'Countdown to Christmas'
Leaving Your Job or Project in Good Shape Before the Holiday Break
It’s Friday the 13th of December and the holiday season approaches, so many of us count down the days until we can switch off our emails, step away from our desks, and immerse ourselves in festive cheer. However, the reality for business managers is that the final working week before the holiday break can feel like a whirlwind of unfinished tasks, last-minute requests, and year-end pressures. The challenge is to leave your job or project in a good shape, ensuring a smooth return in January while enjoying a stress-free break.
If, like me, you have five working days left before the holiday shutdown, this simple guide will help you focus on what matters most. By prioritising, delegating, and communicating effectively, you can tie up loose ends and ensure that your team and projects are well-prepared for the new year. I will share some simple tips of practices that I find helpful.
Day 1: Prioritise Ruthlessly
The first day of your final week is about getting organised. Start by taking a step back and assessing your workload. Create a to-do list that categorises tasks into three levels:
Critical and time-sensitive: Tasks that absolutely must be completed before the break.
Important but not urgent: Tasks that can wait until January but should be planned or scheduled.
Non-essential: Items that can be delegated, postponed, or even discarded.
This exercise will help you focus your energy on what truly matters. Resist the temptation to multitask or spread yourself too thin. Instead, dedicate your time to completing high-priority tasks thoroughly.
💡 Tip
Use the “two-minute rule.” If a task can be done in under two minutes, do it immediately. This prevents small tasks from clogging up your to-do list.
Day 2: Communicate Clearly
Effective communication is critical when leaving your job or project in good shape. On your second day, focus on updating key stakeholders, team members, and clients about the status of your work.
Team updates: Hold a quick team meeting to discuss progress, deadlines, and priorities. Share your to-do list and highlight tasks that need attention before the break.
Stakeholder communication: Send clear and concise updates to stakeholders. Provide an overview of completed tasks, ongoing work, and what to expect during the holiday period.
Out-of-office preparation: Draft your out-of-office email, including alternative contacts for urgent matters and information on when you’ll be back. Keep it professional but friendly.
By setting expectations early, you reduce the risk of misunderstandings or last-minute surprises.
💡Tip
If you’re managing a project, create a “handover pack” with key information, such as progress updates, pending actions, and critical deadlines. This can be shared with colleagues or clients who may need to step in during your absence.
Day 3: Delegate Strategically
Delegation is not just about offloading work—it’s about empowering your team to take ownership and continue making progress while you’re away. Use your third day to identify tasks that can be delegated and assign them to capable team members.
Match tasks to skills: Assign responsibilities to team members based on their strengths and areas of expertise.
Provide clear instructions: Be specific about what needs to be done, the deadline, and any resources or support available.
Build accountability: Ensure that team members understand the importance of their role and encourage them to seek clarification if needed.
Delegation is also an opportunity to build trust and develop your team’s confidence. Just make sure you check in briefly before the break to address any concerns or questions.
💡Tip
Avoid micromanaging after delegation. Trust your team to deliver, and focus your own time on completing the critical tasks on your list.
Day 4: Focus on Finishing Strong
With just two days left, it’s time to focus on completing your highest-priority tasks. This day is all about execution.
Eliminate distractions: Turn off non-essential notifications and carve out blocks of uninterrupted time to concentrate on your work.
Address pending issues: Resolve any lingering challenges or questions that could cause delays while you’re away.
Prepare for contingencies: If certain tasks can’t be finished before the break, make sure you’ve planned for them to be tackled in January. Create a clear action plan and communicate it to the relevant people.
Remember, it’s better to finish a few tasks to a high standard than to leave multiple jobs half-done.
💡Tip
Keep a log of completed tasks and share it with your team or stakeholders. This ensures everyone knows what’s been achieved and helps create a sense of closure.
Day 5: Tie Up Loose Ends
Your final working day before the break is a time for reflection, final checks, and preparation. Use this day to ensure that everything is in place for a smooth transition into the holiday period.
Review your handovers: Double-check that all delegated tasks are understood and in progress.
Clear your inbox: Respond to any outstanding emails and organise your inbox so it’s easy to pick up where you left off in January.
Back up your work: Save important files, documents, and emails in a secure location to avoid any risks of data loss during the break.
Celebrate with your team: Take a moment to thank your team for their hard work and acknowledge their contributions. A small gesture, such as a team lunch or a festive coffee break, can boost morale and end the year on a positive note.
Finally, set your out-of-office email and power down your work devices. This symbolic act of “switching off” is an important step in mentally transitioning into your holiday break.
💡Tip
Write a brief note to yourself summarising where you left off, what’s next, and any key reminders for January. This will help you hit the ground running when you return.
Additional Considerations
While the five-day plan provides a structured approach, every workplace and project is unique. Here are some additional considerations to keep in mind:
Year-End Reporting: If your role involves financial or performance reporting, ensure that all data is accurate and submitted on time. Share any relevant documents with stakeholders in advance.
Compliance and Deadlines: Double-check that all compliance-related tasks are completed before the break, especially if your industry is regulated.
Plan for Key Activities During the Break: If there are activities that absolutely require your input, such as a critical decision or a go/no-go meeting, make a simple plan to address them. Agree with the relevant stakeholders on a specific time and method for the meeting (e.g., a brief video call or email decision). This ensures clarity and avoids disrupting your holiday unnecessarily.
Team Wellbeing: The holiday period can be stressful for some employees. Encourage your team to take a proper break and ensure that no one feels overburdened with work during your absence.
💡Tip
For projects, introduce a formal two-week project shutdown over the holiday season. This structured break ensures that work is planned, critical tasks are completed, and unnecessary activity is avoided while key personnel are unavailable (e.g. no chargeable hours for external parties, unless they have been expressly approved in advance). Communicate this shutdown period clearly to all stakeholders and third parties well in advance to align expectations and maintain project efficiency.
The Benefits of Leaving in Good Shape
Taking the time to leave your job or project in good shape has benefits beyond your immediate responsibilities. It demonstrates professionalism, builds trust, and strengthens your reputation as a reliable leader. It also allows you to fully enjoy your holiday break, knowing that you’ve done everything possible to prepare for a smooth transition.
When you return in January, you’ll be met with a clean slate, a clear plan, and a team that’s ready to hit the ground running. So, as you count down the final five days before the holiday break, focus on what truly matters, communicate effectively, and finish strong. You’ll thank yourself—and so will your team.
By following this approach, you can wrap up your year with confidence and enjoy the festive season with peace of mind.