The Art of Effectively Preparing your Team for your Absence

Instant access to the office via your phone has brought many advantages, but it has also increased the pressure on managers to remain accessible even during time off. Navigating this challenge requires careful preparation and a strong trust in your team’s capabilities

CREDIT: This is an edited version of an article that originally appeared on Managers

While remote working has introduced many benefits, one significant drawback for managers is the growing expectation to be constantly available—even during holidays and personal time. Whether it’s a team member needing to ask a ‘quick question’ or the urge to check emails, fully disconnecting and going out of office has become increasingly challenging.

In 2021, a survey by the Chartered Management Institute revealed that 34% of members would only be available for emergencies during the holidays, while 19% planned to work throughout the entire holiday period. By 2024, these figures have seen a dramatic increase, reflecting a growing trend of maintaining work availability even during time off.

We all understand the importance of breaks for reducing stress, boosting mental and physical health, and maintaining a healthy work-life balance. Here’s how to ensure your work continues to run smoothly while you take the time off you need.

Prepare the groundwork

Prepare your team to work effectively in your absence by discussing the status of ongoing projects, upcoming milestones, key meetings and potential challenges. If you don’t have a designated deputy, assign important tasks among team members to give them the opportunity to take on new responsibilities. Ensure they know how to escalate any serious issues that may arise.

See it as an opportunity

Preparing your team for your absence not only broadens their understanding of your strategic role but also fosters their independence. While it might seem reassuring for your team to see you joining a video call from a tropical location, it can undermine their confidence. It’s crucial that they feel trusted to make decisions and handle responsibilities effectively while you’re away.

Organise before you go

Before you leave, inform other departments and stakeholders of your absence, including your return date and a point of contact for urgent matters. To ease your transition back, prepare in advance by organising your first day – clearing emails and administrative tasks and obtaining progress updates from your team.

Trusting your team while you’re away is essential for maintaining their confidence and fostering a sense of autonomy. By preparing them to handle responsibilities and making sure they know they are trusted to make decisions, you empower them to perform at their best. This not only supports their professional growth but also ensures that your team remains effective and motivated, even in your absence.