Take a vacation from your business

Prepare yourself and your business for some much needed downtime

Owning a business generally means long hours, hard work, and increased financial responsibilities. For business owners, taking a vacation – at least one where you don't spend the whole time tethered to your phone or laptop – may seem nearly impossible. But there are ways to plan for these much-needed breaks.

While the rest of the world is planning beach holidays, you're working. Business owners often fear taking time off because they think of what could go wrong while they’re away. What will customers or employees do without you? What will happen if there's an emergency and you aren’t at hand to address it?

A reason to recharge

The reality is, a vacation is one of the best things you can do for yourself, your business, and your customers. A much-needed vacation can provide you with a physical and mental break, allowing you to come back with renewed energy and a fresh perspective. You'll also learn that your customers and employees can live without you for a couple weeks.

Taking time away from your business can also help you avoid burnout and stress that can negatively affect your relationships with both employees and clients. Ready to get away? You'll first need three things: planning, communication, and the right mindset.

Here are ten practical tips to help you step away from your business (briefly!) and get your vacation underway.

1. Get in the right frame of mind

A vacation means relaxing and unplugging. To truly experience the benefits for yourself and your business, you need to really commit to your well-deserved vacation, and plan ahead so you don't bring your work with you.

You won't have much fun or reap many wellness benefits if you’re hunched over your laptop in your hotel room or take endless business calls while you're on the beach or sightseeing. And it certainly won’t be good for family relations as they fume at your inability to leave work at home.

2. Plan ahead

Like most things in business, planning ahead is key. It’s a good idea to try and schedule your vacation three to six months in advance, so you'll have plenty of time to prepare. If possible, plan to take your vacation at a time of year when your business is slower, particularly if your business is seasonal.

Don't schedule anything major to go "live" (such as a new website or major promotion) right before you leave or while you're away. You don't want to be dealing with last-minute problems or mistakes, or increased demands while away.

For peace of mind, take paper copies of your boarding passes, car, hotel, and tour reservations, and any other details of your itinerary. Sometimes referring to a piece of paper is just quicker and easier than finding an address and phone number on your phone.

For convenience and quick access, stack the documents in a small folder in the order you'll use them, and keep it in your purse or carry-on. That way if your phone battery dies, you can still board the plane or get to your hotel without hassle.

3. Choose the right person to cover for you

Select one of your most trusted employees to cover for you while you’re away. Having a reliable stand-in who knows your business inside and out can help bring peace of mind while you're on vacation. Ensure a smooth transition by going over both routine and unexpected tasks along with the appropriate procedures.

4. Consider shutting down entirely

Some restaurants and retail stores close for a planned vacation every year. If you're a service provider or sole proprietor who works by appointment – such as a massage therapist or hairstylist – you may be able to simply close your doors. Notify customers ahead of time and they'll wish you well. They’ll probably even ask for travel stories the on their next appointment.

5. Manage your workload

If you're in a service business, schedule your work so you don't have deadlines to meet during your time away or in the week after you return. Also, try to wrap things up a week before you leave. This helps you prepare for project delays that can turn your departure into a nightmare and gives you time to catch up when you return.

6. Communicate to clients and customers

Manage expectations and prepare customers for your absence ahead of time. Problems arise when clients expect you to be around. Tell them about your vacation well in advance, and remind them shortly before you leave. If you have a storefront you'll be closing, post a sign on the door and an update on social media so customers know when you'll be away and when you'll be back.

7. Manage your phone and email

You may be on vacation, but the rest of the world isn't. Here are a few suggestions to handle messages and emails.

• Set up an email out-of-office response message and a voicemail message saying you will return non-urgent messages when you get back.
• Set aside a specific time of day to check your voicemail and email, and to check in with people back at the office.
• Respond to messages that are critical, and make a note of the ones you'll need to answer when you return.
•  If you tend to receive lots of calls and emails, train an employee or hire a virtual assistant to sort them and direct only the most important ones to you while you’re away.

Be sure you have all your important contacts and their phone numbers in a single file on your laptop and/or the phone you take with you. It can be helpful to have a paper copy, too, in case your electronic device malfunctions or is stolen. Having this list readily available will save time if you need to contact any of these people to handle an emergency while you're away.

8. Prepare for emergencies

It’s a good idea to run through different scenarios and consider how involved you’ll be if they happen. You should also gauge how your departure may affect your team. Do they expect you to check in regularly? Will your stand-in have the proper authority to make decisions? What constitutes an emergency? These are all good questions to ask before committing to your getaway. Clarify your expectations in advance so that your team back home knows how and when to contact you for help.

Of course, it’s classic Murphy’s Law that if anything in your office is going to break down or go wrong, it will happen while you’re away. If you have employees, designate someone to troubleshoot customer issues while you are away. If you have an office or storefront, make sure that you leave clear instructions and contact phone numbers so employees can handle issues without you.

9. Set boundaries for yourself

Just as you must set boundaries with your team, set boundaries for yourself. Let’s face it, it’s not a vacation if you’re glued to your phone and email. If you've committed to checking in via email just once per day, pick a time and stick to it. Simple routines will ease your anxieties while still giving you the break you need.

That said, avoid the temptation to check in more frequently. If you've prepared your team well, they won't expect an immediate response.

Don't spend time posting to or reading social media accounts while you're gone. If posting to social media is part of your daily business routine, create and queue up the posts in advance with a scheduling tool, or have a virtual assistant or employee create and post them for you.

And from a personal security point of view, save those great photos you took and post them after you return. Posting vacation shots saying "we're have a great time here" while you’re away could make your home (or business) a target for thieves.

10. Get advice before you go

Ensuring smooth business operations while you’re off on vacation is just one of the many challenges business owners face. But like most things, with a little bit of advance planning and preparation, you'll find that enjoying a relaxing vacation is easier than you ever imagined.

Your BlueShore Financial business advisor can provide practical advice to help you plan for your business, whatever your needs may be.