Let’s be honest. Taking time off can be more stressful than just staying at your desk.

Whether it’s a planned vacation or an unexpected day off, handing off your work can feel like a mini logistical crisis. Will clients still get what they need? Will your backup know where to find that document or that pending, rush order? Will you return to a mountain of catch-up?

You’re not alone in this.

After years in this industry, I’ve learned a few things (often the hard way) about how to step away without everything falling apart. Here are some tips that might make your next break, planned or not, a little smoother

1. Write Down the “Unwritten” Stuff

We all have little routines or client-specific quirks that only live in our heads. Take time to jot them down. Think of it as a cheat sheet for your backup. Even if it’s just a quick bullet list in a shared document, it can make a big difference.  Use your Abstract Platform (such as RDS) to store Client-specific requirements, that automatically appear on every order - no cheat sheet necessary.

2. Don’t Let the Inbox Be the Brain

If everything lives in your email, stepping away becomes nearly impossible. Even if you're a solo operator, try to keep key info like orders, client updates, or pending requests in a place that’s easy for others to access. Using an Abstractor Platform (such as RDS), enables a centralizing from order entry to report to invoice - all in one place.

3. Name a Backup and Let Them Actually Practice

Choosing someone to cover for you is one thing. Making sure they’re truly prepared is another. If you have time before stepping out, walk them through your workload and let them try a few real tasks. That hands-on experience helps build confidence on both sides.  Also good to have everyone be cross-trained.  Using an Abstractor Platform (such as RDS), enables your backup to jump in and either see your assigned work, or reassign to themselves, while you're out.  Never skipping a beat!

4. Overcommunicate Before You Go

It’s tempting to just set an out-of-office message and move on, but reaching out directly to key clients with a quick update can go a long way. Let them know you’ll be out, who they can contact in your absence, and that their work is in good hands.  One way you can do this, is to change your email signature to show the dates you'll be out of the office - weeks in advance of your planned off time.  

5. Build in a Return Buffer

Try to keep your calendar light on your first day back. Give yourself space to catch up, check for anything that needs attention, and ease back into the rhythm. It helps reduce that post-break whiplash. What's great about an Abstractor Platform (such as RDS), is that jumping back in can be a lighter lift, by visiting the Company Dashboard - and Your Orders, you'll be in the loop of what you're walking into right away.

6. Don’t Wait for a Crisis to Build Your Safety Net

A colleague recently shared how they scrambled to fill in when someone had to step away suddenly. What stood out was how much easier things became once they had a shared system in place. Building that kind of visibility into your daily operations makes it easier for someone to step in when needed. Here’s a great example of how one team handled it: Case Study

7. Extend Grace to Yourself and Others

Even with a solid plan, something might still get missed. That’s okay. Taking time off is a healthy and necessary part of running a business. Be kind to yourself and your team as you navigate the handoff and the return.  Use your tools to make time on and time off, more fluid and less bumpy.  Bumps are inevitable, but knowing you've got a great team and great system, makes life a little easier!

Closing Thought

We don’t talk enough in our industry about how hard it can be to take a break. But with a little preparation and a mindset of shared responsibility, time off becomes not just possible but restorative. 

 If you’re curious how others are handling it, this case study shares how one small team created a safety net that worked when someone had to step away unexpectedly.
Read the case study

Have your own tips or experiences? I’d love to hear them.

Written by Denise Williams, President of RDS, a platform helping abstractors and legal service providers manage orders, documents, and operations more smoothly.
www.realdocs.us

© 2025 Denise Williams, RDS. All rights reserved.

You are invited to sign up for our periodic newsletter.  Click here.