Employers Unplugged: A Guide to Getting Away This Summer

Front Range Business Centers

Taking a few days off this summer? Preparing for a vacation when you are an independent professional or small business owner may feel like harder work than, well, work itself. When it is time to recharge the battery, however, nothing is more important than getting out of the office for a few days or more. Let FRBC help your business maintain continuity without any major hiccups. Below are a few tips.

Planning Ahead

Giving yourself enough time to prepare will allow you to get all of your ducks in their proverbial row. Completing any big projects a few days in advance of your departure means that you will not be anxiously working on it last minute when you should be packing and getting out the door. If social media posting is one of your daily tasks, consider using a tool such as Hootsuite to create and preschedule the posts.

Planning for emergencies and troubleshooting potential problems is also a good idea. This might include thinking ahead about equipment breakdowns, internet connectivity or shipping problems. Creating an easily accessible and concise document with steps to take in case of one of these situations might prevent an emergency phone call while you are sipping a daiquiri on the beach. What steps need to be taken to identify the problem? Are there easy fixes that can be tried before calling someone in? If further assistance is needed, what is the contact information for the website manager, the telephone company, the shipping company?

Communication with Clients – the Key to a Great Escape

As most of us know, things run smoothest when solid communication has been implemented. This begins by informing clients and contractors when you will be away and for how long. This should be done well in advance – several weeks or even a few months. It is also a good idea to send out a reminder as the date approaches. This announcement should include information about any point person you have assigned while away.

In addition, update your social media and voicemail message, and set up an email auto-responder. Include the dates that you will be away from the office and what day you will respond to non-emergency calls and emails upon return.

Finding a Reliable Assistant or Two

For those businesses with employees, it is important to designate who will take over which tasks while you are away. This may include seeking outside help. Single-person businesses may also need outside resources to help manage work while you are away.

This is where FRBC might be able to step in and help. Using FRBC’s virtual office can provide the following services to keep things running smoothly.

    • Professional Live Call Answering – Of course, you can set up your voicemail to let clients or others making inquiries know that you are away and will contact them upon your return. However, sometimes speaking to a real person is the difference between hooking or missing out on a potential client. You don’t want to lose business while on vacation. An FRBC receptionist can also communicate any important information – fax number, email address, etc. and triage incoming calls. What sorts of issues (if any) do you want to be notified about? These calls she can forward to you.
    • Do you have a package arriving while you are away? FRBC is available to receive FedEx and UPS packages.
    • The digital mailbox is also useful for those away from the office. Here’s how it works: a business center employee snaps a photo of unopened mail and uploads the images to the client’s digital mailbox. The customer can look at it online and provide directions on what to do with it, including opening, scanning and forwarding a copy. Some business centers will go so far as to open the mail upon request and deposit any checks at the local bank. Even if you don’t look at the digital mailbox while away, this is a valuable service because it will reduce the amount of mail that you will need to sort through upon your return. (The receptionist can eliminate any junk mail.) You can read the mail whenever and wherever you wish – the evening you return or even in the airport during a flight delay. Finally, the receptionist can flag any mail that may need immediate attention and forward it to you or to another designated person.

Unplugging While Away

With adequate preparation and forethought before you leave, give yourself license to unplug while away. If absolutely necessary to check in, limit the amount of attention you give to work. Pick a restricted amount of time, say 45 minutes in the morning. Unplugging is easier than it sounds, so below are a few ideas.

    • Turn off all notifications on your phone.
    • Delete your social media apps.
    • Try an off-the-grid location.
    • Make it a game with your spouse, friend, or kids. Every time one of them catches you checking your phone, you owe them an ice cream cone or drink. (and vice versa)
    • Brian Scudamore, CEO and founder of 1-800-GOT-JUNK, got creative and serious with his unplugging. While on vacation, he has an assistant change all of his passwords including email and social media. He can’t “keep an eye on things” even if he wants too!