You know the scene. Someone’s finally on vacation, sitting with family, and their phone buzzes. It’s a quick question from work. They answer it, then check their inbox “just in case,” and suddenly they’re half on the clock again.
The holidays should be a real break. Whether people can actually step away usually comes down to whether someone planned for the time they’re gone.
Why Truly Unplugging Matters
Time off only does its job if people actually get to rest. A day spent answering “quick questions” isn’t much of a break.
Researchers who study recovery from work call this psychological detachment: mentally stepping away from the job during time off. Studies led by psychologist Sabine Sonnentag have linked a lack of detachment to higher strain and burnout, and they’ve found that heavy workloads make it harder for people to switch off.
In other words, the busier the season, the more intentional you have to be about protecting time away. For many businesses, the holidays are exactly that kind of season.
Start the Conversation Early
Holiday requests have a way of piling up all at once. Asking for them in early November gives everyone time to plan and helps avoid a last-minute scramble.
A few things make the process smoother:
- Set a request deadline and share it clearly, so no one is left guessing.
- Explain how conflicts will be handled. Whether you go by first come, first served, rotate who gets prime dates each year or use another approach, telling people upfront keeps it fair and avoids hurt feelings.
- Put it on a shared calendar. When everyone can see who’s out and when, gaps become obvious early.
It also helps to remember that people celebrate different holidays, and some may value time off at other points in the season. Flexibility goes a long way.
Build a Coverage Plan That Holds Up
The goal is simple: when someone is out, the people covering for them have what they need, so no one has to reach out.
Decide what can wait. Not everything needs coverage. Look at what’s coming up and sort it into what has to happen while someone is out and what can sit until they’re back. Moving a few deadlines now saves a lot of stress later.
Name a backup for each person. Every employee taking time off should know exactly who’s handling their work. The backup should know, too, well before the last day.
Write a simple handoff. A one-page note covering open projects, key contacts, where files live and what to do if a common issue comes up can answer most questions before they’re asked.
Give the backup real authority. Coverage works best when the person stepping in can make decisions. If every question still has to go back to the person on vacation, the plan hasn’t really done its job.
Share it with the people who need it. Let clients, vendors and teammates know who to contact while someone is out. An out-of-office message that names the backup helps too.
Make It Clear That Off Means Off
Even with a great plan, people may feel pressure to check in unless someone tells them they don’t have to. Say it directly: “You’re covered. Enjoy your time off, and we’ll see you when you’re back.”
If there’s a genuine emergency that only one person can handle, agree ahead of time on what counts and how they’ll be reached, like a phone call reserved for true emergencies. That way, everyone else knows a casual message can wait.
Managers set the tone. If a manager sends emails from vacation, the team may assume they’re expected to respond. Leaders who truly step away, and say so, give everyone else permission to do the same.
Look out for the people covering. The holidays can be a heavy stretch for whoever is holding down the fort. Thank them, keep their workload realistic, and make sure they get their own turn to unplug.
A Better Return in January
A little planning now pays off well after the holidays. People who get a real break tend to come back with more energy, and the team avoids the post-vacation scramble of catching up on everything that piled up.
This season, try keeping it simple: a named backup for everyone and a clear message that off means off. Your team will notice the difference.