The 10-Step Checklist to Prep for Epic, Truly Unplugged PTO

Unlimited PTO is one of the best corporate benefits out there. With summer approaching, “Are you taking any trips?” is the most frequently asked question amongst JDMers these days (and I  love to hear it). With employees in 13 states and counting, we’ve got a wealth of travel recommendations to share.

That said, like any kind of PTO, unlimited PTO requires responsible usage. I’m not necessarily talking about the quantity of PTO as much as planning to make sure your team is ready to handle things without you. Nailing the planning process will enable you to TRULY get offline to recharge and refresh and will keep your team humming at the same time. 

Here are my top 10 tips to make sure you have an epic vacation while your client accounts keep humming without you:

1. Figure Out Your Time Off Plan

First and foremost: figure out where you are going. Or maybe you aren’t going anywhere, which is cool too. Sometimes I like to take time off to organize my house, Marie Kondo-style – whatever brings you joy!

2. Research Your Team's Time Off Policies

Look at the employee handbook, SOPs, etc. to learn your company’s process for taking PTO responsibly. From requesting PTO to crafting a good “away” email message, the details matter. (Note: if your company doesn’t have a process, simply asking the question of where to find one will be a good reminder for your HR team to get one in place.) 

3. Make Sure Your Work is Covered

Come up with a preliminary game plan on how your work will be covered. Make a list of essential work tasks that can be done before your PTO, what needs to be covered (and who can cover it) during your PTO, and what can be done after.

4. Request Your Time Off

Check the schedule and put in your request. Make sure you put your request in with enough notice according to the company’s policies (see step 2).

5. Talk to Your Manager

Discuss your preliminary plan with your manager, address any concerns, and make a game plan to tackle any new concerns/ideas that come up during your meeting. 

6. Spell Out What Needs to Be Covered - and How

Finalize details of your work coverage. 

7. Go Over Your Coverage Plan with Your Team

Reach out to team members who are covering your work and go over the plan with them. Make sure to prep and make it as easy as possible for your team members to cover your work. It’s better to be over-prepared and over-communicate. Link SOPs, create Loom videos, set reminders, etc. 

8. Notify Your Clients & External Teammates

Notify any clients, vendors, or external stakeholders who need to know about your planned time off. (Ideally, this would be done about a week in advance.) You may need to introduce them to the person covering your duties and/or let them know who to contact in your absence. 

9. Confirm Your Time Off Plan with your Manager

A couple of days before you take off, check in with your manager to run through your list of responsibilities one more time to make sure everything is accounted for. In that meeting, let your manager know how available you will or won’t be during your time off. (Note: I always recommend you unplug as much as possible. Doing this means your team will learn to be resourceful, and if things go smoothly, it’ll be a great reassurance that you can breathe and concentrate on other things at times.) 

10. Sign Off!

Enjoy your time off!

Now if you’ll excuse me, I have some of my own travels to plan! Follow Jordan Digital Marketing on LinkedIn for more agency insights!