Preparation Helps Employees To Truly Enjoy Their Vacations

Published May 1, 2008

 

Reprinted from MANAGER'S LEGAL BULLETIN, a widely read employment law newsletter that communicates legal guidelines to managers through scenarios based on real-life cases. Click here to view a sample issue, get more information, or sign up for a risk-free subscription.

 

Gone are the days of the once-a-year, two-week vacation.  More workers are opting for several three- or four-day getaways throughout the year, reported global outplacement consultancy Challenger, Gray & Christmas.  The biggest beneficiary of the shortened vacation?  Employers!  "These brief jaunts are the equivalent of a 10-minute power nap — they do not disrupt the rhythm of the workplace and afterward the worker is refreshed and ready to attack the job at hand," said John Challenger, CEO of the consultancy.

There is a catch, though.  For employees to come back invigorated, they need to truly go on vacation, i.e., they must disconnect from the workplace, not only physically, but also mentally and electronically.

 

Prepare To Enjoy

The key to enjoying a vacation is living in the moment and not worrying about what's going on at work.  Preparing for a getaway, whether to the couch or the Caribbean, allows employees to do just that.  Advise soon-to-be vacationing employees to:

• Determine what's due during vacation, as well as upon return.  List these items under one of two columns: 1) "Must Do" and 2) "Would Like To Do."  Complete all of the must-do items before going on vacation.  Even if the would-like-to-do tasks don't get done, having started them will make completing them that much easier upon return.  After you wrap up loose ends, leave a to-do list for yourself, so instead of figuring it out when you get back, you can just do it.
• Delegate daily, simple, routine tasks.  Colleagues won't mind lending a hand, as long as you're just as willing to help them out when they want to take some time off. 
• Ask a trusted co-worker to check your e-mail.  Have the individual purge your inbox of spam mail so you won’t be overwhelmed by useless messages upon your return.
• Set up e-mail and voice mail "away" messages.  Specify the dates you will be on vacation and the date you will be back at work.  Leave the name and contact information of the co-worker one should contact for immediate assistance. 
• Inform co-workers and key external contacts of an impending vacation well in advance, and remind them again shortly before you go.  Check that they have everything they need from you or, at the very least, know where to obtain what they need.  Preparing for the vacation will be less stressful without having multiple last-minute fires to put out or requests to handle.
• Create a how-to desk guide of your job that summarizes where essential items are located, how to use them (if it's not obvious), schedules, customer contact information, forms, etc.
• Be judicious about giving out your personal cell phone number.   Recommended: giving it to your immediate supervisor and a member of HR, so they can contact you if absolutely necessary.  Not recommended: giving it to customers, clients, and every co-worker.
• Leave work-related electronics at home or at work.  Instead, rely on a spouse’s cell phone, BlackBerry®, etc., or purchase a cheap cell phone that does nothing more than make and receive calls. This way, you won't be tempted to routinely check work-related e-mails and voice mails while on vacation.  At most, check for emergency messages and respond only to them.
• Organize your desk/office before you go, so you'll have fewer obstacles to getting back down to business.  Ask that co-workers leave things in an inbox, rather than strewn all over your desk.
• Plan to go in an hour earlier your first day back.  There will be plenty to do before you can dive into your tasks, such as answering e-mails, cleaning out your inbox, and otherwise catching up on what happened while you were away.

 

A Helping Hand

While prepping to enjoy a vacation rests largely on the vacationing individual's shoulders, managers can assist by:

1. Cross-training employees.  That way, vacationing employees are confident that co-workers can fill in for them and perform competently.
2. Maintaining a group of temps to cover for vacationing employees.  Look to former employees, retirees, and others familiar with the organization and/or job duties.
3. Helping employees to determine which projects, customers, etc., can be temporarily put aside with no consequences and which require the highest priority.

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