A well-deserved vacation has become a necessity rather than a luxury for many executive leaders. However, stepping away from responsibilities, even temporarily, can stir up a sense of unease. Ensuring the seamless functioning of one’s team during an absence can be a struggle, but luckily there are expert ways to ensure all bases are covered when away for a vacation.
Below, 16 Forbes Business Council members share helpful tips to ensure smooth team operation during an executive absence and delve into why it’s important for leaders to “let go” when they have time off.
1. Give Your Team Time To Prepare
Give yourself and your team plenty of time to prepare before going on vacation. Going through all of the outstanding work, deadlines and tasks that will need attention while you’re away should be a given. Having a competent and trustworthy employee in charge while I’m away really helps me relax, especially when I have ensured they are fully aware of all tasks and responsibilities required of them in my absence. – Jason Ratcliffe, Steren Surveyors UK Limited
2. Lay Out An Execution Plan
Letting go is probably one of the hardest things to do as a leader. Before I leave for vacation or a business trip, we always lay out an execution plan for when I am away. I also use this time as a great way to give my team the autonomy they need to grow and problem-solve. Great leaders have emerged from my team with this strategy. – Dennis Morales, DRINK LABS
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3. Delegate Responsibilities To Your Team
Delegation is key for leaders to be able to take breaks—and it’s a practice leaders should do daily. As a leader entrusts others with responsibilities, it empowers employees to accomplish tasks and take ownership of their decisions that are essential to the organization. Delegation leads to higher productivity and efficiency amongst teams without them having to rely on a leader for every decision. – Kent Ingle, Southeastern University
4. Clearly Define Tasks
Clearly define the tasks every team member needs to complete. At the same time, preempt emergency situations that might arise in your absence and chalk out a comprehensive plan of action to overcome them. Doing this will help leaders ensure smooth, hassle-free functioning of the team in their absence. – Nitin Gupta, Tez Minds Software
5. Ensure Goal Alignment During Meetings
Before a vacation, I ensure all team members are aligned on priorities and goals. I hold a meeting to discuss ongoing projects, deadlines and potential challenges. This promotes transparency and ensures everyone knows their role. It’s also important because it minimizes confusion, enhances teamwork and ensures business continuity in my absence. – Dustin Lemick, BriteCo
6. Effectively Train Your Direct Reports
Train all your direct reports to expert levels, then distribute control and responsibilities to those who have demonstrated the ability to make good, solid mission-centered decisions. Make sure you praise them in person and in writing every time they’re hitting those marks. If you repeat this process for several years, you’ll be on vacation even when you’re in the office. – Robert M. Donaldson, Collaborative Strategies Consulting Inc.
7. Have A Sound Organizational Structure And Processes
It is vital to have a sound organizational structure and processes in place in order to be able to “let go.” Just before you set off, go over all of the processes with the persons in charge so that they understand their obligations and tasks. Also, have employees manage other people and create weekly reports so you may look at them whenever you have time or when you return. – Raquel Gomes, Stafi
8. Give Your Team Autonomy Over Day-To-Day Decisions
It’s not just about delegating and assigning tasks. It is also important for leaders to give their team members more autonomy to make decisions and the confidence to proceed with key day-to-day operations without having to consult with management all the time. – Erik Pham, Health Canal
9. Establish A Great Leadership Team
The key to letting go is establishing a great leadership team around you. This means putting smart people you trust around you and empowering them to manage and operate their areas of the business. Combining great team leadership with tools and processes to facilitate communication is key to enabling leaders to take a break from time to time. – Jason Foodman, Rosy Salon Software
10. Track Metrics Without Micromanaging
No leaders should be micromanaging. Make sure you define expectations clearly and have your employee fill out KPIs on a daily or weekly basis at the very least. The numbers and metrics will speak for themselves on the health of the company and ensure you can take needed breaks. – Jesse Sasomsup, Earnest Homes
11. Create A Supportive Workplace Environment
When stepping away for vacation, I delegate clear responsibilities, empower my team to make decisions and ensure open communication. This fosters ownership, skill development and collaboration. It also prevents overreliance on leadership, allows uninterrupted work and promotes a resilient and independent team. – Brittany Harrer Dolin, The Pocketbook Agency
12. Be Specific With Tasks And Goals
I would explicitly allocate tasks and define clear goals along with their deadlines. And I would also provide a one- to two-hour window for concerned managers to connect with me even though I am on vacation. It is important to plan ahead because your vacation might create unnecessary gaps that can be avoided with prior planning. – Raj Maddula, Global Squirrels
13. Choose Trusted Individuals To Lead
When going on vacation, it is important to choose a trusted individual to delegate tasks in your absence. In my case, I usually entrust them to my managers. Empowering your team to make their own decisions and placing your trust in their abilities strengthens working relationships and fosters collaboration. By doing so, you create a sense of ownership and enable your team to excel. – Pavel Stepanov, Virtudesk
14. Offer Guidance To Your Leadership Team
Offer guidance to your leadership team so they instinctively know what needs to be done and how to approach problem-solving for the best results. If you’ve fostered a strong team culture where individuals are inspired to work in harmony with a customer-first mindset, you’ll be in great shape. Let your team know you trust them to expertly manage unplanned situations while giving consideration to all stakeholders. – Eric Allais, PathGuide Technologies, Inc.
15. Have A Good CFO To Ensure Fiscal Control
It’s essential to have a good CFO who is on the ground and keeping a close eye on the details because you don’t want to have a cash flow issue or for company expenditures to go awry when you’re vacationing. Having strong fiscal controls in place will give you comfort and peace of mind that all will flow smoothly while you’re taking a well-deserved break. – Dr. David Lenihan, Tiber Health
16. Ask Your Team For Input On Key Decisions
Empowerment is a continuous effort. As leaders, it is our responsibility to develop the next generation of leaders. By asking our team for their input on key decisions before sharing our own thoughts, we provide them with an opportunity to develop and exercise their decision-making skills. This allows them to gain confidence in their abilities to make decisions when we are unavailable or not present. – Pooja Kohli, Indr
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