Maintaining communications whilst on vacation

A number of people will be going on holiday soon; certainly in Hertfordshire there is a mass exodus when the school term finishes this week. As I have mentioned before on this blog, it is important to maintain contact with clients - or at least to give them information WHY you have not responded to their email or call.

I recently had a meeting with a website design company and despite reassurances from them that a full report and suggestions would be sent to me within a week, I still haven't heard from them 5 weeks later. My thoughts are that they are not interested in my business; perhaps they are too busy or that they dismissed my approach. Whatever the reason, they have been crossed off my list of prospective website developers....

When we are on vacation, we aren't going to tell everyone where we are, BUT we need to ensure there is a response to an enquiry or communication from an existing or prospective client - and colleagues. Otherwise they will think as I did, that 'you don't care about my business'.

Here are my tips for maintaining communications whilst you are away.

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  Update your email automated response; stating the dates you are out of the office and an alternative person to speak to (with their contact details) if the email is urgent.








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  Update your voice mail messages (particularly for a business mobile number) stating when you are out of the office and an alternative number and person to call.








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  Arrange for someone in your business to be responsible for all of your mail/telephone and email correspondence whilst you are away. If necessary pass on projects to them, but make sure you hand over properly with detailed information.








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  For existing clients, warn them when you are going to be away and who to speak to in your absence.








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  If you have had enquiries or there are outstanding proposals before you go away, let the clients and potential clients know beforehand and give them a date they should expect to receive this work.

And to finish: I have recently experienced a rather sobering situation where a musician 'disappeared' without trace for 10 days, just before a wedding. She hadn't contacted myself (the music management company); the other musicians she was performing with, or the client. The client was understandably very worried that she would not show up on the day and despite leaving emails, voice messages and text messages daily for a week, I had no response. Eventually it was decided to cancel her contract by email, text, voicemail and letter, and replace her with another musician.

At 7.45pm the evening before the lunch time wedding, she called asking why she'd received this letter. I explained that we had been trying to contact her unsuccessfully and that the client was extremely concerned she wasn't going to show up. She had not switched on her automated email; altered her voice mail; let people know she was away - or responded to her text messages. She was very surprised she had been sacked..... She had lost the confidence and trust of the clients. Just don't talk to me about Harpists....