How to Not Fail the Vacation Test: Energy Management for Your OOOs

If you were suddenly called out of the office, could your team keep everything running smoothly, or would chaos ensue? And if you took an extended vacation tomorrow, would you be able to truly disconnect from work, avoiding incessant Slack and email checks or the nagging urge to log on "just to get ahead"?

This scenario is called the "vacation test"—the ability of your work or team to function seamlessly in your absence, while you fully disengage and treat your time off as a true rest and recharge. It serves as an honest check-in with your work habits and team management approach.

If you feel like you’re on the brink of failing this test, you’re not alone. I failed it at least half a dozen times before learning invaluable lessons and strategies to better manage my work responsibilities — and my energy. In this edition of The Energy Papers, I’ll share three strategies to ensure your work and sanity remain intact when you cash in on your much-deserved PTO.

1. Create Personal Energetic SOPs

Energetic SOPs are your go-to standard operating procedures to keep your energy in check and ensure a smooth transition before, during and after your time off. I suggest entering vacation mode 1-2 weeks before your trip—gradually winding down your workload and easing up on task intensity as your PTO gets closer. Communicate early and often with stakeholders and team members about your upcoming time off to dodge any last-minute scrambles or surprises. Create a delegation plan (more on that below) and document any procedures or how-tos your colleagues typically rely on you for, leaving behind a detailed handover note for any urgent matters.

When your vacation starts, set your phone and email to ‘Do Not Disturb’ mode (I dare you!). Let everyone know your vacation boundaries and the limited or non-existent work engagement they can expect from you. Designate a specific point of contact for each potential scenario that could arise. If checking-in is absolutely necessary, set aside specific times for it to avoid the habit of constantly checking for updates throughout the day.

Lastly, schedule a buffer day after your vacation—if not a full PTO day, at least block your calendar from meetings—to catch up on emails and get back into the work mindset. Review what happened in your absence, gather status updates on ongoing projects, and plan for less intense activities to ease yourself back into work.

2. Implement an Energy-Based Team Delegation Plan??

Let's be real—when it comes to delegation resistance, it often boils down to fear. Fear of losing control over the outcome, fear that the task won't be done correctly or on time, fear that only you can meet the standards, or even fear of burdening your team with extra work. If any of these fears sound familiar, it means that you’ll have to step out of your comfort zone to realize that these fears are just illusions—and learn to delegate in a way that minimizes these concerns.

Think about your team members' energy levels and natural strengths when planning your coverage. Identify who thrives on creative work, who excels in detail-oriented tasks, and who is best suited to lead team meetings and keep collaborative efforts running smoothly. Match tasks to what excites and drives each person, ensuring they work on things that energize them. When you delegate in a way that aligns with each individual's natural energy and enthusiasm, you'll see a noticeable boost in productivity and performance.

3. Create an Energy Budget for Vacation?

To make the most of your time away, set yourself an energy budget—managing your energy during your trip just like you’d manage money. Allocate your time and energy toward activities that will truly rejuvenate you, whether that’s enjoying slow morning starts, taking solo beach walks, or diving into hobbies like hiking and watersports that revitalize you.

When you’re on a group trip, it’s easy to go with the flow and end up doing activities that don’t fire you up—leaving you more exhausted than when you left. But since you’re spending your time and money on this trip, make sure you get what you actually need out of it! Advocate for your interests and only say yes to activities that genuinely excite you and feel like a “hell yes”—even if that means straying from the group to lounge by the pool with a book or nap in the island breeze. Prioritize what recharges you so you come back feeling refreshed and ready to dive back into work.

The “vacation test” isn’t just about your team’s ability to function without you — it’s also about your ability to fully disconnect, decenter work, and give yourself the chance to adequately recharge. If you’ve failed this test before, know that it’s never too late to turn things around — your energy holds the key.?

? 2024 JILLIAN KNOWLES