Ever notice how being “out of office” doesn’t really feel "out" anymore? You might be at a conference, supposed to be focused on learning and networking, but your phone keeps lighting up. Or you finally take a vacation - and end up spending more time in your inbox than actually being "out."

For most managers, being away from work can feel like you’re suddenly doing two jobs - whatever you're supposed to be doing where you are, and your regular job on top of it. But it doesn’t have to be that way.

In today's video (and in the tips below), I explain how, with the right preparation, you can actually step away without worrying that everything’s falling apart - and give your team a chance to step up too.

Why a “While I’m Out” Guide Matters

A few months ago, I was leading a leadership training session for a company that had gathered all their managers from all around the US. At the end of the first day, I asked, “How many of you have gotten messages from your teams while you’ve been here?”

Nearly every hand went up - except one.

This manager said, “I made sure that wouldn’t happen by prepping my team in advance.” This manager explained that, before he left, he created a simple guide for his team that covered what needed to happen while he was gone, who to reach out to and what could wait. He also asked his team what they might normally come to him for and worked with them to decide who else could help or how they could handle it.

That one step changed everything. His team ran smoothly, he actually got to focus on the conference, and he realized that the guide he created for the conference was helpful at other times, too. 

Because that kind of guide isn’t just for conferences. It’s for any time you need to step away - whether you’re taking time off, in back-to-back meetings or just trying to stop doing it all yourself.

- Creating and sharing clear expectations:

- Reduces constant interruptions and stress for you

- Empowers your team to make decisions

- Helps everyone see where things might be unclear or overly dependent on one person 

- Builds long-term trust and independence across your team

Once other managers learned about this guide, they asked for a copy. And that guide is now a go-to document for everyone in their company to create (not just managers). If you’re a leader or part of HR, encouraging this practice across your organization can have a ripple effect. It keeps work moving, supports development and reinforces accountability - without managers having to be available 24/7.

When to Start the Guide

The best time to create your “While I’m Out” guide is long before you’re planning to be out. It’s much easier to think clearly about what needs coverage when you’re not already packing a suitcase or heading into a conference week.

But if you do have time off or a big event coming up, set a calendar reminder for yourself about a week before. Use that time to talk with your team about what’s coming up and start putting your guide together.

One of the most important parts of having coverage while you’re out is simply letting your team know you’ll be out (it's amazing how many managers forget that part - but now you won't!). Give them a heads-up so they can plan ahead and you can identify any potential gaps together.

When you do that, ask your team:

“What are things you might need from me while I’m out—so we can either handle them before I go, plan for after I’m back, or decide what to do if they come up during that time?”

That one question can uncover a lot of assumptions, help you avoid last-minute "got a minute?" urgent requests, and give your team a sense of security while you’re away.

How to Create Your “While I’m Out” Guide

You don’t need fancy software or a template. A shared Google Doc or simple document works perfectly. The key is structure and clarity.

Here’s a format you can use:

1. Quick Overview

Start with when you’ll be out and how you’ll be available (if at all). For example:

“I’ll be at the Leadership Conference this week and checking email once each afternoon. Please reach out to [backup contact] if something urgent comes up.”

2. Key Responsibilities and Contacts

List what needs to get done and who’s handling each task. For example:

3. What Can Wait

Outline specific things that can pause until you return - and make sure you have time to meet with them once you're back. It helps your team prioritize and prevents unnecessary stress.

4. Decision Guidelines

Explain what kinds of decisions your team can make on their own. Example:

“If it’s a routine approval or within budget, go ahead and move forward. If it’s something that changes a client agreement or timeline, wait until I’m back.”

5. Resources

Include links to anything your team might need:

- Organization, team or project FAQs

- Acronym or terminology guides

- Process checklists

- Key contacts across departments

6. Encourage Feedback

Ask your team what’s missing. They’ll often point out things things you hadn't thought of, including what hasn't been clear to them - and that’s valuable for improving both your guide and your team’s autonomy.

A Bonus Benefit: It Builds Capability

Writing things down doesn’t just make it easier for you to be away - it’s one of the best ways to build your team’s capability and confidence.

When people know who to go to, how to handle common issues and what’s expected, they start solving problems on their own. That independence helps them grow, and it makes your team more resilient when unexpected changes happen.

It’s also an equalizer: new hires can refer to these guides, experienced employees can add to them, and everyone benefits from shared knowledge that used to only live in someone’s head or inbox.

Key Takeaways

1. Plan early. The best time to write your guide is before you need it—but set a reminder a week before any planned time away.

2. Communicate your plans. Let your team know you’ll be out and talk through what they’ll need.

3. Clarify decisions. Help your team know where they can take action confidently.

4. Document and share. Use a shared space so others can access and improve it.

5. Make it a habit. Encourage your team to create their own guides - it’s contagious (in the most HR-approved way).

When you prepare your team, you can actually disconnect and be where you are - whether that’s at a conference, on vacation or just having a focused day to think.

When you get back, you’ll probably find your team’s been running things - and growing - just fine without you. And if reading that makes you a little nervous, our Manager 101 course breaks down why that’s (shockingly) a great thing for your career.

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