Setting Clear Vacation Expectations: A Guide for Employees

Photo by Marissa Grootes on Unsplash

Vacation is not only a benefit but a necessary break for mental and physical rejuvenation. 

However, planning and communicating vacation expectations can sometimes be a source of stress for employees. 

Clear communication and understanding between an employee and their employer about vacation expectations are critical for an enjoyable time away from the office for everyone involved. 

If you’re a Human Resources professional or in a leadership position, consider your main job to be ensuring people understand HOW to take advantage of a company vacation or time-off benefit in a way that everyone can feel relaxed. As employees prepare for time off, it’s important to consider the following:

The first step in setting vacation expectations is to thoroughly understand your company's vacation policy. Most companies have a written vacation policy that outlines how vacation time is accrued, the process for requesting time off, and any peak times when vacation may be restricted due to business needs. Familiarize yourself with these policies to ensure your vacation plans are compliant and address any ambiguities with HR before making any plans.

Be clear on timing for requests and approvals.

When planning a vacation, consider the timing of your request. It’s generally advisable to request time off as early as possible, especially if you’re planning to travel during peak vacation times like summer or major holidays. Early requests can help ensure that there are no scheduling conflicts and also demonstrate to your employer that you are considerate of the team’s needs and workload.

Communicate effectively before and after time off.

When you're ready to request time off, do so formally and in writing—either through an email or a system your company might use for such requests. Clearly state the dates you plan to be away and any flexibility you might have. It’s also helpful to mention how you plan to manage your responsibilities in your absence, whether it’s delegating tasks to colleagues or completing work in advance.

Consider coverage planning in advance.

To ensure a seamless transition during your vacation, it's essential to prepare thoroughly for how your responsibilities will be managed in your absence. Creating a detailed handover document can also be very useful. This document should include information on ongoing projects, contact points for different needs, and any deadlines that will come up during your vacation. 

Discuss these coverage plans with your supervisor to ensure they agree with your strategy and feel confident that your responsibilities are covered. This proactive approach shows professionalism and respect for your team’s workflow, making it easier for them to support your absence.

Here are a few more tips to help employees (and their managers and teams!) make sure they’re covered during their time off:

• Start Early: Begin planning your coverage as soon as you know your vacation dates. This gives you and your team ample time to prepare.

• Review Your Responsibilities: Make a list of tasks and responsibilities that will need attention during your absence. Identify which are high-priority and which can be delayed until your return.

• Select Appropriate Team Members: Choose colleagues who have the skills or can be easily trained to handle your duties. Consider their workload to ensure they can realistically take on extra tasks.

• Provide Training and Resources: Arrange time to train your colleagues on specific tasks they will handle. Provide access to all necessary files, documents, and tools.

• Create a Detailed Handover Document: This should include:

• Task List: Detailed descriptions of each task, including how to complete them.

• Deadlines and Priorities: Clear guidance on which tasks are urgent and when they are due.

• Contact Information: A list of contacts both inside and outside the company that may be needed.

• Troubleshooting Tips: Solutions for common problems or who to contact for certain issues.

• Communicate with Stakeholders: Inform any clients, vendors, or external partners who regularly interact with you about who will be their point of contact in your absence.

• Set Check-in Points: If you're going on a long vacation, you might set up times for your temporary replacements to check in with your manager or another designated person to ensure everything is on track.

• Leave Emergency Contact Information: Just in case a critical issue arises that only you can resolve, leave a way for your team to reach you for emergencies.

Make sure there’s a plan for follow-up upon return from vacation.

Upon your return, set up a brief meeting with your supervisor to update yourself on what you missed, discuss any issues that arose during your absence, and convey your appreciation for the support while you were away. This not only helps you catch up more efficiently but also strengthens your professional relationship with your supervisor and team.

Setting clear expectations for vacation time benefits both the employee and the employer by ensuring that work continues smoothly in the employee's absence and that the employee can enjoy uninterrupted time off which will gives them a better chance to come back to work re-energized and ready to perform at their best.