5 tips to keep things running smoothly when the CEO is out on vacation

Absence makes the heart grow fonder!

An entrepreneur’s work is never done. But that does not mean that we never stop working! Work ethic is admirable. Workaholism isn’t sustainable. Frankly, it’s foolish.?

Our performance is less than optimal when we don’t pace ourselves. Burning the candle on both ends inevitably decreases our focus, productivity, and efficiency. We gain fresh perspective when we step back. And we’re a lot easier to work with when we’re not burnt out (so I hear…)?

Admittedly, some seasons are more urgent and time-consuming than other times. It can require our undistracted focus when we’re just starting out, when a new product is launched, or we’re expanding into a new market.?

But there’s always going to be one. more. thing.?

A vacation isn’t a reward for accomplishing a goal. We incorporate time off into our systems, not into our incentives, because work/life balance reflects our values. Not our performance.

With that in mind, your systems and corporate structures determine how easily you’re able to step away. When you incorporate work/life balance into these five areas, you can rest when you’re on vacation, with the peace of mind that the world is still spinning in your absence.?

1. ? ? Incorporate work/life balance into your culture.

If you’re serious about protecting the work/life balance of your people, then your culture will reflect this in its norms.?

You need to model this value.?

It’s an issue of integrity- if you’re publicly singing the praises of your work/life balance and sending emails to your team members while you’re on the beach, they’re not going to believe you. It creates mistrust. In what other areas are you saying one thing and doing something else??

If you don’t protect your work/life balance, you’ll attract clients and team members who also neglect boundaries and allow business to ooze into personal space. Their expectations will eventually override your priorities. You’ll lose control over how you choose to invest your time, when you are ready to take a break.

Another cultural norm to set is the expectation that each team members is on board with the company’s mission, vision, and values. When decisions are made in your absence, they’ll be in alignment with these criteria. Even when you’re not there, the team stays on the same page, and the company moves forward in the same direction.

2. ? ? Create SOPs for all tasks and scenarios.

Standard Operating Procedures are common sense, step-by-step instructions for how things get done.

SOPs prevent you from being the bottleneck in lower-level decision making. Once a process is defined, anyone can follow the steps. This allows you to hand off the day-to-day operations. It enables you to focus on the Big Picture- the parts of the business that only you can do as leader.?

And it also allows you to step out without disrupting business as usual.

SOPs reflect the value of protecting a work/life balance by having protocol in place for how things operate when you’re (or anyone is) out of the office.

- ? ? ? How do you let your team know that you’re going to be out?

- ? ? ? Which tasks are put on hold? Which tasks are delegated? Who is the point person?

- ? ? ? Are there templates and training videos accessible to everyone, so that anyone can jump in and fill in the gaps?

- ? ? ? Where is your information available, so someone could find answers related to their projects without bothering you on break, or having to wait until you get back to ask you about it?

Addressing these issues before you leave enables you to fully disconnect and rest. Everything is just fine in your absence. And it minimizes stress on team members when you’re out.?

3. ? ? Clearly define job descriptions.

Job descriptions ensure that everyone understands what they do, how they do it, and how their contributions fit into the company’s Big Picture.

The discussion begins in the recruiting process. Candidates know what’s expected of them, and you determine that they’re qualified to do the job.?

During the onboarding, new team members are trained and resourced. They know who is available (and knowledgeable) to answer any questions.?

Teams function smoothly when responsibilities are clarified. It prevents details from falling through the cracks while you’re out.

4. ? ? Get into the habit of strategically delegating.

Delegating is a lot harder than many CEOs think it is! It requires letting go of day-to-day operations, in exchange for increasing ownership of the company’s mission among team members. It assumes that you trust your team members.

Evaluate your time- what are you doing that could be done by anybody? What takes you too long to finish? What tasks are easily completed by someone with a skill set specific to the task? Anything that slows you down needs to be passed off.?

If you can’t step away because you’re personally responsible for too many critical day-to-day tasks, then it’s up to you to take things off your plate. Micromanaging isn’t a smart use of your time.?

If you’ve figured out how to delegate as your company grows, then you’ll be more comfortable delegating tasks that need to get done when you’re on vacation. Your team already knows how to function when you step back.???????

5. ? ? Implement a system for personal time management.

Protecting your work/life balance begins with choosing to allocate your daily schedule. Block off your time. Prioritize the things that only you can do. How long does it take you to drive to the gym? Or make dinner? When are your business hours? At what time do you turn off your screens at night?

Stick to your schedule! If you’re putting your son to bed, don’t take a business call. If you’re working on a business project, don’t schedule a dentist appointment. If you’re on vacation, don’t check your email!

Vacations require good, old-fashioned discipline.

In short- a healthy team will do just fine if you step away, whether for an emergency or a vacation. It’s a reflection of a strong corporate culture, where there’s clear communication, and an understanding of who does what. There’s no fear in making mistakes, and confidence in taking risks. Everyone is working together towards a compelling vision.

When your team jumps in and moves forward without skipping a beat- it’s the highest compliment they can give you.

If your team struggles in your absence, it’s the perfect time to evaluate your systems.?

If you’re struggling to step away, it’s an indication that your work/life balance is off. Reach out- book a call and we can evaluate your systems and corporate culture. I can help you identify the changes you need to make so that you can take that well-earned break!