A Guide to Planning for Your Client's Extended Out-of-Office

This blog was originally shared on July 29, 2024. With the relaunch of our website (www.curateimpact.co), we are reposting our blogs on the new website and on LInkedIn.

As we are deep into summer and the winter holidays will be approaching in the blink of an eye, it’s essential to prepare for your client's extended out-of-office period. Often such absences pose significant challenges for freelancers. However, with the right approach, they also offer an opportunity to demonstrate your skills and reliability. 

This blog will guide you through the essential steps to prepare for a client's extended out-of-office period. From initiating early communication and prioritizing tasks, to creating a detailed plan and preparing for the unexpected, these strategies will help you manage the situation smoothly. By following these steps, you can turn potential disruptions into opportunities for efficiency and strengthen your client relationship. Let’s dive into the best practices for navigating your client’s extended absence.

1. Initiate Early Communication
The moment you learn about your client’s upcoming extended leave, initiate a conversation to discuss the specifics. Understanding the exact dates, the duration of their absence, and their availability during this period is crucial. Ask about any critical clients, projects, and tasks that need attention during their absence and get a clear picture of their expectations.

Key Points to Cover:
- Dates of leave
- Clients, projects and tasks requiring attention
- Preferred modes of communication (if any)
- Designated point of contact 

2. Prioritize Clients, Projects, and Tasks
Once you have the details, prioritize the clients, projects, and tasks that need your attention while your client is away. Identify which ones are high-profile or time-sensitive and which ones can be deferred until their return. This helps in allocating resources and setting realistic expectations.

Steps to Follow:
- List current and prospective clients, as well as ongoing and upcoming projects and tasks
- Categorize them based on priority and/or deadlines
- Consider any items that would require client approval or input

3. Create a Detailed Plan
With a clear understanding of priorities, create a detailed plan. Outline all clients, projects, and tasks, who will be responsible, and the expectations for each. Share this plan with your client before they leave to ensure alignment and to make any necessary adjustments.

Components of the Plan:
- List all clients, projects, and tasks with the following details:
- Assign responsible team member(s)
- Call out any deadlines or milestones
- Create contingency plans

4. Schedule Regular Updates
Depending on your client’s role in the organization, they may find a sense of relief in receiving regular updates. These can be sent via email, project management tools, or other methods of communication. If your client doesn’t plan to check any communication platforms while they are out-of-office, this also serves as a way to get them back up to speed upon their return (more about this later!). 

Confirm: 
- Preferred method
- Cadence 
- Structure

5. Prepare for the Unexpected
Despite thorough planning, unexpected issues can (and most likely will) arise. Prepare for potential problems by having contingency plans in place. Identify possible risks and outline steps to mitigate them. This proactive approach can save time and reduce stress during the client’s absence.

Contingency Planning:
- Risk assessment
- Backup plans for critical tasks
- Clear protocols for urgent decision-making

6. Re-entry Plan
To set your client up for success upon their return, have a re-entry plan in place. Ensure they have adequate time to get back up to speed before they resume their typical day-to-day work. On their first day back, you’ll want to have a digest at the top of their favorite communication tool, or have a re-entry meeting scheduled to highlight action items in order of priority and provide high-level updates. 

Consider:
- How much time is needed to get back up to speed
- Preferred method of receiving action items and updates
- Structure of digest or meeting

7. Follow-up and Refine
Schedule time with your client to debrief. Discuss what worked well, any issues that arose, how they were handled, and gather feedback on the overall process. This follow-up helps in refining your approach for future extended absences.

Follow-Up Checklist:
- Review what went well
- Discuss any issues and solutions
- Gather client feedback
- Refine your process

Conclusion

Successfully managing a client's extended out-of-office period requires careful planning and proactive measures. By initiating early communication, prioritizing clients, projects, and tasks, and creating a detailed plan, you lay a solid foundation for continuity and success. Regular updates and a re-entry plan ensure your client remains informed and can seamlessly transition back to their routine.

Preparation for unexpected challenges and a thorough follow-up to refine your process further enhance your ability to handle such situations. This comprehensive approach not only maintains relationships, workflows, and timelines but also strengthens client relationships by demonstrating reliability and ownership.

By following this guide, you can turn potential disruptions into opportunities for growth and improvement, ensuring both you and your client can navigate extended absences with confidence and ease.

Meet the Author: Burgundee Horton specializes in remote executive support and is based in Chattanooga, TN. With six years of experience in the executive support space, Burgundee brings a wealth of expertise, proactive problem-solving, and unwavering dedication to her role.
Connect with Burgundee: Reach via LinkedIn