Summertime has always been the time for kicking back, relaxing, and taking vacations. Post-pandemic, it seems like we've all leaned into that flexibility even more this time of year. But is it just us or does it feel like working during the summer has become quite... difficult? Between not having enough staff and more relaxed rules around working in the office, it can be challenging to keep the wheels going on your projects this time of year. So, we're proposing solutions to common challenges to help anyone trying to navigate tough summertime workplace annoyances.
Problem 1: Everyone’s Off at the Same Time
Back in the day, no one on the same team could take the same days off because we were all working in the office. In most workplaces, that rule is virtually nonexistent, thanks, at least in part, to what some people might call too much flexibility. We’re not saying it’s impossible to work this way, but it does make stressful situations and tight deadlines worse.
Solution: Create a Team Vacation Calendar
You can do this in a few ways, but the general rule is that everyone on the team should be able to view who is away and when. First, create a collaborative calendar, either in Google or in your chosen project management software. Second, make sure deadlines are also visible in this calendar so everyone has a clear understanding of expectations. Then, have your manager approve and add vacations to this calendar. Finally, if you are the manager, use your best discernment in approving or not approving vacations—only you know what your team can handle. If you're not going to approve a vacation, make sure you do that ASAP so you don't create logistical nightmares for your team. Offer valid reasons and alternative dates or workarounds for any vacations that are not approved. Bottom line: everyone should be informed and able to take their vacations, just not all at the same time. If there are conflicts, talk to one another and come up with compromises to ensure everyone gets their paid time off.
Problem 2: People going MIA during the workday
Maybe you take a long lunch, enjoying the beautiful weather in the park. Or a few of us leave early for a long weekend. Someone else comes in late because we don’t have meetings until the afternoon. Summertime entices us to take more time for ourselves and prioritize self-care, but at the same time, we may not realize how much others are counting on us.
Solution: Establish New Rules with the Whole Team
When rules get lax, it’s time to get clear and establish boundaries and what's appropriate. Managers need to evaluate what each team member needs (personally and professionally), analyze collective pain points, and recall the company’s expectations for the team. It helps to talk to your team to see why there are periods of absence and where you can get flexible with work hours or work-from-home arrangements (if at all). Once you outline new rules, have a dialogue with your team in a formal meeting. Establish what’s expected and come to an agreement to adhere to the new rules. New rules may include making sure everyone can send and receive direct messages, like through Slack, during the hours of 10 am and 5 pm. Or maybe it’s as simple as sending emails well in advance to let team members know when you’ll be OOO, even if it’s just a few hours. For more communication advice, check out this recent blog.
Problem 3: Workflow is Getting Disrupted
Maybe the vacations aren’t overlapping or everyone is physically available to work… but there's still a disruption in productivity. Sometimes, we end up mentally checking out or losing important work in the shuffle between time off. It happens! But it’s not a great look for your team, especially when working with external clients.
Solution:
Strengthen your project management strategy by adding additional buffers for time and sending more frequent alerts on deadlines. Individual team members can work to get ahead of schedule so that there is extra reassurance for collaborators and team members that all work is done and to spec. Make sure you don’t leave important emails on read and respond quickly. Build in a little time, daily or weekly, to check each other's work and offer feedback more often than usual. Seeking feedback doesn’t need to be another meeting, either! It can be just as simple as asking through email and providing an appropriate window for a response before your deadline. Again, it all comes down to improving communication.
TLDR; Yes, the summer season might mean a little more flexibility in the post-pandemic world. But deadlines will still arise and there will be times that we need to strengthen communication during this season. Without improved and frequent two-way communication, projects and important information get lost and teams experience increased stress and frustration. In short, it’s not about working harder, but smarter, together.
If you’re looking for new, talented people to add to your team or perhaps you’re looking to work for a great company, we can help!
