The Visionary VA Podcast
Managing Team Holidays: Systems, Cover & Keeping Clients Happy
Published: 3 April 2025 at 05:00 Europe/London
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Episode notes
Holidays don’t have to derail your business. Whether it’s planned leave or a last-minute sick day, this episode is your blueprint for staying calm, confident and in control when your team isn’t at full capacity.
“Managing team holidays and absences isn’t just about keeping things running smoothly – it’s about building a business that isn’t fully dependent on any one person.”
In this episode of the Visionary VA Podcast, we’re exploring the reality of managing team holidays and unexpected absences without sacrificing client service or your sanity. From setting clear guidelines to handling sick days, this is your guide for making sure your business doesn’t grind to a halt just because someone’s off.
If you’ve been feeling like you’re firefighting every time someone’s off, it’s time to get proactive, put systems in place, and start managing absences with ease. Whether you’re running a growing VA team or thinking about scaling, this episode will help you navigate the juggle and keep your clients happy.
Key Takeaways:
- Even if your team are associates, you still need a system. Define holiday notice periods, blackout dates and overlap limits to remove uncertainty and keep cover consistent.
- Use a centralised holiday calendar to track availability, spot gaps early and make sure client needs are reviewed as soon as leave is requested. A little upfront planning saves a lot of future stress.
- Clients don’t mind holidays but they do mind surprises. Keep them in the loop, offer flexible cover options and make sure expectations are clear well in advance. Always have a plan, and ideally a familiar face to step in.
Start today by putting one simple holiday process in place - whether that’s setting up a shared calendar or drafting a basic SOP. Hope for the best, but plan for the worst. Your future self (and your clients) will thank you.
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