especially important if your role receives paid time off (PTO) which may need approval. Every industry and supervisor has different preferences for how far in advance you should request time off. When in doubt, give more time than not, especially for vacations longer than 1 week. After informing your supervisor, send a follow-up email confirming the dates.
2. Complete time-sensitive tasks
Before you leave, complete any tasks with upcoming deadlines. This includes touching base with clients, completing projects, and/or responding to email inquiries.
3. Distribute tasks to your team
Depending on your role requirements, passing along certain tasks and responsibilities to your fellow coworkers may be required. Create a detailed outline of your ongoing and long-term duties, and any tasks that may need attention while you are away. If necessary, orient or train your coworkers on key duties so they can confidently address questions and tasks in your absence.
4. Remind others of your time off
Before you leave, send an email to your team confirming your time off dates. It also helps to include an out-of-office (OOO) notice on your email signature 1 to 2 weeks before your time off. You can write this in red after your name, so it is eye-catching. A simple phrasing like this: “OOO Notice – Time off from [TIME OFF DATE RANGE]” will suffice.
5. Establish vacation boundaries
An often-overlooked step in preparing for time off is establishing your vacation boundaries. This will vary from person to person. However, everyone should carefully consider their boundaries regarding being contactable while away from the office. For example, will you be checking your emails or can your coworkers call or text if they have an emergency? Be clear and direct with your expectations. Here is a great article on how to set healthy workplace boundaries.
6. Create an Out-of-Office Message
Finally, you should create an out-of-office (OOO) automatic email reply and automated voice message on your work phone. This way, people won’t be waiting for a response from you. Here is an example template you can use:
Hello,
Thank you for your email! I am out of the office from [DATE RANGE AWAY] and will be returning on [DATE RETURNING]. I will not be checking my emails during this time. However, I will be happy to answer your inquiry upon my return. If you require immediate assistance, please contact [CONTACT INFORMATION OF PEOPLE AND THEIR NAMES].
Cheers,
[YOUR NAME]
What to do WHILE you are on vacation
We know it’s hard for some, but stick to your vacation boundaries! Resist the urge to check emails or engage in work calls, if this is what you decided on. Take this time to disconnect. Work will be fine without you! Learn something new, connect with family and friends, and have fun!
What to do when RETURNING from vacation
Upon your return to the office, touch base with your manager and team. Get the rundown on anything that came up while you were away and follow up on what tasks you need to address. And, of course, sharing a few vacation selfies can be fun too!
Final thoughts
It can be hard to disconnect from work. However, creating a clear line between your work and personal life, especially when on vacation, is something everyone should have the right to. Therefore, when preparing for your next time off, reduce the stress that can come with taking vacation time by creating a plan and communicating that plan carefully with your team. Enjoy your time off!
