Out Of Office, Not Out Of Your Mind!!

There’s a special kind of anxiety that creeps before you go on holiday. It’s about more than just packing or airport queues; it’s that nagging thought: have I handed over properly or even worse did I actually tell someone about this or that time critical event, or simply how to do the things I do every day?

Whether you’re an Office Manager, PA, an EA, or anyone whose role quietly keeps a business running, a good handover is the difference between a relaxing break and a nagging fear that something will go wrong or there will be a boundary busting buzz from your boss whilst on the beach.

Here’s how to get it right

1.  Start the Handover Earlier Than You Think You Need To

The biggest mistake people make is leaving their handover notes to the last afternoon before they leave, when you are still trying to get the day job done. By then you’re rushing, your cover is overwhelmed with information download, and nothing sticks. Start at least a week before. Write things down as they occur to you rather than trying to recall your entire job in one hit.

2.  Write It Down, Don’t Just Talk It Through

A conversation feels thorough in the moment, but details evaporate fast, especially if your cover is juggling their own workload too. Put together a simple, living document that covers:

• Daily and / or weekly events & tasks: what needs to happen and when
• Passwords and access: shared logins, supplier portals, systems
• Key contacts: suppliers, IT support, key contacts, anyone who might call
• Where things live: physical files, shared drives, invoice trackers
• What’s currently “in progress”: anything mid-flow that needs finishing or chasing
• Think of it less as a formal manual and more as the notes you’d want if the roles were reversed

3. Flag the Landmines, Not Just the Routine

Routine tasks are usually easy to hand over. It’s the unusual stuff that trips people up, such as the supplier or an order who needs to be chased or checked on Friday’s, particular travel or hotel preferences for Principal, the alarm code that resets every quarter, the one client who needs a very particular tone in emails. Make a point of making these things clear, since they’re exactly the things your cover won’t think to ask about.

4. Set Expectations on Contact

Decide, honestly, how reachable you want to be. Some people are happy to answer a two-minute WhatsApp message if something urgent comes up; others want a completely clean break. Whatever you choose, say so clearly; agree what counts as “urgent”, so you’re not fielding questions about the printer that they could work out with a little effort, while you’re on a sun lounger.

5. Introduce Your Cover Before You Leave

If your cover is going to be dealing with colleagues, clients, or suppliers directly, a short introduction goes a long way.  Even just a quick email or a five-minute walk-around on your last day. People are far more forgiving of a new face when they’ve been told to expect them.

6. Trust the Process (and Switch Off)

Once the handover’s done, the hardest part is letting go. But over-preparing your cover and then hovering anxiously from afar undoes half the benefit of taking time off in the first place. A thorough handover is what buys you permission to actually switch off, so use it.

7. Plan the Return

A little step often overlooked: leave yourself an easy way back in. Asking for quick note on anything left unresolved, or a 20-minute catch-up with your cover on your first morning back, means you’re not spending your first week untangling two weeks of loose ends.

A good handover isn’t about assuming the worst will happen while you’re away, it’s about giving whoever’s covering you the confidence to handle things well and giving yourself permission to properly switch off. Get it right, and both your job and your holiday will be in much better shape.