I decided that by focusing on creating a healthy work culture for my team — one with more work-life balance — they would be happier and, ultimately, more productive.
Here’s my advice to you:
Evaluate the current state
In order to make improvements to your work or time-off, you first need to know how bad (or good) things are.
Here at IMPACT, we do a weekly happiness score where every team member rates how they are feeling that week on a scale of 1-10.
My goal is to have an average score of 9 or above.
More often than not, I found people giving lower scores leading up to their vacation or immediately following it.
Vacation is meant to be fun and something you look forward to!
I knew I had to figure out why people were feeling unhappy surrounding their time off.
Find common threads
All managers here at IMPACT use the happiness-scoring method to get honest feedback on what people are struggling with and what is going really well. Are there any trends?
Don’t accept a surface-level answer, either, when talking with your team. If one person is experiencing frustrations or stress, chances are another team member has gone through something similar.
Really try to dive deeper into why someone is feeling unhappy or stressed so you can uncover the true underlying issues you need to solve for.
I discovered that leading up to someone’s time off, they were beyond stressed that stuff would be missed or something would go wrong while they were out.
On the flip side, those who just returned from vacation were overwhelmed trying to dive back into work and trying to catch up on what had happened while they were out.
Having identified the two critical causes of stress surrounding time off, I knew we could tackle solving for them.
Host one-on-ones to address these issues or concerns
Meet with your team members individually.
I previously worked for a nine-person company, but I did not have regular one-on-one meetings with my boss, the CEO.
We never really knew what our co-workers were dealing with or what was going well or poorly. I felt disconnected, uncoached and, honestly, unmotivated.
Meeting one-on-one with your team members will give you the opportunity to have an open, private dialogue about what is going on in their days and weeks and address the common pain points or issues you two have identified.
This will help establish trust between you and your colleague — a must-have in any successful relationship, particularly when you rely on each other’s dependability.
Create a plan for time off
To help solve for the stress leading up and coming back from vacation, we established a process for taking time off.
With it, we aimed to answer key questions: how do people submit their requests and how far in advance do they need to be? Where are requests recorded? When should they inform clients or coworkers of their planned time off? How should they prep for being out? How are they informed of what was accomplished or worked on when they return?
For that last question, my team created a “Vacation Planning Playbook” that is now used as a framework for the entire company. In it, includes an “Out of Office Outline” that notes:
Dates for the planned time off
Essential login information
Who the backup person will be to manage and complete tasks or client communication
A breakdown of work that needs to be completed with instructions on what to do
Agendas that are pre-made for any meetings the backup person needs to host
This document is shared with our entire team and we actively take notes within it while the person is out. This way, they have a reference for what was done when they get back.
This document also helps with my next word of advice.
Set clear expectations
Make it very clear to your teammates on what is expected of them when it comes to time off.
With my team:
It’s mandatory: I’m not saying you need to force your team to take an extended, long vacation every single year, but at least one day off each quarter is mandatory so they can recharge and simply take a break from the daily grind.
Be dependable: They need to be someone I (and the other teammates) can rely on when I’m not around. I expect them to be able to get work done, figure things out, and make decisions. If they relied on me for every single thing, I would be on calls answering questions every minute of every day. By being surrounded by dependable co-workers, teammates will feel confident in leaving work behind because the last expectation I set is....
Don’t check-in while you’re off: This has a dual purpose. First, it helps ensure the person taking time off enjoys their time and doesn’t feel pressure to remain plugged in. Second, it denotes a sense of confidence in the team member that is acting as the backup and while the person is out
Lead by example
This is my biggest tip: do as you expect your employees to do.
Are you constantly complaining or do you bring a positive attitude to team meetings? Are you a “yes person” and take on too much during the day or do you set clear boundaries for what you can get to in a given time period?
Most importantly, do you remain plugged in during “time off,” answering emails and Slack messages, or do you take the time to relax?
Your team is going to follow your actions, so if you are setting the expectation to not check-in while out, then you need to do the same.
Think back to me on that Hawaiian beach six years ago. I felt pressured to be available to answer questions or provide help to my colleagues and clients because each of my co-workers (and boss) were doing the same. It made me feel like “what gave me the right to unplug if they didn’t?”
Leading by example can have a greater impact than you realize.
Enjoy your results (and vacation!)
Changing your work culture is going to be something that takes time, but even the smallest actions can propel you forward. Make a plan for when you want to implement the above steps and assign deadlines to work towards. And don’t be afraid to delegate! This is something that will benefit your entire team, so they should look at contributing as an opportunity to improve their work-life balance.
After following the above steps, I fully started to embrace my vacation time — not responding to emails, Slacks, Basecamp messages, and other communication when I planned to take time off.