Seven Steps to Prepare Your Business for Your Vacation

By Priscilla Kohl, HRTools Staff Writer

Is it time to refresh something other than your computer screen?

Do you agree?  Some words just sound good—like the word recreation. This word comes from the Latin “recreare” which means “to create anew, restore, refresh,” according to Merriam-Webster Online.

Most small-business owners work long hours, days and weeks. One way to refresh is by getting away from it all. Most business consultants and organizational psychologists recommend recreational getaways or vacations. During these exceptionally stressful times, many small business owners agree that taking a vacation is a necessity.

According to a recent survey, many small business owners and entrepreneurs are planning time off this year to relieve stress. In a May 19, 2008 press release issued by the American Express Company, 59 percent of small-business owners surveyed plan to take a vacation this year.

"The fact that most small business owners will vacation again this summer may not seem so remarkable, until you factor in that 56% are experiencing cash flow issues and 86% are being squeezed by rising energy and gas costs," said Alice Bredin, American Express OPEN small business advisor. "For all of us and especially entrepreneurs, a vacation even if downscaled, is a necessity not a luxury; especially when times are stressful.” 

Even so, most small business owners are emotionally tied to their business, making it difficult to relax and unwind enough to truly enjoy time away. By having trusted relationships in place and taking some practical steps, it is possible to gain the maximum benefits from a vacation.

Since your business can’t take a vacation, here are seven steps to help you prepare for yours:

1. Pass along the “authority baton,” and delegate certain responsibilities to one or more trusted individuals. These delegates will have the authority to handle employee issues and questions. They will also oversee client or customer needs. It is important to let everyone know that you have delegated authority to these individuals. These people will best represent you and your business.
2. Designate someone as your contact person. This person knows when to contact you (mostly in cases of an emergency), and they also know when it is not necessary to contact you. This person might be a close friend or relative or the company attorney or accountant.  If you are a solo business owner, you can also contact the local sheriff or someone from the police department to check your property while you are away.
3. If possible, have a trusted friend or employee monitor your e-mail and phone messages. If someone can be trusted to check your phone and e-mail messages, this support will give you major relief after you return. If you are uncomfortable with this option, be sure to leave out-of-office messages on your phone and e-mail systems. For solo business owners, refrain from leaving messages that indicate you are out of the country for two weeks. Mischief-makers can use your long-distance absence as an opportunity.
4. Ask someone to prioritize incoming pieces of mail and packages. Ask someone to sort though the mail and packages, putting the most important pieces on top of the stack. Administrative support helps make for a "softer landing" when you return.   
5. Explain employee priorities and expectations before you go away. Let your employees know what is expected of them while you’re away. Remind them that routine tasks, projects or deadlines are not taking a vacation.
6. Contact stakeholder groups who will be affected by your time away. If important clients or partners are not informed of your planned absence ahead of time, you might be greeted with irritation when you return. Make sure that you give them sufficient notice so they can address pending issues with you before you leave.
7. Write down reminders of your high-priority action items. Make a list of the high-priority action items that need immediate attention after you return. That way you can relax knowing that your first-day back is all mapped out.

Meanwhile, remember Parkinson’s Law: “Work expands so as to fill the time available for its completion.”  This often-quoted proverb was coined by Cyril Northcote Parkinson, a British scholar and author. (Parkinson, C. Northcote. Parkinson’s Law: The Pursuit of Progress.1958. London, John Murray). 

In other words, it’s human nature to get more done when time is short. When you’re enjoying that Pebble Beach or Maui getaway, think about ways to give yourself more time when you return. Use self-imposed time limits to be more efficient, and you will become the perpetual guardian of your precious time.

Most small business owners are emotionally tied to their business, making it difficult to relax and unwind enough to truly enjoy time away. By having trusted relationships in place and taking some practical steps, it is possible to gain the maximum benefits from a vacation.