Preparing for Your Absence from the Office
6 July 2015
Read by 2617 persons
Leaders and business managers, before dreaming of a nap in the shade of olive trees, remember to take care of some important details before your vacation starts; details that are key to a successful holiday. Because vacation, above all, means absence from the company. Absence from monitoring files and clients, absence of a decision-making contact person, absence from teams to avoid tension.
To ensure this break goes as smoothly as possible, a few rules must be followed before leaving for vacation. Choose a quiet period If possible, it is preferable to leave during a quiet period and outside of financial results publication periods, if possible. August is generally recommended because in most sectors, it is a calm month where activity tends to decrease. Set up an interim Designate someone to act as interim and make decisions in your place.
It is best to be replaced by a deputy or an N-1 with whom you share information and who is sufficiently aware of ongoing files to quickly take over, whether it's summer or during shorter leaves. Inform about your absence Notify your main contacts of your absence and set up an automatic reply on your email address and answering machines (landline and mobile) indicating your leave period (departure and return dates included) and a contact person.
It is best to direct people to the person acting as interim. Close ongoing files As far as possible, try to finalize ongoing files to leave on leave with a clear mind. Otherwise, inform your colleagues about these files so that they can monitor them during your absence. A tip: in the month before your summer vacation, list ongoing files in a table, indicating the subject and the next steps, and possibly attach an email or letter related to the subject.
Clear your mind The day before your leave and the day you return, avoid making appointments to allow yourself time to prepare the last points before leaving and, on your return, to deal with mail and urgent matters. Also avoid, as far as possible, scheduling important appointments two days before and after your leave. Use technology A mobile phone is a guarantee of peace of mind: it allows your replacement or your close collaborators to reach you at any time in case of emergency. For you too, it is a link with your company, a tool that can reassure you if you are worried about the progress of certain files. You can combine this with other devices such as a BlackBerry PDA, Smartphone, etc. Tidy your desk Take the opportunity to tidy up, sort out anything that is lying around and answer overdue mail.
This advice is also valid for your mailbox. Leaving for vacation can be an opportunity to clean up your emails, delete those that are no longer relevant and file those that need to be kept. And, if necessary, think about your houseplant too. It also needs to be entrusted to a "substitute" who will take care of it during your absence. There you go, now you are ready to leave the office with a clear mind and fully enjoy your vacation.
Philippe Montant Chief Executive Officer of ReKrute
To ensure this break goes as smoothly as possible, a few rules must be followed before leaving for vacation. Choose a quiet period If possible, it is preferable to leave during a quiet period and outside of financial results publication periods, if possible. August is generally recommended because in most sectors, it is a calm month where activity tends to decrease. Set up an interim Designate someone to act as interim and make decisions in your place.
It is best to be replaced by a deputy or an N-1 with whom you share information and who is sufficiently aware of ongoing files to quickly take over, whether it's summer or during shorter leaves. Inform about your absence Notify your main contacts of your absence and set up an automatic reply on your email address and answering machines (landline and mobile) indicating your leave period (departure and return dates included) and a contact person.
It is best to direct people to the person acting as interim. Close ongoing files As far as possible, try to finalize ongoing files to leave on leave with a clear mind. Otherwise, inform your colleagues about these files so that they can monitor them during your absence. A tip: in the month before your summer vacation, list ongoing files in a table, indicating the subject and the next steps, and possibly attach an email or letter related to the subject.
Clear your mind The day before your leave and the day you return, avoid making appointments to allow yourself time to prepare the last points before leaving and, on your return, to deal with mail and urgent matters. Also avoid, as far as possible, scheduling important appointments two days before and after your leave. Use technology A mobile phone is a guarantee of peace of mind: it allows your replacement or your close collaborators to reach you at any time in case of emergency. For you too, it is a link with your company, a tool that can reassure you if you are worried about the progress of certain files. You can combine this with other devices such as a BlackBerry PDA, Smartphone, etc. Tidy your desk Take the opportunity to tidy up, sort out anything that is lying around and answer overdue mail.
This advice is also valid for your mailbox. Leaving for vacation can be an opportunity to clean up your emails, delete those that are no longer relevant and file those that need to be kept. And, if necessary, think about your houseplant too. It also needs to be entrusted to a "substitute" who will take care of it during your absence. There you go, now you are ready to leave the office with a clear mind and fully enjoy your vacation.
Philippe Montant Chief Executive Officer of ReKrute
