5 Ways to Pre-Plan for Unexpected Time Off
I don’t believe in emergencies in interior design. But unfortunately, they do happen in real life.
Years ago I worked for one of Colorado’s largest architectural firms. In the beginning, it was a dream. I loved the energy and pace and being surrounded by so many talented designers and architects. We worked on huge projects across the world - including Africa and Antarctica. It was sexy. It was a dream job. It was also very Devil Wears Prada.
Years later, after I had my first daughter, something shifted in me. It felt hard. The demands were not easy. Once, I was summoned for jury duty (while still in the pumping days). As I took two days off to take care of my civic duties, the responsibilities kept piling up while I was away. I found myself under a mound of work that felt like a deep hole I’d never crawl out of.
Two days! I couldn’t walk away for 2 days without anxiety, stress, and overwhelm taking over.
It was shortly after that I decided I was ready for a change. I was ready to work for myself. I desperately wanted to be able to stay home if I had a sick kid without repercussions.
Or if I needed to spend a day with a grieving friend, I could do so without hesitation.
God forbid, I get sick. I wanted to be able to simply close the computer, lower the blackouts, and rest without the stress of what I might return to.
The truth is, it wasn’t as simple as working for myself. As a business owner, it almost felt harder to take a few days off, at least at first.
I needed to create systems to make this possible. I needed a communication plan so I could unexpected time off without major stress.
5 Ways to Pre-Plan for Unexpected Time Off
#1 - SET THE TONE WITH YOUR CLIENTS
Personally, I work with clients who understand they are working with a boutique design firm with REAL PEOPLE. I intentionally work to attract my ideal clients that are laidback homeowners who appreciate structure and process but are also flexible. Additionally, in my welcome package, I include a blurb that reminds my clients that we are real people and life happens.
#2 - PUT IT IN YOUR CONTRACT
This is the EXACT wording in my contract. Yes you can use it:
Personal Days - We are small independent design studio and may be closed during illness, caring for sick children, or in alignment with school closures. We will do our best to provide advanced notice whenever possible. Otherwise, you will be notified with an out of office auto-responder. Please allow additional time to respond to emails upon our return
#3 - HIRE AN ASSISTANT THAT KNOWS YOUR BUSINESS
I believe wholeheartedly that the faster you can hire an assistant the more productive and lucrative your business will be. They need to be a trusted extension of you that can field questions and manage various aspects while you’re away.
#4 - RE-ASSESS YOUR PRIORITIES
Chances are you have many non-timely things on your to-do list that can wait. I call that my “Wish List”. Upon your return, separate your actual to-do list with your “wish list”. Once you mentally set those aside, the sense of urgency starts to wain and you can focus on your main priorities first.
#5 - HAVE CANNED EMAILS READY
In the case of an emergency, these are emails you (or your assistant) can quickly fire off without having to come up with the right words. A general rule of thumb is to keep them succinct and leave out personal details.
Here are 3 canned emails to put in your library:
Emergency Notification - Send in case of an emergency that may remove you from work for more than 2 days. You don’t need to overshare details. Keep it brief and straightforward. Let them know you will be in touch with them as soon as you return.
Out of Office Responder - Simple notification that reminds them how long you expect to be out and thank them for their understanding and patience. Let them know if there is a contact person whom they can contact in your absence.
Notification of Return - As soon as you return, touch base with your clients letting them know you are back and will be in contact as soon as you wrap your head around things and get organized.
The reality is, even beyond our current pandemic crises, having these simple systems in your business will serve you for years to come. Give yourself permission to run your business on your terms - this includes setting the pace and tone of your business.
