How to Take Time Off Without Last-Minute Work Requests

You can watch my video by clicking on the graphic below or read my thoughts beneath it:

When you’re taking time off from work, is there a way you can scale back on all these last-minute requests that might bog you down even at the beginning of your vacation? You don’t want to take work with you. The answer is:

So many people don’t let others know that they are going to be out of the office.

And not that it’s everybody’s business in the world that you’re going to go on a lovely vacation, but as far as the workflow goes, it’s important to keep them in the loop. If you are, let’s say, going on vacation on June 15th, then all the way back in May, you’ll want to let people know what’s happening.

As far as who to inform, think about:

*your coworkers

*any supervisors

*direct reports

*team members

*customers, clients

*anybody who you come into contact with regularly

*any ongoing projects that you have

*or if there’s a project about to kick off and it’s going to be happening while you’re gone

those are other important people to include.

You’ll want to let them know in a heads-up email, a subject line with something like:

FYI – I’ll be out of the office from June 15 to June 29

In the body, you’d let the person know:

I’m going to be out of the office from June 15th until June 29th.

I will not have access to email or voicemail while I’m gone.

If you will need anything from me before I leave, please send it to me by 4:00 P.M. on June 8th.

You don’t want to set your deadline as June 14th because if you say your deadline is the day before, and 100 people ask for some kind of request or ask you a question, how will you possibly get that done before you leave?

You won’t be able to. That’s why I recommend setting a deadline of at least one week prior to your departure, so you have time to give them the right answer, complete a high-quality deliverable, or whatever the case is.

Let folks know ahead of time, all the way back in May, send them a reminder 10 days or so before your deadline, and then here’s something that’s very important:

If anybody sends you anything after the deadline and they were already notified – originally and then with the follow-up – then it’s perfectly appropriate to, of course, acknowledge what they’ve sent and say:

This came in after the deadline. I’m going to do my best to get it to you before I leave, but I can’t guarantee it.

Something to that effect. Because if they sent you something after the deadline, and you get it to them right away, then you’re training them to not worry about deadlines.

Of course you want to be helpful, but at the same time, it’s important to set those boundaries so people understand if you’ve set a deadline, it’s something that is important and should be followed.

Make sure that you send out your notices early, send out that reminder about 10 days prior, and be sure that you set a deadline roughly one week before you leave the office.

Bon voyage! (Even if you’re taking a staycation!)

If you have a question related to time management – about how to be more efficient and effective during your workday – please be sure to drop your questions in the comments below, and I’ll be sure to answer it in one of my next videos / blogs.

For more tips on preparing to leave work for a vacation or PTO, check out The Great Escape: A Vacation Planner for Busy People Who Want to Take a Break from Work and Life.