Summertime – and the planning isn’t easy
A summer that runs smoothly? That takes some smart planning. And that planning really should start well before the holiday season kicks in. Want to keep projects, processes, and deadlines running smoothly at work — with as little stress and frustration as possible? Then take a look inside Stepstone’s cooler full of refreshing summer hacks.
Hack 1: Bring order to the summer chaos
Overflowing inboxes, jam-packed filing cabinets, a Google Drive that makes you lose your own drive, fridges overtaken by mold, meeting rooms tangled in cables, folder structures that give you migraines… Sound familiar?
There’s a fix: plan at least half a day of clean-up time for the entire team!
Whether it’s your digital or physical workspace, tidying up is essential before your team goes on holiday — for several reasons. It offers peace of mind during and after the break, shows goodwill toward your backup colleague, and creates space for new ideas and projects once the batteries are recharged.
Hack 2: Plan well in advance
Let’s be honest: this article comes a bit too late. Because a smart planner is a prepared planner. Even before approving vacations, analyze how much work will be left when the fewest colleagues are available. Expecting a workload peak during that time? Adjust your planning accordingly.
Can’t get people to shift their vacation? Then book freelancers, flexible workers, or temps in time. This avoids overtime, last-minute crisis meetings, and costly improvisations — because ad hoc solutions are always more expensive!
“For some roles, permanent coverage is crucial to keep our business running.
Think quality controllers, packaging coordinators…
That’s why we make sure not all experts take time off at once andensure at least one expert is always available.
Coordinating this well in advance is key!”
(Margaux Maeterlinck, Brand Product & Impact Lead at Edgard & Cooper)
Hack 3: Communicate before, during, and after vacation
Vacation schedules are often part of broader project or planning tools like Officient, Teamleader, Monday.com… But do you also have a clear vacation calendar for the whole team?
Apps like Flamingo, integrated with Slack, are great for requesting and approving leave. Once everyone has entered their plans, you can spot any gaps or overlaps. Before vacations start, it’s smart to go over the planning individually with each team member.
Are colleagues returning from holiday? Let them ease back in without diving straight into back-to-back meetings. Plan a ‘return-to-work’ catch-up meeting so everyone can update each other on project statuses and priorities — a big morale boost for the just-returned. For those staying behind, a weekly check-in is recommended.
“Well begun is half done. Start planning in time, keep a clear overview, and communicate clearly with your team.
Also check your freelancers’ availability early — that way, you always have a plan B ready.”(Jana Malfroid, freelance traffic & account manager)
Hack 4: Make sure there’s a good handover
Colleagues forwarding a massive email to their backup at the last minute — with no context or explanation? Not okay. Instead, provide your team with a checklist or template where each employee can fill in a handover report.
Let them list ongoing projects, mark urgent deadlines, clarify who replaces whom, and note what can wait until after the holidays.
As for timing? Not on the last day. The handover should happen at least one working day in advance so there’s time for clarifications, questions, or corrections.
“Nothing kills team spirit faster than sloppy handoversor being handed tasks with zero context or planning.
Ideally, we prepare and review handovers 1–2 weeks in advance,so there’s enough time to coordinate.”(Margaux Maeterlinck, Brand Product & Impact Lead at Edgard & Cooper
Hack 5: Let juniors take the lead
Are the experienced seniors out on vacation? Time to give juniors a chance. Let younger team members take on more responsibility. You can also bring in student workers or interns — a great experience for their CV.
It’s an opportunity for young people to discover their strengths and learn how to contribute meaningfully to the team. Plus, fresh eyes often bring new energy and ideas. Who knows — maybe you’ll even find your next full-time hire.
Hack 6: Help your team write a strong out-of-office reply
Last on the to-do list before shutting that laptop? Yep — that dreaded out-of-office. Most people rush through it. But that’s a missed opportunity!
Treat your OOO like a mini-brand statement or business card. Include helpful info, a link to your website or webshop, or a friendly, witty message. It can strengthen your customer relationships — or even offer a sneak peek at a new campaign or promotion.
Help your team with a few sample templates in your company’s tone of voice. Share them via email or your intranet. Done? Don’t forget to update Slack or Teams status and tweak your email signature too. Happy holidays!
Still have open roles this summer?
Text: Tine Sinnaeve
