Preparing Your Business for Time Away: A Strategic Guide

Running your own business is a beautiful, fulfilling, and sometimes all-consuming endeavour. As an Entrepreneur, you probably love working in your business and working on your business, because I most certainly do. But what happens when you need to step away? Whether it’s for a well-earned holiday, unexpected life events, or (as in my case) surgery, having a solid plan in place ensures your business doesn’t grind to a halt in your absence.

The key? Preparation. And not just for your business, but, I would argue more importantly, for your mindset, too.

Let’s talk about how to make your time away as not just stress-free, but as immersive and enjoyable for you as possible while keeping everything running smoothly.

Why Business Owners Struggle to Step Away

For many business owners, the idea of taking time off triggers stress and resistance. Thoughts like “What if my clients need me?” or “What if everything falls apart?” can make stepping back feel impossible. But the truth is if your business cannot function without you for a short period, it’s not a business, it’s a high-stakes job. Ask yourself why you started your business. I am pretty sure it wasn't to spend more time working or doing the parts of your business that you really, truly hate doing.

We need to shift that mindset and put systems in place that allow your business to operate whether you’re at your desk or on a beach sipping cocktails (or, in my case, recovering from surgery).

Step 1: Audit Your Business for Weak Spots

Before you set any plans in motion, assess where your business might be most vulnerable without you. Ask yourself:

- What are the key daily, weekly, and monthly tasks that keep things running?

- Which processes require my direct input, and which can be automated or delegated?

- Where are the biggest risks if I’m unavailable?

Once you’ve identified the gaps, you can create a plan to bridge them.

Step 2: Automate Where Possible

Automation is your best friend when it comes to stepping away from your business. Or even to allow to focus on the areas you really want to.

Some key areas to focus on include:

- Email responses – Set up auto-responders that let people know when you’ll be back and who they can contact in the meantime.

- Social media – Schedule posts in advance using tools built in to the platforms themselves or many of the scheduler app's you can get or Meta’s scheduling platform.

- Payments & invoices – Automate client invoices and follow-ups so cash flow doesn’t suffer.

- Calendar booking & links – If you rely on discovery calls or consultations, consider a scheduling tool that allows people to book in for when you return. This can be set for different types of appointments, and days/times so that people can book with you at anytime, from anywhere and you only need to be available for the appointment.

- Lead generation – All freebies/lead magnets, signing up for newsletters, buying your low ticket offers, buying your products, and joining your community, can all still be happening when you are not at your desk. Make sure it is visible and easy for your customers or clients to do so.

Step 3: Delegate Like a Boss

If you have a team, now is the time to empower them to step up. Even if you’re a solopreneur, you might consider hiring a VA or freelancer to cover the essentials.

Key tasks you can delegate include:

- Customer inquiries – A simple FAQ document can help an assistant or VA handle the most common questions.

- Client support – If you offer services, ensure there’s someone to manage client expectations in your absence or have clear communication with your clients about the deliverability or expectations for when you are not present in the business.

- Order fulfillment – If you sell products, ensure logistics are in place for smooth delivery. And make sure any customer service or enquiry email/lines are fully communicated when they can expect replies etc.

Step 4: Set Boundaries with Clients & Customers

One of the biggest stressors for business owners is the fear of disappointing clients. The solution? Clear communication.

- Let them know in advance – Inform clients of your time away at least two weeks ahead, giving them time to ask questions.

- Manage expectations – If urgent support won’t be available, be honest about it and offer alternatives.

- Create an emergency plan – If something must be escalated, establish how clients should handle it and who they can contact.

All of these boundaries and expectations should be handled from the very beginning of the customer/client relationship. When set up correctly in the first instance, and honoured by your business the bond between business and client/customer will be strong and respectful and will stand the business in much better stead for you to step away.

Step 5: Prepare Your Mindset for the Break

Even with the best systems in place, many entrepreneurs struggle to fully unplug. To truly make the most of your time away, try these mindset shifts:

- Trust your systems – If you’ve done the work, your business will be fine. Constantly checking in only undermines the confidence you’ve built.

- Give yourself permission to rest – Taking time away isn’t a luxury; it’s essential for long-term success.

- Reframe the fear – Instead of worrying about what might go wrong, focus on what will go right when you return refreshed and recharged.

- Enjoy the Space for New Thinking - when we give ourselves room for thinking, creating and being away from our business, it is in this space that so often our next big idea comes. Embrace and Enjoy it!

Step 6: Have a Reentry Plan

Many business owners plan for time off but forget to think about their return. Coming back to an overwhelming inbox or a mountain of tasks can undo all the benefits of stepping away. Here’s how to avoid that:

- Schedule a buffer day – Instead of jumping straight into meetings and deadlines, give yourself a catch-up day to ease back in.

- Prioritise tasks – Start with the most urgent and important, and don’t pressure yourself to do everything at once.

- Review what worked – Take note of any issues that arose so you can improve your systems for next time.

My Personal Experience with Reboundability

In last week’s post, we talked about failure and how resilience is the key to success. I like to call it reboundability - the ability to recover, adapt, and come back even stronger.

Stepping away from your business, whether for planned or unexpected reasons, is a test of that same resilience. It’s about knowing that things may not go perfectly, but they don’t need to. Your job is to prepare as best as you can, trust the process, and allow yourself the space to recharge.

Final Thoughts: The Power of Letting Go

Taking time away from your business isn’t just about logistics, it’s about proving to yourself that you can. It’s a chance to test your systems, empower others, and remind yourself that your business should work for you, not the other way around.

So here’s your challenge: take a hard look at your business and start putting your contingency plan in place now, even if you don’t have an upcoming break planned. Because when the time comes, you’ll be glad you did.

And if you need a structured way to start thinking about business strategy as a whole - including planning for time away - don’t forget to check out the 21-Day Strategy Sprint. Let’s build businesses that don’t just survive without us, they thrive.

Until next time, keep taking bold action and doing the joy work!