How to keep your business running smoothly... even while you're on holiday

Holidays… oh how you have been missed!  

After two long years of cancelled fights, chasing refunds and staycation it’s finally happening -you're going on holiday! You are taking that crucial time out of your business, to spend it with your loved ones… or maybe far far away from your loved ones! 

However, can you truly unplug and destress? Or will you still have the constant worry of missed emails, phone calls and all the rest of those never-ending administrative tasks?

Exhale… because we have you covered. Here are 7 ways to help you switch off and relax, while ensuring that you still have a business to come home to.

Preparation is your friend 

Create a list (we love lists!) of all the tasks that you do in a week, arrange that list by importance and add deadlines. Then, review your list and anything that doesn’t need your personal approval or could be done by someone else, and delegate it out to your team! 

That’s right, if it's not something that only your skillset will allow you to do, then it’s not an effective use of your time. 

We fully understand how difficult it is to let go of tasks; especially when you have been doing them yourself for so long, and explaining how to do them would only waste more time.

So don’t explain! Instead, create a screen grab. Record yourself performing these tasks, then forward it to the rest of your team. 

A great and free tool (free… yes, our favourite type of tools) is Vidyard -simply sign up to a free account and start creating screen grabs. You are now on the road to systemising your business. 

Use a virtual receptionist

No one wants to answer sales enquiries while balancing their second (or fourth) pina colada in one hand and taking unflattering double-chin selfies with the other. 

While you're a thousand miles away basking in those radiant rays of peace and relaxation, delegate out those miscellaneous telephone calls to a virtual receptionist. 

Work with your virtual receptionist or virtual assistant beforehand to create a telephone script and a bank of the most asked questions and answers, so they’re ready for anything.

Set up email forwarding

Set up email forwarding to your virtual assistant or office administrator. They can take care of those general administrative emails for you and let you know if anything urgent comes in. That way, you don’t have to check your phone every 5 minutes in case you miss something - giving you a break from screen time, and more chance of a relaxing break.

Get your password out of your head!

Having your passwords saved only in your head, in a spreadsheet or on a scrapy bit of paper by your desk is a giant no no! If you aren’t already using password security technology then we highly recommend creating an account. 

Our go-to free accounts are LastPass or 1password. They encrypt your passwords, so that your team members won’t actually see your password, but it allows them to log in with no fuss. And you can revoke access at any point.

Let your customers know

It’s always a good idea to let your customers know you are going away in advance. That way, they have time to ask you all of their questions beforehand.

We always recommend giving them a little reminder a few days before.

Mentally detach beforehand

Every task needs practice, even mentally switching off. Taking the time to meditate daily in preparation aids you in letting go, ready for when the big day comes. 

If you are already an avid mediator, then introduce the concept of ‘detaching from work’ into your routine. If you are new to mediation, then all the more reason to start ahead of your planned vacation. 

Allow yourself to accept the feelings that come with the thought of being away from work. Notice them, don’t try to change them, and just let them pass on by. 

Set your boundaries 

When completely switching off just isn’t possible, then be the master of your own parameters. 

Schedule times for checking emails or notifications -maybe first thing in the morning, or last thing in the evening before you begin to unwind.

Disconnecting isn’t easy. It takes a lot of practice, so learning to walk before you run is always recommended. 

Having confidence in your team and their capabilities should come easily…after all, they are the team you built, and you're pretty epic, right!

How to make sure you have the right support for your business

If you are looking for some support during your vacation, VA Assistance can help. Our experienced team is here to ensure that everything runs smoothly while you are away. And we can guarantee that we can make a positive impact within your business during the first month, or your money back. 

We offer a Holiday Support Plan, which has 3 phases.

Before you leave

• We plan your client communications to ensure clients know you’re going to be offline
• We create a script bank for regular enquiries and queries

Whilst you’re away

• We reply and manage emails
• We create an executive summary of what’s happened that day which can be forwarded to you if you wish
• We manage your diary and book in important meetings such as sales calls
• We answer the phone and manage your calls

When you’re back

• We provide you with a full de-brief
• We highlight any systems or processes that may benefit from further optimisation.

The Benefits?

• Receive daily or weekly executive summaries of what’s happening so you can stay in the loop without getting stressed
• Reduce the time spent on your phone and laptop whilst away dealing with tasks beneath your pay grade
• Never miss out on sales meetings or important calls
• Come back to organised and tidy inbox instead of a manic mess that needs your immediate attention

To see how VA Assistance could benefit your business, simply get in touch today - we’d love to walk you through your options. 

“My only regret is not using VA Assistance sooner. It’s a complete game changer and I’d never go back.”

— Will, Life Media UK

“Within 3 hours of working with me, Antoinette helped me feel calm and under control. A total asset to my business.”

— Andrea, Admire PR

“Antoinette at VA Assistance has been the ideal support for my business, she’s creative as well as highly efficient. Highly recommended.”

— Oliver, Capability Consulting

“I don’t see VA Assistance as an expense but as an investment. And the return on investment is phenomenal.”

— Sunjay, Lambardar Marketing