7 Step Vacation Handover Checklist
One last thing before you go...
Is everyone out of office?
In summer, it can feel that way.
You and your team absolutely deserve time off, but don’t forget a proper vacation handover.
Nothing is more frustrating than covering for a colleague’s accounts or projects when you’re missing key information. Poorly executed handovers are not only tedious but can even damage client relationships.
This is easily solved with a vacation handover checklist.
7 Step Vacation Handover Checklist
1. 📣 Notify Key Stakeholders
Inform Your Team - Send an email or Slack message to your team about your upcoming vacation. Provide contact details for any urgent issues.
Update Calendar - Mark your absence on shared internal calendars.
2. ✅ Complete Ongoing Tasks
Finalize any ongoing projects or tasks. Ensure that all deliverables are completed and documented. Any outstanding tasks will need to be re-assigned to other team members or be put on hold while you’re out.
3. 🙋♂️ Set Up Coverage Plan
Identify a Backup - Assign who will handle your responsibilities during your absence. This could be several colleagues depending on what the tasks are.
Discuss Handover Items - Share your handover notes with your backup and discuss on any specific issues they may need to address. Provide clear instructions and deadlines for each task.
Communicate Coverage Plan - Inform your team and any relevant stakeholders about who will be covering your responsibilities and how to reach them.
Inform Key Customers - Proactively inform your key customers, especially if leaving for a longer period.
4. 📄 Create a Shared Handover Document
Prepare handover document - Share it with the whole team in case the assigned backup is sick.
Update all relevant documentation - Make sure to include project notes, account details, assigned individual, current project status, etc.
5. ⛔️ Check Access
Check that your backup has access to documents, tools, and programs required to perform the tasks.
6. 🏝️ Set Out-of-Office Email and Slack Status
Set an automated out-of-office email response - include the exact dates of absence and backup contact information.
Update your Slack status
7. 💬 Plan Post-Vacation Catch Up
Plan a Post-Vacation Meeting - Set aside time for when you’re back to catch up with those that covered for you.
Inform Customers - For key customers, it may make sense to let them know you’ve returned and schedule a catch up call.
The tl;dr
A proper vacation handover makes it easier for everyone, including our clients.
Follow the 7 step vacation handover checklist before heading out and rest assured that your team has all of the information required to cover for you while you’re gone.
Now most importantly, enjoy the time off!
❓ What does your vacation handover checklist look like? Comment below or message me on LinkedIn.