Holiday cover tips

Hiring a holiday temp is your chance to keep abreast of the workload, plan for panics and make sure that no one fiddles with your chair height in your absence. However, there's more to planning holiday cover than swapping shifts on the biscuit buying rota.

1. Plan well ahead
   First, book your holiday. Second, book your temp. Don't end your pre-holiday shift with the realisation that there's no one to pick up your e-mails.
   
   Sam Lumb is regional manager for recruitment consultancy OfficeTeam. "We often get Friday calls from someone needing cover by Monday," says Sam. "The trick to great cover is planning. Some clients contact us six months ahead. If a company has several secretaries, all holidaying at different times, we can arrange for one temp to cover all of them. It's more effective because they are so familiar with their employer."



2. Work out the workload
   Answering emails is one thing. Tying up a major project is something else. Your cover may take on your responsibilities but don't expect her to have a deep understanding of how the business works. If you plan in advance, predict busy periods and make the arrangements you need without putting your holiday cover under more pressure than is necessary.
   
   Jan Para, a director at recruitment agency Pertemps explains. "A PA juggles a huge amount of duties but your cover will not be able to do everything too. Think about what is essential and what can wait until you come back."



3. Know who you want
   Find cover according to the tasks they'll face and the mindset of your organisation. Will they be asked to do specialised tasks? Does your company prefer creative minds? Will they have to be calm under pressure? Once you know what you want you can find the cover that suits you best.
   
   "It's about skills and personality," says Sam Lumb. "So gauge not just the job itself but the culture they'll be expected to work in. Then tell your recruitment company exactly what you need. They'll find someone who is the perfect fit."



4. Handing over period
   Don't fling your diary at your cover as you drag your suitcase out of the office. Instead arrange for them to come in in advance so that they can get up to speed. Two days is usually enough to show them the ropes, introduce them to the key people and make them comfortable with the key responsibilities.
   
   "It is also important that clients and colleagues are told about who is covering your role," says Jan Para. "Ask them to allow time for the handover, making the transition a smooth one."



5. Cover for your cover
   It’s not just your role that is affected by your absence. The knock on for colleagues, clients and the boss could make you go pale beneath that tan.
   
   "Communicate with colleagues and managers before you leave," says Jan Para. "Work as a team to make sure that critical functions are explained to avoid any disasters. The focus is also on ensuring that the clients and customers get the service they expect. People within an organisation will understand the cause of the delays. A customer may not."



6. Now get on that plane!
   As terrifying as it is to leave your desk, remind yourself that if you have done all of the above your cover is prepared for the role. Also remember that the organisation won't collapse without you. With the right preparation you can even avoid returning to an overflowing inbox.
   
   "You have to trust your cover," says Sam Lumb. "Temps are like chameleons, can take on accountability and are great at being reactive. Don't be scared to give her responsibility. The chances are that she will act responsibly. That's just the sort of person you want in your place."