Beyond the burnout: master the art of the handover

You’ve just landed back from paradise, sun-kissed and relaxed. But before you can even unpack, the emails start to pour in and that holiday feeling begins to dissolve almost immediately. That’s the painful reality of a poorly planned holiday handover.

We have an ethos at The Team that when you’re on holiday, you’re on holiday.  That means total switch off to refresh and have quality time away.  This is important not only for mental health, but research tells us that employees who take regular time to relax are less likely to experience burnout, something which we have touched on in a previous blog.

However, picturing yourself unwinding while a colleague takes on your responsibilities can stir a wave of guilt. “Guilty Vacation Syndrome” is widespread: A Perkbox survey found that 66% of working Brits have experienced “Guilty Vacation Syndrome,” defined as “the nagging urge to cancel or delay a vacation due to guilt.”

This is precisely why a holiday handover shouldn’t feel like another mountain to climb before you can finally relax. Instead, it should be a smooth, stress-free process built on a strong, trusted support system. When your colleagues are fully up to speed, you get the ultimate reassurance: the ability to truly switch off, knowing work isn’t lingering in your mind and there isn’t the guilt that you are leaving projects for others to complete.

So, what’s the playbook for a brilliant holiday handover? Here are our top tips for delivering peace of mind to everyone:

1. Plan like a pro

That same energy you put into booking flights and packing swimsuits should extend to your handover. While it might seem obvious, pre-planning is the bedrock of a stress-free break. This isn’t just about being organised; it’s about setting yourself—and your team—up for success. Here’s a simple checklist to get you started:

• Audit Your Workload: Get every single job, project, and loose end onto one master list. No detail is too small!
• Schedule a Handover Meeting: Don’t leave this to chance. Get a dedicated meeting in the diary, ideally a couple of days before you handover. This ensures you have focused time to walk through everything.
• Give Plenty of Notice: Inform clients and colleagues you regularly work with about your upcoming absence. Clearly state your departure and return dates, and, crucially, who will be covering for you. This proactive communication provides clarity and the opportunity to ask questions before you switch your out of office on.

2. Prioritise, prioritise, prioritise

Once you have compiled your workload, it’s time to think strategic. The key here is ruthless prioritisation. What absolutely must be done before you go? What can realistically wait until you return?

But here’s the critical part: don’t just think about your own plate. Consider your teammates’ existing workloads. Can they genuinely manage the additional tasks you’re offloading? Be honest and realistic when prioritising, focusing on the truly urgent and essential tasks. Collaborate with your team / colleagues to identify any pressure points and distribute work evenly as possible.

3. Standardise your format

Trying to quickly grasp information from handover notes that vary wildly in format from each team member can be a real challenge. That’s why creating a consistent handover format is critical. We’ve found that having a standardised model for handovers saves time and prevents vital information from slipping through the cracks.

When every team member knows exactly what information to share and how to present it, the process becomes intuitive. This consistency ensures project teams have everything they need to keep things moving smoothly. A common, highly effective format to follow is Job; Context; Actions; Priority. Even if no immediate actions are required, including the context means your colleagues can quickly get up to speed if something crops up while you’re away.

4. Our team secret: The buddy system

Within our project management team, we’ve discovered a powerful tool for seamless transitions: the buddy system. Our Programme Director, Elena Mosley says: ‘This ensures no team member feels alone, providing a trusted, built-in support network during those inevitable delivery pressure points.’

The buddy system becomes even more vital when preparing for holidays. Buddies are already looped into ongoing communications, which makes the handover process incredibly smooth. They’re up to speed with all developments, and clients naturally know exactly who to contact for support while their main point of contact is enjoying their time off. It’s about shared knowledge and mutual support.

5. Embrace the team trust

It’s natural to feel a bit of guilt or worry when handing over your responsibilities, but here’s a crucial truth: you’re part of a team, and delivery never stops. Letting go is essential for your well-being and for the team’s efficiency. By trusting your colleagues to cover for you, you’re not just freeing yourself from stress; you’re reinforcing the collaborative spirit that makes your team strong. This shared responsibility ensures that everything is covered, allowing you to truly switch off and enjoy your well-deserved break.

6. Master your return

You’re refreshed, recharged, and ready to dive back in. But instead of being immediately drowned in a tsunami of emails, we encourage time to digest and settle back in as well as a “welcome back” session. This simple, habitual practice eases the anxiety of that inbox overload and prevents the holiday feeling from vanishing in a flash!

This isn’t just about catching up on your amazing holiday adventures (though that’s a bonus!). It’s dedicated time to bring you back up to speed on project developments, discuss any urgent issues that arose, and gently onboard you back into the flow. Knowing there’s a friendly welcome and enough time to talk through the handover makes your return to work as simple and effective as possible, helping that post-holiday glow last a little longer.

So, are you ready for your next holiday?

Your next holiday awaits, but true rejuvenation begins long before you pack your bags. It starts with the commitment to a holiday handover that prioritises total switch-off—free from the lingering dread of a post-vacation workload or the burden of guilt for your team. This isn’t just about individual breaks; it’s about fostering a team culture where trust in one another ensures continuous delivery and collective well-being. By implementing these tips, you’re not just preparing for a holiday; you’re investing in a healthier, more productive, and less stressful work-life balance for everyone. Embrace the power of a brilliant handover, and enjoy your time off, truly.