How to Prep Your Business for Vacation Mode Without Dropping the Ball

You know that frantic scramble before a vacation? The one where you’re tossing half your closet in a suitcase, answering three client emails on your phone, and yelling across the house for your kids to pack their own toothbrushes because you’re done? Yeah, that’s not the vibe we want heading into time off. (yes, really. lol)

Whether you’re sneaking away for the beach vacay you so deserve or you’re prepping for a week of holiday memory-making with your family, the truth is this: your business doesn’t have to fall apart while you step away.

Here’s how I prep my business for vacation mode so I can actually relax… and yes, you can steal this plan too.

Step 1: Start With Your Non-Negotiables

Think about what really needs to keep running while you’re away. For me, that’s usually client communication (at least a bare minimum), invoicing, and some time-sensitive client tasks. Everything else? It can wait.

Here’s the trick: instead of trying to do everything before you leave, figure out what can be paused. Your clients would rather have clear communication and realistic timelines than a frazzled you answering emails from an airport gate.

Step 2: Lean on Automation Like It’s Your BFF

Vacation is when all the little tools you pay for (or keep meaning to try) really prove their worth.

• Emails: Use Gmail or Outlook’s out-of-office settings. Write a short, warm message letting people know when you’ll be back and who to contact if something’s urgent.

• Scheduling: Tools like Google Booking Pages, Calendly or Acuity can block your calendar so no one books time with you while you’re away.

• Social Media: Batch and schedule posts in advance using Meta’s Business Suite, or Planoly.

This is not about being everywhere while you’re gone. It’s about keeping just enough presence so your business doesn’t look like it vanished into the holiday chaos.

Step 3: Delegate Where You Can

If you’ve got a VA, this is their moment to shine. Have them keep an eye on emails, reschedule appointments, or even just monitor that nothing urgent slips through.

No VA yet? That’s okay. Even asking a trusted team member or business friend to check in once during the week can give you peace of mind. Sometimes, it’s not about someone doing the work, it’s about knowing someone’s there if the unexpected happens.

Step 4: Prep Your Clients and Team Ahead of Time

Here’s what I’ve learned the hard way: don’t wait until the day before you leave to tell clients you’ll be out. A quick message one to two weeks ahead keeps expectations clear. Something like: "I’ll be out of the office from December 20–27. I’ll be wrapping up projects by the 18th and available again starting the 28th. If you have anything time-sensitive, please send it by the 15th."

It’s polite, it’s professional, and it stops those last-minute “oh, while you’re gone could you just…” requests.

Step 5: Set Your Own Boundaries

Here’s the hardest part: deciding if you’re going to peek at your inbox or not. For me, the answer changes depending on the trip. If I’m on a beach, absolutely not. If it’s the holidays at home with teenagers, yeah, I’ll probably check once a day because, let’s be honest, there’s probably at least one time each day that I’m taking a breather in my room anyway.

The key is to decide beforehand what you’re comfortable with so you’re not feeling guilty either way.

Step 6: Actually Step Away

This is the part that takes practice. Vacation mode isn’t just a tech setup, it’s a mindset. Your business can survive a few days or a week without you. In fact, it’s healthy. You’ll come back clearer, more creative, and probably more patient with your family (maybe).

So whether you’re packing sunscreen or stockings, give yourself permission to disconnect. You’ve earned it.

Your business doesn’t crumble when you take time off. It runs smoother because you planned for it. And every time you step away, you’re teaching your clients (and yourself) that boundaries are part of running a sustainable business. You’ll also come back refreshed, with a full mental bucket, full of creative energy.

If the thought of setting all this up feels overwhelming, here’s the good news: you don’t have to do it alone. You can hand me the reins for a VIP Day and I’ll set up your systems so you’re vacation-ready, or you can delegate the whole thing to a VA who’ll run it for you. Either way, you get to close your laptop with confidence and enjoy your time off.

Let's Get You Vacation Ready

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