Planning for the big escape

Planning for the summer season can be fraught for owners and managers of small businesses; with this in mind, leading business finance provider, Bibby Financial Services has developed advisory tips on how entrepreneurs should plan adequately for their summer holidays and make the most of their break in the sunshine - without compromising their business.

The holiday season is now upon us and for many small business owners and managers, the lead-up to summer holidays can be a period of heightened pressure and stress.

In fact, a recent survey* found that the top business worry for 24% of business owners planning a summer holiday is that an important customer will not receive the appropriate service in their absence, followed by concerns over who will manage their business while they are away (18 per cent); staff judgement calls (15 per cent); equipment or operational breakdowns (12 per
cent) and the security of their office or facilities (8 per cent).

According to David Robertson, Chief Executive of Bibby Financial Services, the importance of taking time off from the everyday pressures of running your own business cannot be underestimated. He says, ìSometimes the hardest part of running a small firm is knowing when it is okay to take a break. For many entrepreneurs, itís hard to separate where work stops and life begins. The irony is that holidays are actually good for business. A well-planned break is a long-term investment in the success of a business by helping owners and managers re-charge their batteries. However, as with most business investments, taking a holiday will only work if the time has been taken to think them through and plan accordingly.î

Bibby Financial Services has developed the following steps to help owners and managers stop worrying about their summer holiday and start packing:

X marks the spot - put your holiday start date on the calendar and take
steps now to prepare for it, just as you would any other work project. Make a list of things that need to be achieved before you depart, in priority order, to ensure that you have ticked the boxes before you go so you can leave with a clear conscience.

Plan smarter - if your business is at its busiest during the summer months
and you just canít justify a break at this time, schedule your holiday for when your business is at itís quietest.

Spruce up your finances - pay important bills now, the last thing you want
to do is come back to a pile of final demands. As the temperatures heat up on your holiday, donít let your cash flow dry up. Make sure you send out invoices early to ensure that your cash keeps flowing whilst you are away.

De-tox your desk - have a tidy up of your desk and clear the clutter from
your office before you leave. Thereís nothing like returning to a fresh office after a holiday.

Advance warning - let your customers, suppliers and other key people know
that you will be out of the country on holiday at least three weeks in advance.

Delegate responsibility - for the duration of your holiday, empower
someone you can depend upon to check your email and voicemail and open the post in your absence. This will ensure that you can ease yourself back into work on your return.

Point of contact - appoint someone trustworthy, and leave your whereabouts
and instructions on how you can be reached in case of an emergency.

Let technology do the talking - if you just canít break away completely
from the office, get your calls forwarded to your mobile and check up on your voicemail once a day. Some online services enable you to receive faxes to your email account - all you need is your laptop and an Internet connection.

Seasonal cover - if you have staff working for you, the chances are that
they will want to take time off during the summer months. Consider taking on temporary staff to fill the gap and ensure that your business is uninterrupted. A cost effective way to increase cover is to take on a work placement college or university student who can not only fill the staff gap but can provide quality ideas and spot new opportunities.

Exit strategy - before you go, make sure that everything is in order. Try
to ensure that you do not have any important meetings the week before you go on holiday or the week that you get back - this will only add to your stress. If you have staff, ensure that they know exactly what is expected of them during your absence.

Security matters - if you are leaving your premises unattended, donít
announce to the world that you are going to be away on holiday. Leave a simple message on your answering machine asking callers to leave a message and take precautions to secure your premises. Ensure that you store important documents and save vital information to disc and put it in a safety deposit box.

Plan your return - draw up a list of tasks to tackle upon your return when
priorities are fresh in your mind. That way you wonít be thinking about it throughout your holiday.

Enjoy your holiday - try to relax and get the most out of your break.
Thereís nothing like a mobile phone or a laptop to spoil a good holiday and create family tensions, so try to leave your business at home if you can. Give yourself a chance to recharge those batteries so that you return to work refreshed, invigorated and ready for the next challenge!

David Robertson concludes, ìTruly successful people take holidays because they understand the importance of being able to give 110% when they are working. Small business owners and managers just cannot afford to be worn out, jaded or irritable with clients because they badly need a break from work.

ìWith proper planning, owners and managers can not only survive the summer season but can take the time to have a proper holiday themselves away from the daily grind. Providing any leave is planned and properly managed, there is no reason why busy entrepreneurs canít take a well-deserved break with minimal disruption to their business.î