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How to Manage Work Flow While on Vacation

How to Manage Work Flow While on Vacation

I was fortunate to enjoy a very relaxing week earlier this month in the Outer Banks (North Carolina) with my extended family. There was more sun, surf and sand than what we could soak up in seven days! It’s not easy to coordinate many different schedules and all come together for a family vacation, so I wanted to make the most of the week and not at all feel tied to work.

In a traditional job, you get these wonderful things called “vacation days,” which you can use at your discretion and step away from all electronics without too many repercussions or guilt. As a business owner, and in my case a sole-proprietor, truly going off-line for a week can result in added stress and an increased workload leading up to vacation and immediately upon return.

Though entrepreneurs don’t really get vacation days, we also have no limit to how many we can take. Use this to your advantage! I’ve learned to let go of the idea that I need to completely step away from work to enjoy vacation. Rather, I practice these simple strategies for managing my workflow no matter where I am, so I can enjoy vacations and mini getaways all throughout the year – and you can too!

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Work ahead

When I know I’ll be dedicating less time to work during a vacation, I work ahead on tasks. For my most recent vacation, I had 60% of my September client work completed by the last week of August. Clients were happy to receive their social media plans, blogs, newsletters and other public relations strategies well ahead of schedule. In my experience, a happy client is a quiet client. I set myself up for a “free” week by working just one extra hour or so each day in the days leading up to vacation.

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Communicate early and often

The next key to success is mention and remind clients (again and again) that you will be on vacation. I think I started planting this seed a month or more out. When I would work ahead on a task or ask for quick feedback on something, I used this communication as an opportunity to remind them that I would out of the office. It conveniently worked out that my last day in the office before vacation was the first of the month, and also the day I send out invoices. With every email invoice, I included a note at the bottom reminding clients (one last time) that I would be away.

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Manage expectations

Along with communicating my vacation schedule, I was sure to manage expectations. I let clients know that I would be checking in on email about once per day and would address any urgent matters at that time. I personally feel it’s a little dramatic to say “I will have no access to the internet for the next seven days” if you actually will. Rather, I set an honest expectation that urgent matters would be addressed in 24 hours and non-urgent matters would be acknowledged and addressed when I got home. Giving my clients assurance that I wasn’t completely unreachable gave us both peace of mind knowing there would be no uncontrolled fires blazing while I tried to relax.

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Automate your daily tasks

During the seven days I spent chasing my kids around the beach and indulging in one-too-many treats, I published and promoted 3 blogs, sent out 4 e-blasts and posted to 17 different social media accounts combined 25 times. As I was working ahead, I created and scheduled these tasks to take place without my needing to click a button. WordPress, Mail Chimp and Hootsuite served as the employees I don’t have. Clients were impressed that their services went virtually uninterrupted for the week and I got to take the credit for “Working so hard, even while on vacation!” when it was simply work I put in ahead of time.

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Pick your poison

Finally and most importantly I stress that you have to pick your poison when it comes to managing work flor while on vacation. You can choose one of two strategies. You can choose to completely unplug, leave the laptop at home and turn off the wifi on your phone. Upon your return, however, you’ll have a tidal wave of emails that will flood your inbox all at once. Alternately, you can stay somewhat connected, check in on email about once per day and clean up your inbox a little at a time. Your first day back in the office won’t be nearly as overwhelming, but you’ll be giving up a few hours of vacation throughout the week.

While the second strategy requires staying somewhat connected to work, I’ve found that checking in now and again gives me the peace of mind to fully enjoy the rest of the day. The thought of not knowing what bombs could be hiding in my inbox when I get home leads to more stress and work-related thoughts than if I stayed in the know.

As much as you can script your email auto-response to say you’re going off the grid, as a business owner you know that’s not exactly realistic or responsible. Rather, consider setting aside a few minutes each morning to check in and reassure yourself that the world is just fine without you working today – then mix up a pina colada and enjoy the fruits of your labor!

What strategies do you use to manage your work flow when you take a vacation? Share your tips by commenting below!

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Posted by on September 25, 2017 in Business & Success, Life

 

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How I Plan to Gain More Free Time in the Summer Months

summer 2017

Given the Memorial Day holiday, I think just about everyone is thinking about the fun summer activities that lie ahead. I know I am! This is why I got to thinking about my plan for the summer to ensure I enjoy my most favorite months of the year. It’s too easy to stay on the same work routine and not take advantage of the warm weather and time with family. Being a creature of habit, I thought the best thing to do was to set some “boundaries” for my summer and come up with a new routine that will help me maximize my free time and benefit from my flexible work schedule throughout the coming months. Take a look!

End each weekend with a preview of the week ahead

In order to get more out of my work hours and maximize my free time, I’ve found it to be really helpful to end the weekend with a review of the upcoming week’s tasks and obligations. This gives me a good mental grasp on how much dedicated work time I’ll have, verses time that will be spent at meetings or events. I also compare this schedule with my husband’s to be sure we’re fully covered on family duties. There’s nothing quite as stressful as realizing you both need to be out of the house early without someone to run the kids to daycare!

Get up at the same time every day

This will be a challenging one, but one that will surely help to maximize my free time so I can enjoy the summer months. Every day of the week, including Saturday and Sunday, I plan to get up at 6am. Some days I may have a little helper join me who wakes up early, and some days I may get a cup of coffee and a head start on my inbox. No matter how I spent this extra hour of the morning, it will go to good use and put me in the best position for a less stressful day. On the weekends, this will be the only hour I dedicate to checking in on work – or I’ll use it to get in some exercise!

Make a plan – for both work and play

Just as it’s important to plan to get work done, it’s also important to block out time in your schedule to enjoy non-work related things. I’ll have an agenda for each day that outlines how I want to spend my time. This will likely involve a mix of some work tasks along with a nap in the sun on the back deck. On days I have one or more kid home with me, I will prioritize only what has to get done that day to keep me on top of my work tasks, the rest will be dedicated to family time!

Stay on a routine for monthly tasks

I’ve gotten on a good routine of looking at all projects I have to deliver on a monthly basis and dividing them into one of two categories: tasks to be delivered for the current month and tasks to be delivered for the coming month. The first category of tasks gets prioritized and completed between days 1 and 15 of the current month. The second category of tasks are put on the to-do list starting day 15 and completed no later than the end of the month. If you’re overwhelmed by your task list, you may need to start categorizing and prioritizing tasks so you have a better handle on what needs done now and what can wait.

Limit networking and social requests

For some, summer is the prime time to set networking meetings and attend social events to grow your business. But for me, I’d much rather spend my free time soaking up the sun with my kids. Because of this, I frequently decline such requests. I’ll tell the contact that we can set date for the fall, and if they’re really serious about meeting, they’ll comply. For those “serial networkers” that were likely going to be a waste of time anyway, they will forget to follow-up and fade away.

Zero out my inbox each evening

This takes a little commitment, but once it’s routine it will greatly streamline workflow. I practice this now, and plan to into the summer. Every evening, once the kids are in bed, I take up to 30 minutes to “zero out” my inbox. What this means is that I check in on any emails that may have come in since I closed up shop sometime in the afternoon, and I address them. Many emails can be read and deleted, others will need a response. If the response is quick, I give it. If it will take some time, I patch it into my work flow for tomorrow. If I anticipate needing more than one day to reply to a client, I first reply with an acknowledgement of the email and then let them know when to anticipate my full response. I have found this last tip to be the key to keeping clients happy by keeping them in the loop. It also prevents additional follow-up emails or phone calls asking when something will be completed.

With these tips, I hope to enjoy a slower paced summer without needing to cut back on any client work. With my extra free time, I plan to enjoy the warm weather, spend time with family and take a few long weekend trips to make some new memories. If this new routine produces favorable results, I just may never come back from my “summer” lifestyle!

How do you plan to manage your workload to enjoy this summer? Share your ideas by leaving a comment!

 
 

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