There is something magical about the summer season. It’s a time to embrace life’s simple pleasures. The summer sun calls us outdoors. Whether it’s a pool day, kids frolicking across the neighborhood, an evening conversation on the porch swing or a backyard barbecue, summertime brings us countless moments of joy.
The Unique Challenges of Summer Scheduling
The summer months also bring unique challenges to the office environment, particularly in account management positions. Shifting schedules, team member vacations and changing client needs could easily spell disaster. But solid planning and clear communication can ensure smooth sailing around everyone’s summer schedules. And everyone gets to enjoy their well-deserved summer season.
First Things First This Summer: Plan for Team Coverage
- Create a vacation calendar to make it easy to spot potential gaps in coverage.
- Assign a back-up contact for each client.
- Crosstrain team members for better out-of-office coverage on tasks.
- Document client contacts and project status/next steps for the team before leaving.
- Work ahead to minimize workload for others in your absence during vacations.
Communicate, Communicate, Communicate
- Share your team’s summer schedules with clients to keep everyone informed..
- Always set realistic project deadlines. And remember clients take vacations too. Manageable deadlines for everyone mean less stress and fewer errors.
- Set realistic expectations with clients surrounding response times.
- Send clients a project status document before your vacation so they know what’s going to happen while you’re gone.
- Set up an out-of-office message with emergency contact information.
Ensuring a Smooth Summer Transition
- Schedule internal client meetings before vacation to make sure everyone’s on the same page.
- Create detailed project handoff documents for your team.
- Establish procedures for urgent client needs. (e.g., when to contact vacationing team members)
Remember to prioritize team member wellbeing. Encourage true disconnection for your team members during their vacations to prevent burnout.
With thoughtful planning and clear communication, summer doesn’t have to mean service interruption for anyone. You can maintain excellent client service while ensuring your team enjoys some well-deserved R&R.
Happy Summer!