Computerworld has an interesting article this morning regarding unplugging to unwind.  It was not surprising to read that although many in IT management recognize the need for a break, few actually take a break from work.

As virtual assistants, often working from home offices, summer can present challenges. We’re pulled to relax the pace, particularly if we have school-aged children at home who are now on a slower-paced schedule.  It’s tempting to go out and enjoy all that summer has to offer, and yet we have obligations to our clients and colleagues. Therefore, many virtual assistants may take their laptop outside, or respond to email while watching the kids at the pool.  

According to the 2008 Vacation Survey conducted by CareerBuilder.com, 37% of IT workers plan to contact the office while on vacation.  19% of IT workers indicated that their employer expected them to check in while on vacation.  On a more general note, the survey indicates that 1 in 4 workers will check in with the office while on vacation.

The best thing that you can do for yourself is to schedule time to take a break — and really give yourself that break.  The more rested and refreshed you are, the more assistance you will be to your clients and colleagues.  Here are a few tips for virtual assistants on creating that space for yourself:

1. Get a good team together.  Agree with colleagues to help share the work load for each other while on vacation.  Your clients want peace of mind that there will be a resource for them when you are out.  You’ll enjoy your break more knowing that the bases are covered in your absence.
2. If you can’t get away, create mini vacations for yourself.  I still have one school-aged child at home.   From Memorial Day to Labor Day, I close my office at noon on Fridays.  Yes, it’s only a few hours, but my son knows that this is time he can plan on having my undivided attention and we can do some fun activities.  A few of our favorites here in the Buckeye State — going to COSI in Columbus, visiting Ohio Caverns, hiking the Miami Fort Trail at Shawnee Lookout or the Gorge Trail at Sharon Woods, playing mini golf, catching an afternoon matinee, visiting the Krohn (particularly during the Butterfly Show) or taking a walk at VOA or Cottell Park.  
3. Communicate with your clients.  Remind your clients several times in advance of your absence, and let them know what to do if they need assistance, such as contacting your back up support team (see item #1).  Set an autoresponder, if you need to, on your email accounts.  Autoresponders should be used with care though, since they can generate more spam for you by affirming to spammers that your address is a valid one.  Gmail’s autoresponders are particularly handy, because they only send an autoresponse to those who are in your Google contacts.  Don’t forget to update your voice mail greetings with an announcement indicating when you will be out of the office and when you’ll return.
4. Ready, set…let go!  Let go and enjoy your time.  Put your Blackberry or iPhone in your bag.  Don’t answer your phone.  Resist the urge to check your mail. Turn off your computer.  Close your office door.  Be fully present in the moment at hand — your relaxation.  

Some cannot completely stay disconnected from the office or from a particularly busy client.  In those cases, strive to significantly reduce your connected time.  For example, tell a busy client you will be on vacation but will check email and voicemail once daily in the evening for any emergency questions.  Use filters in email to auto-sort what you absolutely must look at once a day.

It is also now possible, through a few phone services, to filter your phone calls as well. RingCentral.com is our digital service with amazing flexibility. We are able to create rules indicating how to respond to specific callers, and/or at a specific time or date range.

A big obstacle for many of us is breaking, even just temporarily, the email addiction so that we may enjoy our rest, whether it is just for a good night’s sleep or for a vacation. Time and again we hear the reminder to never check your email first thing in the morning or last thing in the evening.  

I’ve recently been reminded of that by a late night message that was sent to me.  As I was getting ready to go to sleep, I absent mindedly picked up my iPhone and checked mail one more time. What a mistake that was for me! That message kept my mind busy and awake in bed for a couple of hours. 

Keep this in mind:  The world will not end if you do not check late night email. Give yourself a break and get the rest you need by adopting a no email at bed time or first thing in the morning policy.

Many bloggers have weighed in on this topic:

Image “Simply Lemonade” by laffy4k on Flickr

About the author:  At Your Service Cincinnati principal Nora Rubinoff’s core virtual assistant services include social media management, WordPress support, online reputation management, project management, customer relationship management, customized e-mail marketing campaigns and productivity enhancement. Nora is a Mac and PC specialist. Nora is enthusiastic about architecting solutions that enable clients to make more out of their business day. Nora is a recipient of the Karen S. House Award for Regional Collaboration as well as the Women of Excellence Award, several state and local government proclamations and holds the IVAA EthicsCheck™ certification. Nora is a past board member for IVAA and serves on several community advisory boards. Read more from this author

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