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Photographer on vacation: how to plan a stress-free period out of the office

Bryan Caporicci, Professional wedding photographer and CEO/Founder of Sprout Studio About Bryan

One of the greatest freedoms being an entrepreneur allows for is the ability to be your own boss and create your own schedule. You may remember a time when vacation days were limited to what your work allowed, or when days off were chosen in order of seniority. But, as a photographer, you are on the top of the seniority list and you have the flexibility to do what you want and when you want.

Which presents challenges when trying to balance everything in life including finding time for leisure and vacation. Especially nowadays with technology making us accessible to one another practically 24/7.  Making it increasingly difficult to truly unplug and get away.

Since we all know that just because you are out of office doesn’t mean that the rest of the world comes to a standstill until you get back, and that can be very stressful for many of us. In order to enjoy your vacation and not feel stressed about it, you’ll need to do a bit of planning.

As much as you love to go away on vacation, you probably also know the stress of planning to be out of the office for an extended period of time.  You likely can also relate to the feeling of coming back from vacation, feeling behind and overwhelmed with work.

So today we are going to change that and help you achieve the goal of a stress free vacation. By giving you a step-by-step process to plan a stress-free period out of the office, that will allow you to:

  1. Leave for vacation feeling confident and comfortable.
  2. Be on vacation and truly be relaxed and at ease.
  3. Come back from vacation and not feel overwhelmed and behind.

The 5- Week Plan

The saying goes “failure to plan is a plan to fail”, and it's true, so a bit of organization can go a long way.

In order to have a relaxing vacation and not feel stressed about work or overwhelmed upon your return, the key is a 5-week plan, broken down as such:

  • The 3 weeks leading up to vacation
  • The week before vacation
  • The 2 days before vacation
  • The week of vacation
  • The 2 days upon returning from vacation

Other articles and blogs often give suggestions for entrepreneurs as to how to go on vacation. Many of them suggest going away in the “off” season, answering emails only once a day while away and screening your phone calls while out of the office. Personally, I don’t see that as a vacation, it just seems like a limited work-week. I believe that as entrepreneurs, we should be able to enjoy the freedom of a vacation whenever we want, and we should be able to do so while not worrying about work at all. This isn’t to say that you have to go completely unplugged (although you should try it), but instead the key here is that you have the choice.  This article is not about how you balance your time while on vacation, nor is it about when you should go on vacation. These choices are yours, and that ability to choose is the ultimate luxury of being an entrepreneur.

3 Weeks Before Vacation

You wouldn’t start planning your vacation the day before you leave, and so similarly, you should take time to plan your time out of the office so that you can ensure that you don’t get stressed, feel anxious or come back to a pile of work.

My suggestion is to start planning for you being out of the office 3 weeks before you actually leave. You can start by letting those you’re having ongoing discussions with know that you’ll be going away. Set the expectation as to what days you’ll be out of the office and when you’ll be back. Note: I suggest setting those “out” and “return” dates to be 2 days before you leave and 2 days after you return, respectively. More on that in a bit.

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Set hard cutoff dates for sessions and all the kinds of appointments you have. As you know, each session and appointment has its own set of tasks that need to be done afterwards, for example:

  • After a portrait sessions, you have to cull, edit, set up viewing appointments, etc
  • following a viewing appointment, you have to process the order, retouch the images, order the prints, etc.
  • After a meet-and-greet, you have to follow-up with the potential client.

The point here is to set your cutoff dates in such a way that you can get these associated tasks done before you leave. The goal is to leave for vacation without any outstanding work to be done.

Furthermore, my advice is to not book any appointments the week before your vacation that will potentially add more tasks to your list.  Give yourself that buffer week to get caught up and prepare for being away.

Week Before Vacation

The week before you leave for vacation is when you should exclusively focus to getting completely caught up. You want to get all projects, deliverables and tasks off your plate, which means either just getting them done or deferring them. Tasks for this week should include:

  • Order all outstanding prints and books.
  • Book any viewing/ordering appointments that haven’t been booked yet (for when you return).
  • Send all outstanding galleries to clients.
  • Arrange pick-ups for all packaged orders.
  • Complete any other tasks on your to-do list.

Sometimes we have ongoing tasks on our list that aren’t necessarily time-sensitive, such as “update website” or “look into XYZ new product”.  I suggest taking a careful look at your task list the week before you leave for vacation and prioritize your tasks based on how time sensitive the matters are. Deferring any tasks that aren’t time sensitive to be done when you get back.

It is important to remember the week before you leave is all about getting things off your plate. You’re in productivity mode now and your time is sensitive. This may mean you have to do the less enjoyable tasks that you have been procrastinating, but it's worth it if that means being able to enjoy a stress free vacation.

2 Days Before Vacation

The 2 days before you leave for vacation should be focused on getting last-minute things done and getting your office prepared for being away. Don't take any appointments at all during these 2 days.

Some tasks to do in those last 2 days include:

  • Empty your email inbox.
  • Return all phone messages.
  • Clean-up and tidy your office.
  • Make sure that your backup hard drives are completely up-to-date.
  • Bring a backup of your hard drives offsite.
  • Set up vacation email auto responder.
  • Change voicemail message to let clients know that you’re out-of-the-office.
  • Schedule social media messages.
  • Give your cell number or contact info while away only to a select few; those who really might need it.
  • Remind all “ongoing project” partners and current conversations that you’ll be away.

When it comes to out-of-office emails and voicemail messages I like to keep it simple, here’s what I might suggest:

Thanks for getting in touch.

We are currently out of the office on holidays, and will be returning 
on XYZ date. We’ll be getting back to all emails and phone calls 
as soon as we’re back.

Thanks for your patience.

Your Name

Similarly, here’s what I might suggest using as your voicemail message:

Thanks for calling the studio of (insert your Business Name). 
We are currently out of the office on holidays, and will be returning 
on XYZ date. We’ll be returning all phone messages as soon as 
we’re back. 

Thanks for your patience. Have a great day.

Week of Vacation

The whole point of being on vacation is to be on vacation! Enjoy your time; rest, relax and have fun! Be assured knowing that your work is completely caught up, and that you have a plan to tackle any outstanding tasks upon your return. You may want to consider going completely unplugged for an ultimate stress-free time away. I know this can be one of the hardest things to do now because of our cell phones and social media. But changing your notification settings can be a good step towards unplugging for some of those who can’t commit to fully unplugging from their devices during their time away.

2 Days After Vacation

Just like the 2 days before you left were reserved for getting caught up, my suggestion is to plan on having a couple of “catch-up” days when you get back as well. Don’t schedule any appointments or sessions during these days.  Just take your time to return all phone calls, emails and messages.

Making a Plan

Going on vacation doesn’t have to be a stressful event; it is intended to be the opposite, in fact. When you take the time to prepare and plan for being out of the office, you can “shut off” work and enjoy the much needed rest and relaxation that we all need from time to time.

#Work-life Balance


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