On vacation — but still wired

Back in the mid-1980s, Gary Jones read an article that predicted there would be some blurring between work and personal life with the advent of fax machines and cellphones. “Cellphones were about the size of shoe boxes then, so I was skeptical,” said Jones, chief human resources officer for Grizzard Agency, a division of Omnicom Group that specializes in marketing and advertising for nonprofit organizations. “Obviously, technology has changed a lot of the way we do business.”

“Those of us at the senior level in the company are responsible to each other and as available as we need to be. We all return phone calls within 24 hours. Even if we’re traveling internationally, it’s easy to stay in touch with today’s cellphones and other devices,” he said.

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Leita Cowart / Special

Claire Kurtz, founder of the Well-Organized Woman, helps architect Trey LaFave III get his office organized.

Recently, Jones took a week of vacation time around the Thanksgiving holiday. “I have an iPhone and checked e-mail messages two or three times a day,” he said. “I color-coded them [into folders] by level of response needed and returned the messages that required action. Fortunately, I didn’t have to make a single business call, and checking e-mails at regular times didn’t interfere with my plans.”

He believes that technology and economic conditions have changed the way many workers approach vacations. It used to be that workers never called in. Now many check messages and do business while on vacation as needed. “No company is overstaffed to a significant degree in these times,” Jones said. “You know you have to run as lean as you can and be efficient.”

Most companies don’t have a written policy about what to do while away for vacation. “We empower our managers to make decisions based on practical needs,” Jones said. His Atlanta and L.A. offices are organized by account and operational support teams that serve the Salvation Army, Red Cross, animal shelters, missions and foundations.

Most of the time vacations are staggered and employees can cover for one another, but during the holidays companies are often faced with multiple vacation requests. Those decisions may be made on the basis of seniority, company needs or a first-come, first-served basis.

“Obviously, not everyone on a team can be gone at the same time. The company has to do some planning to make sure the bases are covered,” Jones said. Workers who plan to be off need to plan, as well. “Pre-planning can pre-empt many problems. If you leave knowing that things will be handled, you’ll be able to relax and have a much better time. It’s in your self-interest to leave things in good shape.”

“People are more anxious about being away in today’s current workplace atmosphere,” said Claire Kurtz, founder of the Well-Organized Woman, which provides personal and professional organizational and time-saving services for men and women in Atlanta. “It’s really important to take vacation, however. People need to rediscover how great their kids are and enjoy their friends. They need time to recharge their batteries, so that they can return with a clear head and a new sense of purpose,” Kurtz said.

On the other hand, leaving work so that others can carry on in your absence is considered the stamp of a responsible employee. Here are some guidelines:

Don’t leave it to last minute

Kurtz advises workers to begin preparing at least two weeks before their departure, three to four weeks if they have a lot of responsibilities and projects. “Let co-workers know when you’ll be gone and when you’ll be back, so that they can start heading work your way,” she said.

Make lists

“Sit down with a pad and pencil and make a list of all projects that you need to complete,” Kurtz said. You’ll probably end up with a category of things that it would be nice to finish but could wait if necessary. “There’s a tendency to want to tackle everything when you’re going away. Knowing what projects are most crucial will help you focus and be most effective,” she added. “Do things that others are depending on you to do first. Make another list and start asking your co-workers for the work information/data you need from them in order to complete your assignments.” She suggests leaving those items that can be completed easily for the last week.

Delegate responsibility

Jones advises brainstorming with your team to anticipate any problems or new work that might come in while you are gone, and to designate someone to handle things. Including them in your planning builds trust, he said.

“Identify a co-worker to be your point of contact for each of your projects and let clients and co-workers know who they can contact in your absence,” Kurtz said. “Clear communication is essential in this process. You want your point of contact to know exactly what decisions he or she can make and under what circumstances you should be contacted.”

Organize and label files

“Leave things on your desk in neat piles, clearly labeled with a Post-it note so others can find the documents they need, and your desk will remain in order in your absence,” Kurtz said.

Standardizing and documenting processes can be a lifesaver for companies, Jones said. “That way if someone has an accident or illness, others can go to the manual and know what needs to happen when,” he added.

Leaving a brief status report on projects on your desk may help your co-workers see what needs to happen.

Reading over your list when you get back can help you jump back into the flow of work more quickly. It’s a good idea to take personal items or valuable equipment, such as your laptop, home with you.

Put parameters on messages

“If you must check e-mail or call in to work, set limits on how often and when you will be available,” Kurtz said. You want to limit intrusions that could spoil your activities or mood. Also make sure people are aware of differences in time zone.

“Use all the tools of Outlook Express to assist you,” Kurtz said. “You can have e-mails from particular people go to separate folders to help you read and prioritize them quickly.”

Make your absence clear

Update your voice mail message and activate your “out of the office” e-mail auto responder right before you leave the office. “State clearly when you will be returning to work and when you will be responding to messages. List a contact number for an assistant or co-worker who can handle issues in your place,” Kurtz said. This is a sure way to avoid misunderstandings from clients who might think they are being ignored when their message goes unanswered.

Allow time for re-entry

“If possible, block off the morning of your return on your calendar,” Kurtz said. “Instead of jumping right into meetings and appointments, give yourself time to catch up with your team and staff and time to listen to messages and read e-mails. You’ll have a better handle on what people need from you and can be more effective in the afternoon.”