Everyone Deserves Time Off: Here’s How to Ensure Your PMs Are Prepared for It

“You’re the most offline person I know while on holiday.” This was a comment one of my coachees, a product director, heard from their manager. As we dove into the conversation, it became clear that this comment was not intended as a compliment. In fact, it was the manager’s not-so-subtle way of saying, “Maybe you should be a bit more available online during your time off.”

I’m a firm believer in the importance of taking time off. And if you’re in a leadership role, it’s your responsibility to encourage your folks to take holidays and to really disconnect during that time. It actually helps the system (the organization) to become more resilient. If you are not always on as a line manager, people need to figure things out on their own. And that’s a valuable skill for them to learn. 

We want people to be independent problem-solvers and not order-taking robots. Studies show that taking time off has long-lasting positive effects on employees’ productivity. My friend Kate Leto wrote a great piece on that.

But of course as a leader, you also have a responsibility to ensure everything is set up to run smoothly whenever one of your PMs (or any other direct report) takes time off. 

5 questions to ensure your direct report’s time out of office runs smoothly

That’s where this list of questions comes into play. These five questions will help ensure that your PM is leaving their team and their work in a good place. Whenever possible, ask these questions in your last 1:1 before their time off.  

1. Have you communicated your absence clearly and in a timely manner?
   Clear communication helps everyone adjust their expectations and plan accordingly. Make sure the person taking time off has informed not only their direct reports but any other relevant stakeholders about their leave.

2. Have you established a decision-making process during your absence?
   If your PM/direct report is usually involved in making decisions, it's important to identify who will make decisions in their absence and establish a process for that. 

3. Have you delegated responsibilities effectively?
   Before going on vacation, it's essential to ensure that all crucial responsibilities and tasks have been assigned to capable team members. Ask if there's a plan in place for delegation of duties and if necessary actions have been taken.

4. Is there a contingency plan in place for emergencies?
   While everyone hopes that no emergencies will occur while a team member is away, it's always best to be prepared. This plan could include who should be contacted first, how to reach the person if absolutely necessary, and which actions should be taken in various scenarios.

5. Have you set expectations about your availability during your time off?
   Ideally, your PM/direct report will be fully disconnected during their holiday. But there might be exceptions based on their specific role and your organization's culture. Ensure they have communicated clearly about their availability (if any) and how to reach them for urgent issues.

If you go through these questions every time one of your direct reports takes time off, they’ll likely learn to anticipate them and know their answers ahead of time. In fact, you could even forward them this post so they can begin thinking through their answers before your next 1:1. 

This post was inspired by a section in my newsletter. If you're looking for resources and inspiration to become a stronger product leader, make sure you don't miss the next issue. Sign up here.