End of year business checklist
Nov 29, 2022
While every business is unique in terms of managing the Christmas / New Year / summer period, here are some handy reminders that apply to many organisations:
Over the summer period it can be difficult to know who is on leave and who isn't as businesses becoming increasingly flexible around working hours. Create or update your digital team calendar so the whole team can better manage workflows and respond to customer needs.
We all know what it's like coming back to an inbox after being on leave. Try these tips to get ahead of the email backlog:
#1. Rather than having working colleagues or team members sending numerous emails to those on leave, set up debrief meetings for their return, to cover off all the questions and tasks quickly and efficiently.
#2. If emails are necessary, ask team members to apply rules to categorise them in the subject line using URGENT or IMPORTANT or NOT URGENT, for example. Create labels that are meaningful for your business.
#3. When returning from leave, block out sessions through the day to respond to emails, leaving time for other tasks.
#4. If you have to respond to emails while on leave, allocate specific time periods to do this and ensure team members know. Annual leave is key to helping you recharge for the year ahead.
Manage customer expectations by updating your Google Profile and website and put up appropriate signage including emergency contact details.
If you have weekly deliveries or services such as mail, groceries, office supplies, cleaning, property maintenance and security services, ensure alternative arrangements are made.
If you have less staff on site, take the opportunity to deep clean offices and service vehicles and equipment.
For every role in your business, you should have a back up team member - someone who can make decisions or provide information on your behalf. Ensure this information is circulated or updated so people can have uninterrupted leave without the business slowing or stopping.
Having robust, well-documented processes is part and parcel of running a profitable business. They enable the delivery of a consistent customer experience, minimise errors and waste, save time and reduce reliance on key team members when they are on leave. Make sure your documentation is up to date and the team know where and how to access it.
With increasing financial pressure, particularly at this time of year, it is important that team members understand any special requirements or information around leave and payroll. These include pay rates for working statutory days, being on call, pay days if they fall on a statutory day, any time sheeting details, leave entitlements and accruals. If you use payroll software or apps, it might be a good time to remind the team how to access their personal pay and leave information.
