{"id":1321,"date":"2014-07-02T10:08:43","date_gmt":"2014-07-02T10:08:43","guid":{"rendered":"http:\/\/www.instantoffices.com\/blog\/?p=1321"},"modified":"2017-02-08T12:01:16","modified_gmt":"2017-02-08T12:01:16","slug":"tips-from-the-experts-holiday","status":"publish","type":"post","link":"https:\/\/www.instantoffices.com\/blog\/business-growth\/tips-from-the-experts-holiday\/","title":{"rendered":"Tips from the Experts – What to Do Before Going on Holiday"},"content":{"rendered":"

The summer holidays are almost upon us. As refreshing as a midyear break might be, for those who own businesses, leaving the desk for more than two days can be stressful. In this edition of Tips from the Experts, we\u2019ve asked business people in leading positions for their advice on how to keep a company running smoothly during periods of leave.<\/p>\n

 <\/p>\n

A Marr & Associates<\/a> – Tom Watts, Head of Content<\/h2>\n

\"tom1-1\"<\/p>\n

A Marr & Associates is a PR and marketing agency based in the Brecon Beacons and London, specialising in promoting lifestyle, travel and destinations to the world.<\/p>\n

1. Plan ahead\u00a0<\/strong><\/p>\n

If you want to ensure that the transition from work mode to holiday mode goes as smoothly as possible, make sure you don\u2019t leave\u00a0things until the last minute. Give yourself at least two to three weeks to start considering exactly what you\u2019re realistically going to\u00a0be able to accomplish before leaving, as well as creating a checklist of the most pertinent tasks.<\/p>\n

2. Delegate tasks
\n<\/strong><\/p>\n

It may be the case that you will have to hand over a number of projects to your colleagues to complete while you\u2019re away. In this\u00a0instance, make sure you give a full face-to-face briefing about the tasks in question, as well as ensuring they have access to all of the\u00a0relevant documents and emails. At A Marr & Associates, we use the file sharing software Dropbox<\/a> to make sure that everyone has\u00a0easy access to important documents and client images.<\/p>\n

3. Detailed handover notes\u00a0<\/strong><\/p>\n

Document all outstanding workloads, complete with the colleague responsible for each task in your absence and any deadline you\u00a0may have. If necessary, provide relevant contact details and forward communications to the colleague in charge of that task.\u00a0We also use Trello, a project organisation and collaboration tool that helps us to prioritise workloads and share tasks with\u00a0colleagues.<\/p>\n

4. A good out of office<\/strong><\/p>\n

Make sure that your out of office message is clear and concise, providing the contact details of colleagues that can be contacted in\u00a0your absence, as well as a note to say when you\u2019re back at your desk.<\/p>\n

5. Let clients know you\u2019re going away<\/strong><\/p>\n

Just because you\u2019re out of the office for two weeks doesn\u2019t mean that your clients have stopped requiring your services. Take the\u00a0time to contact your clients, let them know that you\u2019re going to be away and that they\u2019ll be able to contact a colleague should they\u00a0need anything.<\/p>\n

 <\/p>\n

onesixeight: fitness<\/a> – Becky White, Owner<\/h2>\n


\nOnesixeight: fitness<\/a>\"becky\"<\/a> is a private studio offering personal training and small group sessions in Loughborough.<\/p>\n

\u00a01.\u00a0Set up an \u2018out of office\u2019 email responder<\/strong><\/p>\n

If you don\u2019t reply straight away like you usually do, people will get impatient and sometimes angry unless you have an out of office email responder. This way, you are pre-warning contacts that you won\u2019t be replying straight away. I\u2019d also suggest saying you come back a couple of days later than you actually do so that when you do get round to replying you\u2019re actually responding earlier than anticipated!<\/p>\n

\u00a0<\/b>2.\u00a0Cover your calls<\/strong><\/p>\n

Have someone in the office answering calls or set up an \u2018out of office\u2019 voicemail.<\/p>\n

If someone has taken the time to call you instead of emailing then you don\u2019t want to miss out.\u00a0 Make sure someone is answering the phone whilst you\u2019re away or record an \u2018out of office\u2019 voicemail message similar to an email responder.<\/p>\n

3. Round up neatly<\/strong><\/p>\n

Finish all tasks before you go on holiday so you can come back and not have to play catch up.<\/p>\n

Even if it means you have to work into the night, it will be well worth it when you can relax on holiday without having to think about all the work you still have to do when you get back.\u00a0<\/b><\/p>\n

4. Plan ahead<\/strong><\/p>\n

Write a schedule of tasks\/projects to do when you get back so it\u2019s not so hard getting back into the swing of things. Be prepared for that ‘holiday brain\u2019 fuzziness when you get back by writing a list of tasks to do on your first day back. Don\u2019t expect too much from yourself on that first day – you\u2019ll probably still be dreaming about lying on the beach – but at least you\u2019ll have some simple tasks to focus on and ease you back to the working reality.<\/p>\n

5. Schedule online marketing<\/strong><\/p>\n

Consistency is key when it comes to marketing so you don\u2019t want to miss a week or two when it only takes an hour or so to set up some online marketing. Weekly newsletters, blog posts and marketing campaigns can easily be scheduled in advance.<\/p>\n

 <\/p>\n

The Training Pack<\/a> – Glenda Shawley, Owner\u00a0<\/b><\/h2>\n

\"PictureThe Training Pack helps businesses develop and implement plans to grow by increasing sales to new and existing customers.<\/p>\n

1. Prioritise your \u2018to do list\u2019<\/strong><\/p>\n

If your \u2018to do list\u2019 is anything like mine, it will be never ending. Make things easier by going through your task list and identifying anything that will be a major problem if it\u2019s left undone. Allocate time to get those tasks done or bring in some extra help. Cross off items that are \u2018nice to do\u2019 or move them to your \u2018Someday I will\u2019. Look at what\u2019s left and ask yourself what would happen if those tasks had to wait until you returned.<\/p>\n

2. Conduct a risk assessment<\/strong><\/p>\n

A few days before you go away, check your projects in progress, your \u2018to do list\u2019 and any outstanding enquiries. What could possibly blow up whilst you are on holiday? Ring customers and prospects to warn them that you will be away, and what your cover arrangements are.<\/p>\n

If you are a solopreneur, consider buying a few hours of support from a virtual assistant to cover your holiday. Leave notes on files and in your diary so that your assistant knows how to deal with issues that do occur in your absence. Let your assistant know how you can be contacted in an emergency and make sure to define what constitutes as an emergency.\u00a0<\/b><\/p>\n

3. Plan your visibility strategy<\/strong><\/p>\n

Schedule social media posts, blogs and newsletters to go out while you are away so you maintain your visibility. Take care not to reveal your absence if your home or office will be unoccupied, as criminals monitor social media to identify targets for break-ins.\u00a0<\/b><\/p>\n

4. Deal with enquiries<\/strong><\/p>\n

You don\u2019t want to lose any leads while you are away on holiday, so work out how you will deal with enquiries. Could you automate responses to website enquiries? Can you transfer calls and emails to a virtual assistant or a call handling centre? Arrange for someone to check and deal with your post every few days. Try to avoid taking calls and emails yourself – you\u2019ve earned your break.\u00a0<\/b><\/p>\n

5. Keep your suppliers happy<\/strong><\/p>\n

Make sure that you pay any outstanding bills before you go away to maintain good relationships with your suppliers.<\/p>\n

 <\/p>\n

Meta4<\/a> – Clare Whalley<\/h2>\n

\"clare\"Meta4 gives life and business\u00a0coaching\u00a0for those looking to make a positive change in career direction, business start-up and business growth.<\/p>\n

1.\u00a0 Think ahead<\/strong><\/p>\n

Get updates on any outstanding opportunities that are bubbling away in the background and make contact with any potential businesses where you think issues are likely to rise whilst you\u2019re away. This will ensure everybody is happy that you\u2019re aware and in control.<\/p>\n

2.\u00a0Enlist a Personal Assistant<\/strong><\/p>\n

If you\u2019re a sole trader, micro or small business owner without PA services, enlist their help! If you don\u2019t know of anyone, peopleperhour is a great place to start. Transferring your emails across to a capable and trusted PA is worth its weight in gold \u2013 it will give you complete peace of mind that everything important is being dealt with or at the very least acknowledged, and it ensures you won\u2019t miss any arising opportunities.<\/p>\n

3. Stay social<\/strong><\/p>\n

Get your social media up and running in your absence by using one of the many social media scheduling tools: Tweetdeck, Hootsuite etc. It\u2019s easy to set up and will allow your business to maintain its online presence while you\u2019re next to the pool. Follow tip no. 2 and your virtual PA can also be managing any responses so you don\u2019t miss a thing.<\/p>\n

4.\u00a0Plan for your return<\/strong><\/p>\n

Any tasks that need doing in the first couple of days when you return from your holiday should get done before you go away. This will keep your mind stress free whilst enjoying your well deserved break.<\/p>\n

5.\u00a0Leave your phone at home!<\/strong><\/p>\n

This will stop you having sneaky peaks at emails or social media platforms. Simply ask your holiday companion to take theirs for peace of mind. Pack a notebook for jotting down any business type thoughts – this will keep them out of your head and give you the chance to relax.<\/p>\n

 <\/p>\n

Thanks to all our contributors for their practical advice. If you\u2019re going on holiday soon, we hope you\u2019ll find these tips useful. Do you have any tips to add? Please let us know in the comments section below.<\/p>\n","protected":false},"excerpt":{"rendered":"

The summer holidays are almost upon us. As refreshing as a midyear break might be, for those who own businesses, leaving the desk for more than two days can be stressful. In this edition of Tips from the Experts, we\u2019ve asked business people in leading positions for their advice on how to keep a company running smoothly during periods of leave.   A Marr & Associates – Tom Watts, Head of Content A Marr & Associates is a PR and marketing agency based in the Brecon Beacons and London, specialising in promoting lifestyle, travel and destinations to the world. 1. Plan ahead\u00a0 If you want to ensure that the transition from work mode to holiday mode goes as smoothly as possible, make sure you don\u2019t leave\u00a0things until the last minute. Give yourself at least two to three weeks to start considering exactly what you\u2019re realistically going to\u00a0be able to accomplish before leaving, as well as creating a checklist of the most pertinent tasks. 2. Delegate tasks It may be the case that you will have to hand over a number of projects to your colleagues to complete while you\u2019re away. In this\u00a0instance, make sure you give a full face-to-face briefing about the tasks in question, as well as ensuring they have access to all of the\u00a0relevant documents and emails. At A Marr & Associates, we use the file sharing software Dropbox to make sure that everyone has\u00a0easy access to important documents and client images. 3. Detailed handover notes\u00a0 Document all outstanding workloads, complete with the colleague responsible for each task in your absence and any deadline you\u00a0may have. If necessary, provide relevant contact details and forward communications to the colleague in charge of that task.\u00a0We also use Trello, a project organisation and collaboration tool that helps us to prioritise workloads and share tasks with\u00a0colleagues. 4. A good out of office Make sure that your out of office message is clear and concise, providing the contact details of colleagues that can be contacted in\u00a0your absence, as well as a note to say when you\u2019re back at your desk. 5. Let clients know you\u2019re going away Just because you\u2019re out of the office for two weeks doesn\u2019t mean that your clients have stopped requiring your services. Take the\u00a0time to contact your clients, let them know that you\u2019re going to be away and that they\u2019ll be able to contact a colleague should they\u00a0need anything.   onesixeight: fitness – Becky White, Owner Onesixeight: fitness is a private studio offering personal training and small group sessions in Loughborough. \u00a01.\u00a0Set up an \u2018out of office\u2019 email responder If you don\u2019t reply straight away like you usually do, people will get impatient and sometimes angry unless you have an out of office email responder. This way, you are pre-warning contacts that you won\u2019t be replying straight away. I\u2019d also suggest saying you come back a couple of days later than you actually do so that when you do get round to replying you\u2019re actually responding earlier than anticipated! \u00a02.\u00a0Cover your calls Have someone in the office answering calls or set up an \u2018out of office\u2019 voicemail. If someone has taken the time to call you instead of emailing then you don\u2019t want to miss out.\u00a0 Make sure someone is answering the phone whilst you\u2019re away or record an \u2018out of office\u2019 voicemail message similar to an email responder. 3. Round up neatly Finish all tasks before you go on holiday so you can come back and not have to play catch up. Even if it means you have to work into the night, it will be well worth it when you can relax on holiday without having to think about all the work you still have to do when you get back.\u00a0 4. Plan ahead Write a schedule of tasks\/projects to do when you get back so it\u2019s not so hard getting back into the swing of things. Be prepared for that ‘holiday brain\u2019 fuzziness when you get back by writing a list of tasks to do on your first day back. Don\u2019t expect too much from yourself on that first day – you\u2019ll probably still be dreaming about lying on the beach – but at least you\u2019ll have some simple tasks to focus on and ease you back to the working reality. 5. Schedule online marketing Consistency is key when it comes to marketing so you don\u2019t want to miss a week or two when it only takes an hour or so to set up some online marketing. Weekly newsletters, blog posts and marketing campaigns can easily be scheduled in advance.   The Training Pack – Glenda Shawley, Owner\u00a0 The Training Pack helps businesses develop and implement plans to grow by increasing sales to new and existing customers. 1. Prioritise your \u2018to do list\u2019 If your \u2018to do list\u2019 is anything like mine, it will be never ending. Make things easier by going through your task list and identifying anything that will be a major problem if it\u2019s left undone. Allocate time to get those tasks done or bring in some extra help. Cross off items that are \u2018nice to do\u2019 or move them to your \u2018Someday I will\u2019. Look at what\u2019s left and ask yourself what would happen if those tasks had to wait until you returned. 2. Conduct a risk assessment A few days before you go away, check your projects in progress, your \u2018to do list\u2019 and any outstanding enquiries. What could possibly blow up whilst you are on holiday? Ring customers and prospects to warn them that you will be away, and what your cover arrangements are. If you are a solopreneur, consider buying a few hours of support from a virtual assistant to cover your holiday. Leave notes on files and in your diary so that your assistant knows how to deal with issues that do occur in your absence. Let your assistant know how you can be contacted in an emergency and make sure to define what constitutes as<\/p>\n","protected":false},"author":1,"featured_media":8335,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[3,217],"tags":[93],"class_list":["post-1321","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business-growth","category-expert-tips","tag-tips-from-the-experts-2"],"yoast_head":"\nWhat to Do Before Going on Holiday | Expert Tips - Instant Offices Blog<\/title>\n<meta name=\"description\" content=\"In this edition of Tips from the Experts, we\u2019ve asked business people in leading positions for their advice on how to keep a company running smoothly during periods of leave.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.instantoffices.com\/blog\/business-growth\/tips-from-the-experts-holiday\/\" \/>\n<meta property=\"og:locale\" content=\"en_GB\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"What to Do Before Going on Holiday | Expert Tips - 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