Warm weather is coming, and we are probably planning for some time away to recharge our batteries. It’s not easy for Small Business Owners to go on vacation, though. We have to do a little planning to make sure our work doesn’t come with us. Today I am discussing seven easy tasks before going on a mini vacation.
Table of contents
First, let’s define what a mini vacation is. A mini vacation takes off from Friday to Monday, creating a four-day weekend. While it doesn’t seem like a lot of time, we all could use the time to relax and do other things to take care of ourselves. That sounds doable, doesn’t it? After you have made plans, now it’s time to get ready for the mini vacation. Follow along and do these tasks, and you are well on your way to having a wonderful relaxing mini vacation.
Prepare for the first day back.
If you use papers often, set up your desk (affiliate) for the first day you return. Place all the tasks in order by priority.
Set up your Planner for your return.
Update your planner for when you have returned BEFORE you leave. Write down what you need to do when you return the day before. There may be some changes, but the majority of the tasks will be there, and it will remind you what needs to be done, even if you have more to write.
Send emails to clients
Email your clients (affiliate) a few weeks before to tell them of your up-in-coming mini vacation. Especially those customers you speak to often. Then again, remind them a few days before. This will help the people who don’t write it down. Make up a sample email you use each year so you don’t have to create a new one every time you go on vacation.
What to include in the email to a client about my vacation?
Include in the email to the client the following information:
1. The exact dates you will be gone.
2. The reason you are NOT in the office.
3. Mention who they can contact when you are not around (if any).
What should I not include in the email to the client?
There are some things you should not include in the email to your client about your vacation. See below for guidance.
Too many details about your time away.
Volunteering another person for a task when you didn’t ask them.
Tell people that you will contact them as soon as you return from your break. Remember: you will need time to catch up, so don’t make any obligations or promises that will stress you.
Be sure to keep your private information private. While you have great clients (affiliate), you can not be sure who they may share your private information with.
Set up an out-of-office message
Set this message up the PM the day before you leave on a mini vacation.
We tend to be on call with our clients (affiliate), but doing this will also remind the customers that are not less organized about writing down other people’s schedules. Make sure the message is professional. You can say things like: “I will be out of the office from _____ to ______. Please leave a message, and I will reply after _____ (date). If it is an emergency, please contact ________ at __________ number. Thank you for calling.”
What shouldn’t I say when leaving an out-of-office message?
Don’t mention you are on vacation. Since small business owners usually work from home, saying you are on vacation, they are basically telling a stranger no one is home. You can say something like, “I will be unavailable from …. to … .”
Take caution when setting up autoresponder email messages. This will respond automatically to ANYONE who sends you a message, even through stores, solicitors, clickbait, and spam. It is best to use this for private emails where you know all the recipients that know that email address. As business owners, you probably have more than one email. If you decide to do autoresponders, be sure to use it only for the email addresses with the least about of spam.
What to include in my business’ Autoresponder messages?
Below are a few suggestions on how to word your autoresponder message to eliminate the number of details you give them.
I will be out of the office from ______ to ________. If you need immediate help while I’m unavailable, please email (other person’s email address). Thank you for your understanding.
I will be unavailable from ________ to ________. If you need immediate help, please contact __________ at (other person’s email address)by email. Thank you for your understanding.
How to Set Up Auto Reply on the Most Popular Email Clients
Now that you are ready to set up your auto-reply message in your email service, below are the instructions to use to set it up properly.
Set up Appointments Before You Leave for When You Return.
If you meet with clients, ensure your recurring appointments are in the books so you don’t miss a meeting.
Write your posts ahead of time.
If you blog weekly, write a simple but detailed blog post for when you are away. To make the post easier to write, you can use an older archived, more general post and elaborate more on a particular part of the post and create a whole new post. This way, you have the majority of information and need to add a few more facts to finish it off. This speeds up the process of creating and writing the post.
The day before, turn off all your devices and unplug them.
Go through and unplug all the devices that will be staying in the office. This will protect them from any power surges and save you money. Some items would be the printers and other laptops that will be in the office.
Well, that’s it for now. I hope these Easy Tasks before going on a mini vacation help you get ready for your well-deserved time away. Now it’s your turn; what do you do to get ready for your vacation? Is there a task that you do that isn’t included above? Please leave a comment below. I would love to hear from you.
Please note these are affiliate links through Amazon, and at no additional cost to you, I will earn affiliate fees if you decide to make a purchase.
Here are some posts from our blog with vacation tips.
6 Reasons You Need To Go On Vacation This Summer
How To Take An Affordable Getaway This Summer For Small Business Owners
4 Things To Do Before Going on Vacation – this post includes a checklist to help you write down all the things that need completing before vacation.
Sabrina – Great suggestions, as always. Why do I have the feeling that your spices are alphabetized?
I agree that preplanning, having your desk ready and your planner completed before you leave makes a huge difference. I like to schedule the morning I am back out with no appointments so I can catch up and be ready. Thanks for the help with messages.
Hi Sabrina,
Fabulous tips for what to do before you go on your little mini vacation to let others know and make it easier for you when you return by having things done and ready 🙂
Great post!
Great to have a planning outline of what to do Sabrina. Especially, to have everything set up for your return. I’m even thinking of setting the return date one day longer and giving myself a day to settle in before getting back to work.
Great points. It always kills me when I see people post on social media that they’re going away for X days. That’s like putting a flashing neon sign over your house saying, “Burgle me!” I’m careful about how I word my auto-responder, but I do think it’s important to have that message go out.
So where are you going on your mini-vacation Sabrina?
Thanks for asking, Rachel. We went to Orlando for a mini-break in June and are planning on doing a road trip for a few days to various places in western PA and Ohio. How about you?
I make sure everything is in place when I am going to be traveling, however, I don’t tell people (other than family), I will be gone. I definitely don’t post on social media either. Because I can work anywhere I am and am not officially leaving an office or list of local clients, I generally will check emails once a day while away and do have my iPhone with me for any emergencies. These are great tips for those who do leave an office and clients behind, Sabrina. It’s great to be able to go away knowing everything is in place and then return to an organized and clear schedule when you get home! Thanks Sabrina!
I love the idea of leaving a to do list for when I get back – I always try to get things all wrapped up before I leave, but inevitably there are things that linger! Great tips, thanks!
I actually make a point NOT to tell anyone… my industry, I work online and work all the time and get stuff done by the end of the month so nobody usually needs me 24/7 anyways… so it has worked out okay for me to NOT say anything.
I am a gun totin’ mama and always concerned about safety, I never post I am gone unless I am going solo and my honey is home.
Being organised before you go away on a mini vacation really clears the head so you can fully focus on the holiday. I love the idea of having your to-do list ready and planning your priorities. Great tips Sabrina, thank you.
I don’t work with clients but I can use some of these tips, like setting up my work tasks for return. I’ve always been careful not to indicate publically that we are away from home. Good tips.
These are great tips for going on a short or long vacation. Preparation is key to thinking about vacation instead of work when you are actually on vacation.
What a great checklist, Sabrina. One really caught me–set up appointments for when you return. That’s a great way to ease back into the insanity following a vacation. Thank you!