Tweak Your Biz » Technology » Prepare Your Business For Its Holidays

Prepare Your Business For Its Holidays

by Elaine Rogers on May 30th, 2011
36 Comments



Are you planning a break, a holiday, or vacation from your business or work this summer? It’s great to get away from it all, but without advance preparation, you may find that you are not “quite” as away as you intended. Interruptions such as phone calls, IM messages etc, can prove to disrupt what should be a proper break away from work.

While you attend your “Zen silence meditation” for a week, or “Sit on the beach, drink cocktails and read 6 novels” for a fortnight, or go “trekking the Himalayas” for 6 weeks; here is a great check list to help prepare your communication flow and avoid distractions and interruptions:

E-mail

  • OOO Message – ensure your “Out Of Office” message extends by a day to allow you some space to deal with email overload on your return
  • Rules – Set up some basic rules in your email program to automatically clean out your inbox while away, helping to lesson the burden on return
  • RSS Feeds – consider culling certain feeds, especially if coming into your Inbox through collaboration or shared work-spaces. You can catch up with them again on your return
  • Quota – Is your email account straining under the weight of volume of emails? Consider doing a cull on your email account before you leave. Your patience will thank you for it. Read a great post here on cutting down your emails in bulk
  • Passwords – Ensure your passwords are not going to expire while you are away. There is nothing worse than not being able to catch up on your return because you are locked out of your account, and IT Support are on lunch break (it happens!)

Telephone

  • Call Forwarding – If you really need to keep up with phone calls, set up call forwarding to your mobile or an answering service
  • Voice-mail– Otherwise, set up your voice-mail to say you are returning a day later, to allow you the time to catch up once you are back in the office

Computer

  • Protection – Ensure your anti-everything is completely up to date. Consider doing a complete clean up of your system, defragmentation etc, and give your PC a little spa treatment. Password protect your PC if leaving it behind, even if you do not normally have one on it
  • Backup data– Backup your PCs and Laptops to an external disk that you can remove from the premises or store in a fireproof safe
  • Safety – If leaving your PC behind, consider the safest possible place for it – at home? At work? In a Safe? Also safeguard your USB sticks and other storage devices
  • Power – Whether at work or at home, ensure you always use power surge protectors when using electrical equipment, including one for your phone line if relying on wired internet access. Turn everything off and remove plugs from sockets – no little red lights!
  • Peripherals – Update drivers for peripherals; unplug the ones that will not be in use during your absence

Mobile

  • Ensure you have your contacts up to date on your phone if required, and that whenever creating a contact, always use the country code so your phone numbers will operate when abroad (i.e. +353 or +44)
  • Sync smartphones and update apps, software etc
  • Ensure you bring your charger, connectors and all other wiring systems you will require whilst away. Nothing worse than your phone dying with no access to a charger.
  • Consider your calling and data options – do you have a good roaming package with your provider? Would you consider buying a local pay-as-you-go phone while visiting a certain country to save on costs? Choose the best option for your needs. There are great roaming operators and packages available now.

Collaboration

  • Shared Files – have you password-protected files that you need to un-protect to allow others gain access while you are away?
  • Events Calendar – block out time away (including that all important extra day on your return) so your colleagues and clients can clearly see you are not available
  • IM service – Consider who is connected to you on Skype, iChat etc, will they be able to contact you while away if you are using that medium? Set your status to invisible or away to protect your privacy
  • Social Media – Be aware about declaring your absence if you are working from a home office. Mindfulness is important when communicating online about your whereabouts (another whole debate here)

Office

  • Post – defer your post with your local Post Office
  • Power – If the office will be vacant, shut off power completely if you can, to save money, but to also minimize safety risks
  • Safety - Ensure locks are secure and you make a trusted person aware of your absence and ask them to keep an eye on the place. Also ask them to remove any leaflets/mail that may be left on doorstep etc
  • Water/Gas – Turn off other vital services if possible, and ensure no electrical equipment is sitting on the floor
  • Plants – water well if the break is short, otherwise leave in a tray of water or bring home if necessary

This is not an exhaustive list, and it very much depends if you are working in an organisation, from home or running your own business. Either way, you have a responsibility to take care of your equipment, your premises and of course yourself. Please share with us below anything you feel would be valuable to the conversation…

Enjoy your break!



Category: Great Business Resources, Modern business

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The Author:

Elaine Rogers is a Business Training & Development Specialist. She provides training and coaching in the areas of IT Skills, Business Skills, and Soft Skills. Elaine has just launched a new online training store at http://www.thesmarttrain.com that provides videos and workshops in the areas of IT, Business and Soft Skills. http://www.thesmarttrain.com

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  • Anonymous

    Great post Elaine! Very useful listnA tool that many people will consider valuable is Dropbox.com . We constantly use it even when we’re not on holidays :) nYou can have all your files and important documents in this application and access them from any Internet connection around the world. What’s even handier is their mobile app. You can access all that valuable data straight from your smart phone if needed.

  • http://www.tweakyourbiz.com Niall Devitt

    Great post Elaine and some really greatu00a0suggestions, can I alsou00a0recommend Dropbox, it’su00a0extremely useful as Fred says below :) u00a0u00a0

  • http://www.tweakyourbiz.com Niall Devitt

    Great post Elaine and some really greatu00a0suggestions, can I alsou00a0recommend Dropbox, it’su00a0extremely useful as Fred says below :) u00a0u00a0

  • http://www.connorkeppel.com Connor Keppel

    Fantastic tool i.e. Dropbox.Great foru00a0traditionalu00a0marketers too, especially if working with designers and printers. u00a0No more ‘email 1 of 8′ when sending across images. u00a0

  • http://www.connorkeppel.com Connor Keppel

    Fantastic tool i.e. Dropbox.Great foru00a0traditionalu00a0marketers too, especially if working with designers and printers. u00a0No more ‘email 1 of 8′ when sending across images. u00a0

  • http://www.tweakyourbiz.com Niall Devitt

    Great post Elaine and some really greatu00a0suggestions, can I alsou00a0recommend Dropbox, it’su00a0extremely useful as Fred says below :) u00a0u00a0

  • http://www.connorkeppel.com Connor Keppel

    Fantastic tool i.e. Dropbox.Great foru00a0traditionalu00a0marketers too, especially if working with designers and printers. u00a0No more ‘email 1 of 8′ when sending across images. u00a0

  • http://www.tweakyourbiz.com Niall Devitt

    Great post Elaine and some really greatu00a0suggestions, can I alsou00a0recommend Dropbox, it’su00a0extremely useful as Fred says below :) u00a0u00a0

  • http://www.connorkeppel.com Connor Keppel

    Fantastic tool i.e. Dropbox.Great foru00a0traditionalu00a0marketers too, especially if working with designers and printers. u00a0No more ‘email 1 of 8′ when sending across images. u00a0

  • http://www.seefincoaching.com/blog Elaine Rogers

    Hi Fred, I have just received an upgrade to my Dropbox. I also have it on my phone – best thing ever! Having files in the Cloud is a great way to cut down on multiple emails and attachments, and as Connor mentions below, editing files in one space.nnConsider this, how is Dropbox going to help you relax on your holiday, when you have gone to pains to defer all other workflow? ;) nnWell and idea that comes to mind now is delegation – one I should have included in the post!

  • http://www.seefincoaching.com/blog Elaine Rogers

    Thanks Niall, bear in mind Dropbox allows us to work on the move, not something I wish to do when looking for a complete break from work. But yes, a fantastic resource, even the free version :)

  • Derbhile

    Timely advice. How about next time, doing a post for people who around during the summer and find that their business is quiet because everyone else is off. n

  • http://www.angelireland.com Paula

    Thanks for the useful reminders, Elaine – a nice, simple, easy to follow post :)

  • http://www.seefincoaching.com/blog Elaine Rogers

    Thank you kindly Paula :)

  • http://www.seefincoaching.com/blog Elaine Rogers

    Thanks Derbhile – will think about that one.nIn my line of work, there are traditionally busy times and quiet times, although it is all changing lately. nnHowever, it is a great time to either review our business goals, set new goals, or if it is during the summer, what better time to get the accounts off our hands? :)

  • Anonymous

    +1 for Dropbox. I couldn’t imagine using my iPad or smartphone without it.

  • Anonymous

    Great post Elaine. I would recommend having filtering rules in place all the time for email not just when i’m away. A good rule is to always question each incoming email on how often you want to receive a similar type of email in the future. Then filter if appropriate.

  • http://www.encouragingexcellence.ie/ Mairu00e9ad Kelly

    Nicely timed Elaine ;-) u00a0 I go away tomorrow for 9 days and I won’t be online for most of that time.u00a0 One of the first things I do the day after I return is clear out my email inboxes and reply to urgent emails.u00a0 I’d forgotten about changing the voicemail because both my personal and work phones will be switched off for the duration, normally I’d check them every couple of days – not this time.u00a0 nnWhat a simple yet brilliant idea to change the RSS feeds for the time away.u00a0 One other thing I need to do, arrange for a neighbour to feed the cat, or he’ll move abode.

  • http://blog.myprojecttracker.com Barney Austen

    And all we need now is the time to take holidays :) nnA really comprehensive list – fair play.u00a0 I use dropbox as well – it rocks as a quick way of backing up your data. I work that trick with OOO all the time -well worth doing.nnThanks for sharing

  • Anonymous

    regarding the Out of Office Reply, I’ve heard of a few people who say the following. u00a0″I am currently on holiday and will be back on xxxx. u00a0When I return I will be deleting my inbox. u00a0If your email includes anything really urgent, then please resend it after xxxx”.nnnI haven’t had the nerve to try that approach myself. u00a0Has anyone else tried it, or would they consider it?

  • http://www.seefincoaching.com/blog Elaine Rogers

    Frank,nMy professional opinion is that anyone using email needs to take responsibility for that service and allowing people to contact them. Pushing it back to the sender is unprofessional in my opinion, especially if you are a business, you will find yourself OUT of business fairly sharp!nnI see nothing wrong with suggesting sending it again after a certain date, but on a personal note, I dislike ultimatums :)

  • http://www.seefincoaching.com/blog Elaine Rogers

    Barney, nI think I need to do another post on WHY it is so important to take time away from work. Watch this space!nGad you utlilse the extra day to catch up also. Behold the OOO :)

  • http://www.seefincoaching.com/blog Elaine Rogers

    Thank you kindly Mairu00e9ad,nI have a feeling I will not be “re-subscribing” to most of the RSS feeds I ditched :) nIt’s timely because I needed a check list also.nnRegarding voice-mail, if you are diligent about keeping them switched off, it is a good idea to have a message ready to inform callers of your impending return :) nnAs a side note, I think it is important for business owners to be very clear they are not available, and for employees to delegate, and for both to have a strategic plan in place.nnThanks for stopping by and sharing your experience

  • http://www.seefincoaching.com/blog Elaine Rogers

    Yes Frank, I would agree.nI find many employees are fearful of filters and rules with their email programs, and the main reason tends to be that they have not been trained.nSimple rules are so effective and can really work as time savers and stress busters.nnThanks for the great tip on being more mindful of mails coming in, and possibly building a strategy to deal with repetition and volume.

  • Anonymous

    I can see your point especially from the perspective of dealing with clients. One thing that bugs me (from the perspective of working inside a large organisation) is the fact that people continue to send me emails even though they have got my OOO message. I can sometimes return and find 10 or 20 messages from the same person.nnAs you suggest a gentle “if your message is urgent please contact me with a reminder after xxxx” is more appropriate than an ultimatum.

  • Anonymous

    What a thorough list! It’s so easy to forget one thing (or two) as you get ready to leave for a holiday. One benefit of doing this preparation is the opportunity to clean house. I just recently had this opportunity when I took some time off and found myself asking, “do I really need that and why?” A lot of things got recycled and thrown away. And it feels so good to have a tidy office when you return!nn

  • Anonymous

    Fred,nnHave you accessed your information from the Dropbox website?

  • Anonymous

    Yes, absolutely Elli

  • http://www.seefincoaching.com/blog Elaine Rogers

    Hi Elli.nSuch a pleasant experience when we realise we have just rid ourselves, our home or our office of things we have been holding on to “just in case”. nnI have culled a lot of RSS feeds, spring cleaned many folders in my email account and cleaned up my social networking platforms also – all just because I was preparing for holiday. nnThe trick is to ensure it doesn’t become time wasting or nostalgic, or else nothing will get done!! Everything in moderation as they say :)

  • http://www.encouragingexcellence.ie/ Mairu00e9ad Kelly

    I will be out of communication from 1st June u0096 10th June 2011. I will replyrnto your email after my return.rn rnBest regards,rn rnMairu00e9ad KellyrnEncouraging ExcellencernRealising your Potential rn http://www.encouragingexcellence.iern(+353) 086 1702010rn rnLink to us on LinkedIn:rnrnhttp://ie.linkedin.com/in/encouragingexcellencencernJoin us on Facebook: rnhttp://www.facebook.com/encouragingexcellencernFollow us on Twitter: rnhttp://twitter.com/encouragxcellns

  • http://www.encouragingexcellence.ie/ Mairu00e9ad Kelly

    I will be out of communication from 1st June u0096 10th June 2011. I will replyrnto your email after my return.rn rnBest regards,rn rnMairu00e9ad KellyrnEncouraging ExcellencernRealising your Potential rn http://www.encouragingexcellence.iern(+353) 086 1702010rn rnLink to us on LinkedIn:rnrnhttp://ie.linkedin.com/in/encouragingexcellencencernJoin us on Facebook: rnhttp://www.facebook.com/encouragingexcellencernFollow us on Twitter: rnhttp://twitter.com/encouragxcellns

  • http://www.encouragingexcellence.ie/ Mairu00e9ad Kelly

    I will be out of communication from 1st June u0096 10th June 2011. I will replyrnto your email after my return.rn rnBest regards,rn rnMairu00e9ad KellyrnEncouraging ExcellencernRealising your Potential rn http://www.encouragingexcellence.iern(+353) 086 1702010rn rnLink to us on LinkedIn:rnrnhttp://ie.linkedin.com/in/encouragingexcellencencernJoin us on Facebook: rnhttp://www.facebook.com/encouragingexcellencernFollow us on Twitter: rnhttp://twitter.com/encouragxcellns

  • http://www.encouragingexcellence.ie/ Mairu00e9ad Kelly

    I will be out of communication from 1st June u0096 10th June 2011. I will replyrnto your email after my return.rn rnBest regards,rn rnMairu00e9ad KellyrnEncouraging ExcellencernRealising your Potential rn http://www.encouragingexcellence.iern(+353) 086 1702010rn rnLink to us on LinkedIn:rnrnhttp://ie.linkedin.com/in/encouragingexcellencencernJoin us on Facebook: rnhttp://www.facebook.com/encouragingexcellencernFollow us on Twitter: rnhttp://twitter.com/encouragxcellns

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  • http://www.ringcentral.com/business-telephone-service/index.html Business Telephone

    This is a useful list for all business ownersw who wants to be in a vacation or in a holiday. Setting up the voicemail, email, computer and others will help one have a peaceful and relaxing vacation while outside the office premises.

  • CliffordPowell

    Elaine i like your post so much. I feel very glad to know about the ways and information you shared about the travel holidays. The information is so insightful and impressive and i always keep the ways in my mine for my next travel trip. I will follow your blog in the future.nAirlines

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