Going on vacation and want to actually take the time off?
Follow this Prep for PTO SOP while confidently delegating to your team and take that well deserved time off to recharge.
Leaders need a break too. We need time and space away from the business and the team to rest, recharge and gather inspiration. We need our well to fill up and our curiosity to roam. We hopefully get to this place of recharge before we feel the burn out creeping up.
But what happens when we actually arrive at - a sometimes - long awaited and deserved vacation?
Do you truly disconnect and reconnect with yourself and your surroundings?
Or, do you find yourself feeling shame or guilt and log into your email through your phone even though you make a commitment to yourself that you wouldn’t? Maybe this need to check in stems from a fear that if you don’t check in while you’re away that you won’t be as recognized as the hard working leader that you are. Maybe you feel like the business may crumble without you there. Maybe it’s a self soothing reaction because it’s been so long that you haven’t been away from your role and leading the business and team.
Whatever your story is - it is valid and also, you deserve to take time off.
You deserve to set clear expectations while you are away and delegate to your team so you can recharge.
The other truth is that we sometimes forget about it by putting together the coverage plan while you are away, you are delegating tasks to your colleagues and allowing them to shine and grow in your absence.
This is leadership - starting from within and seeping outward.
Think of preparing for your vacation as you would any project or service that you are leading and put together a to-do list to guarantee you’ve communicated and delegated everything off for your time away. Your list will hold you accountable so you don’t miss any small pieces and you can turn off your away message with confidence and start your PTO.
Here’s a “PTO Prep SOP” to follow and integrate in your leadership style. Show yourself that you deserve this time off, show your team that you trust them and value them, and demonstrate to the team the importance of taking PTO and truly disconnecting from the business.
Prep for PTO SOP
Delegation list
Write out all of your daily, weekly duties / tasks
Next to each one, write down the name of the colleague that is best suited to delegate to to while you are away
Next to each name, write out if training is required and estimate how many hours it’ll take to do so (ie, will this take one training session, two sessions or more)
Present your proposal of coverage to your supervisor and devise a plan for training
Schedule trainings 2-3 weeks prior to your time off - this leaves your colleague the chance to ask questions before you go on vacation
YOUR to-do list
Complete all of your tasks and projects before you sign out for vacation. All your i’s dotted and t’s crossed
Turn on your OOO email response and be clear on when you will be out, what your return date is, and who people should contact for what. I always suggest writing this in your own personality - have some fun, let yourself shine through this message!
Send out a detailed “Who’s taking care of what” email to your colleagues - get as detailed as possible.
Clean up and organize your desk, work area and email inbox. You want to come back to a calm and fresh space. You’re setting your future self up for success.
Slam laptop shut! Trust in yourself that you covered all of your bases and equipped your team for success in your absence.
While you’re away
Disconnect to reconnect
Put your phone in a palace that is not visible so you are not tempted to tune in.
At any point that you feel the pull to “check in” - let’s be real, it will happen especially if this is your first time respecting your own boundaries - pause and check in with yourself first.
As yourself why you feel the desire to check in
Do you trust yourself and your team to lead and make sure all is running smoothly?
What can you fill this space with for YOU instead? Maybe read, go for a walk, swim, podcast, cook, explore.
Remember, you are on vacation after all :) and YOU deserve this time to recharge.
Enjoy your time off, whether it’s 3 days or 10 days, or more!
If you’re a paid subscriber, I’d love to know in the comments how this SOP helped you, what you learnt in this process, where you went and discovered, how did your team feel when you came back - did they shine even brighter?!, or anything else you’d like to share about your vacation.
Love this - so many valuable nuggets. I also like to have a replacement move for the pull to check email and social media - since logically I know my brain wants the dopamine hit.
The kindle app usually does the trick, and that action has actually allowed me to remove more social media from my life all around. Can’t wait to hear more about your trip 😉💜