A careful vacation handover

The holiday season has arrived once again, and I’m reminded of something someone once said to me: “If you’re living solely for your vacations, are you really in the right place?” That struck a chord with me, and around this time of year, that thought lingers in my mind. After all, your work should ultimately give you energy, not drain it. At Megawatt, we hold this principle in high regard, with initiatives like unlimited vacation days and various programs to ensure and maintain well-being. But at the end of the day, we’re all human, and aside from having a great job, we all feel the need to unwind from time to time. This allows us to fully focus on our family, friends, and hobbies—resulting in a refreshed perspective and focus at work. A win-win situation, right?

For me, it’s especially relaxing to know that my clients and projects are in good hands with my colleagues. It’s also important to me that I don’t place unnecessary pressure on my colleagues during my absence. After more than 15 years in project management and account roles, I’ve decided it’s time to put my tips for a stress-free vacation preparation on paper.

The Handover

Let’s address the obvious first: Make. A. Handover. (And start early!) Map out your clients and projects, note important deadlines, and list tasks that need to be followed up on during your absence. Discuss who will take on which responsibilities, and ensure you have these conversations with your replacements well in advance. No, not via email, but in a face-to-face meeting, and make sure to schedule this in your calendars. This minimizes misunderstandings and allows you to address questions immediately.

Consistency in Work

At Megawatt, we use a standard format for vacation handovers. Consistency in our working methods, including handovers, is efficient. It serves as a good checklist for yourself and reduces the chances of overlooking something. For example, consider login details needed to access important project documentation. This way, you avoid a call from your colleague just as you’re about to take that refreshing dip in the pool.

Involve Your Client

Why not? Inform your client about your upcoming vacation. Discuss which projects should take priority during your absence, what needs to continue, and what can wait until you return. Clients are human too, and they’ll certainly understand. This also prevents overburdening your colleagues with unnecessary tasks, allowing them to focus on what’s most important. Tip: Introduce your temporary replacement to your client beforehand, involve them in important meetings or email communications leading up to your vacation.

Make Yourself (Temporarily) Irreplaceable

Ensure that a few days before your departure, you have as few action items on your to-do list as possible, and let your replacements start taking over the work before you board the plane. This allows you to wind down gradually and gives your colleagues a chance to reach out with any last-minute questions or uncertainties. It also encourages your colleagues to familiarize themselves with the tasks and take on responsibilities in a timely manner.

Agenda Management

Review your calendar for the weeks you’ll be away. Which appointments have been scheduled for some time? Make sure timely action has been taken on these, or excuse yourself from meetings you won’t attend. Set up an out-of-office reply and mention where people can direct their queries in your absence. Tip: Extend your out-of-office message by one or two extra days after your return. This gives you time to catch up on emails, plan a debrief with colleagues, and ease back into work.

Double-Check Everything? On behalf of myself and all Megawatt colleagues, enjoy your well-deserved vacation!