At a glance
- Advance planning and clear client communication are essential for stress-free breaks.
- Technology and external support provide coverage while you’re away.
- Managing your return properly ensures the benefits of your break last longer.
For sole practitioners or boutique firm owners, summer presents a unique dilemma – clients still need servicing while family commitments peak with school holidays. With small practice owners taking less than a week of vacation annually compared to the 17+ days average employees enjoy, this imbalance can take a toll on your wellbeing and relationships.
Instead of another year of brief, stress-filled breaks where you’re mentally still at work, consider these practical strategies to help you engineer a genuine disconnection that preserves both client satisfaction and your sanity.
Sole practitioners and small firm owners
Taking a proper break requires planning that starts months before packing your suitcase. Successful practice owners treat holiday planning with the same rigour they apply to client deadlines.
Adam Levine, Business Coach at InnerXLab, recommends blocking the time off in your calendar, letting clients know well in advance, and building in some buffer to your deadlines instead of rushing to clear everything before you go on leave.
“Clients usually don’t mind, as long as they’re kept in the loop. A straightforward heads-up is all it takes – tell them when you’ll be away and what they need to send you before then. The problem starts when people go quiet or try to work in secret while on holiday,” he says.
You could start by examining your annual workflow patterns to identify natural lulls. For many, the weeks after self-assessment season or the summer months between June and August offer breathing space perfect for a break. Block out periods in your calendar at least three months in advance.
Get backup support
Even with the best planning and technology available, you may have clients who require support while you’re on leave or someone available to handle genuine emergencies.
Levine recommends sole practitioners bring in external support.
“If you don’t have anyone in-house, think about outsourcing. A freelance bookkeeper or virtual assistant can handle the basics while you’re away. Even if it’s just for a week, it’s worth setting up – and much better than checking your inbox from a sun lounger,” he says.
Look for temporary support that has specific accounting experience rather than general virtual assistants. Specialist bookkeepers and practice support services will better understand client confidentiality and regulatory requirements.
“Clients usually don’t mind, as long as they’re kept in the loop… The problem starts when people go quiet or try to work in secret while on holiday.”
Adam Levine, Business Coach, InnerXLab
For recurring arrangements, you could establish reciprocal coverage partnerships with trusted peers. Partner with another sole practitioner to cover each other’s practices during holidays, sharing the benefit of genuine breaks throughout the year.
If you engage temporary support, make sure you brief them thoroughly with documented processes and decision trees for common scenarios so that work continues to your standards. Include client-specific notes regarding preferences and past issues to ensure smooth interactions.
Leverage technology
Create automated systems that continue working while you’re away. Cloud solutions now allow you to maintain service continuity without constant involvement.
Cameron Ford, UK General Manager at Silverfin, says accountants’ dependence on manual admin and outdated systems makes it harder to take a summer break and impacts the bottom line.
“UK firms are missing out on 16% of potential revenue every year because of these inefficiencies,” he says.
“That can add up to nearly £48,000 in billable time per accountant. This is where the right technology can make a real difference.
“Automating the basics, like manual data entry or chasing information, helps keep things ticking over while you’re away. And with cloud-based platforms, colleagues or outsourced staff can jump in and access secure client files from anywhere, which isn’t always the case in traditional systems,” he says.
Before leaving, set up automated email responses that explain your absence, provide return dates and outline emergency protocols. Go beyond basic autoresponders by creating templated responses for common client queries that temporary support can use.
Consider implementing client portals where clients can access documents and information independently. If you’re worried about marketing while you’re on leave, set up your newsletter releases and social media posts in advance using scheduling tools.
Manage your return
How you handle your first days back determines whether your break’s benefits last or evaporate instantly. Levine advises creating a re-entry strategy before you leave.
“Don’t book meetings on your first morning back, and don’t try to ‘catch up’ in one go. Ease into it and focus on what’s actually urgent – most of it won’t be,” he says.
Scheduling a buffer day between your return home and your first workday could also help you transition mentally.
After you’re back into the swing of things, it can be a good idea to evaluate what worked and what didn’t during your absence and document any potential improvements for next time. This creates a continuous improvement cycle that makes managing each subsequent break easier.
