Vacations offer the rare opportunity to completely disconnect from the wired world. Perhaps you plan to escape to a remote cottage, where cell towers are few and far between. Or maybe you’re headed to Cuba, where WiFi spots are tricky to locate.
Whatever the case, unplugging while away from the office can give you time to relax and recharge. But before taking off, be proactive in creating a contingency plan, so you can avoid returning to a stack of unanswered correspondence.
Here are five essential tasks advisors should take care of before going offline:
1. Write a detailed email auto-responder
Remember to outline all necessary information: the duration of your vacation, return date and contact information for your point person.
Consider having a separate account, where correspondence can temporarily be re-routed, says Rosemary Smyth, founder of Rosemary Smyth and Associates, in Victoria.
It can be the central email that your team can access, helping them filter and organize things they can address, while highlighting those that need your attention. That account can “give you the lowdown” on what you missed, says Smith.
And if you plan to really go off the grid, resist the impulse to jump into email exchanges initiated by your staff: unless it’s a major issue, you don’t want to confuse clients as to who they can turn to.
2. Hold a team meeting
Get housekeeping tasks done well in advance. Responsibilities should be delegated appropriately, and not at the last minute, so that people know what’s expected of them and can ask follow up questions, if needed, before your leave.
Team members can decide if they’re comfortable with their temporary role, and whether they need more instruction ahead of your departure.
3. Leave specific notes
Prepare for events, both unforeseen and expected, which can have an impact on your clients’ investments.
“It’s important to think about what’s coming up,” says Smyth. “Maybe there’s a big IPO. [Think about] what instructions you are leaving.”
You want to ensure the team can confidently handle clients’ potential concerns or questions, especially if you can’t be reached. Make notes on clients’ files, particularly the ones you engage with most, she adds.
4. Notify high-priority clients
Reach out to your top clients and let them know that you are going to be away, says Smyth. It’s important to assure them that they will be left in good hands.
“If something is happening to a client’s account, something’s maturing, give them a heads up,” she adds. “Make sure to get everything before you go.”
5. Schedule a day to recover
Give yourself time to figure out the workload and to ease into your routine. “Organize your travel to avoid jet lag,” says Smyth.
The first day at the office should be set aside as your “catch-up day,” she adds. Don’t set up client appointments that day, and instead, decide how you’re going to triage unresolved issues and concerns.