Relaxing, recharging and renewing are pieces of advice that are easier to give
than to receive. Loved ones often encourage their family and friends to get a
little "R&R" by treating them to spa services, such as massages. But what
happens when those providing relaxation services are feeling burned out?
Taking a break is a necessity, not a luxury. A day off leads to increased
energy, inspiration and---most importantly to project managers---productivity.
Taking time leaves you with refreshed energy, which will, in turn, benefit your
whole team, your clients and even your boss.
Before you check out, there is a list of things to check off, so your work
continues to move in your absence. This will alleviate stress and prevent a work
pileup from greeting you upon your return.
Here is a "Time-Off Prep List," so you can take a much-needed time out.
1. Work with your team in identifying upcoming deadlines for the next couple
of weeks and allow them to take on what they feel they can handle during your
absence. By including them in your pre-vacation preparations, they will take
ownership of their assignments seriously and come through for you.
2. Create project agreements for any new projects that will be in progress
while you are away, and check in with your group to see what’s already on their
plate. Be sure your team is clear on what they should be accomplishing while you
are gone.
3. Provide clear communication boundaries for your team to contact you on
your vacation.
i. Can you be reached on your cell phone?
ii. If so, is it for emergencies only?
iii. Will you be checking your e-mail at all or only at a certain times?
iv. Do you only want to be contacted about certain issues?
v. Define these boundaries before you leave so you get some downtime, and
your team knows when it is appropriate to contact you. This one is important for
your group to agree upon and for you to accept as well. If you know you’ll be
itching to call or e-mail the office to see what’s going on, schedule one late
afternoon check-in, so you can learn about that day’s events and advise how to
handle any issues that have risen.
4. Assign a “while you were out”recap e-mail for you to review when you
return from your vacation. This should highlight what took place while you were
out, so you are up to speed. Receiving this upon your return can also ease any
stress related to being out of the loop.
5. Not office-related but equally important to tuning out, pack some things
that have nothing to do with work but have everything to do with escaping
reality. It can be a book you’ve been wanting to read, a newly downloaded music
playlist or even a craft you’d like to try. Just as long as it indulges the part
of your brain that may not get to stretch at work or even during your commute to
and from work. Plan your “veg time” wisely and really do something you’ll
cherish even when you’re back in the trenches.
6. Last, but not least, find time to laugh. Laughter reduces stress, lowers
your blood pressure, lifts depression and even boosts your immune system.
Laughter is more than funny, it’s healthy!
Let’s review your prep list once more:
1. Identify deadlines ahead of time, so you can address them before your time
off and not during.
2. Helps others, help you. Creating and distributing a project agreement will
guide your team and co-workers and help them to stay on track when you or any
team member is away.
3. Distribute rules for contacting you during your time off.
4. Assign a “while you were out” recap e-mail, so you can catch up quickly
when you return.
5. Pack nonwork-related distractions to catapult you out of reality.
6. Plan time to laugh.
Your confidence in getting things done before and while you are away will
enable you to relax, recharge and renew. Pass it on!
Michelle LaBrosse, PMP
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