5 tips for document controllers to go stress-free on vacation

Summer has started and that means: vacation time! But how do you make sure you can really let go of work with peace of mind? Senior Document Controller Jeffrey shares his five tips for stress-free vacations.

Tip 1 - Inform important contacts on time

Less pre-holiday stress starts with good preparation. Therefore, about a week before your vacation, send an e-mail to the contacts at your current projects. Indicate the period of your absence and who your contact person will be during your absence. This way you inform everyone on time and give them the opportunity to coordinate matters with you.

Tip 2 - Complete internal reviews before you leave

Schedule a freeze moment before your vacation: the moment you stop doing new internal reviews. This will prevent documents from getting stuck in the review process and colleagues will know where they stand.

This is how you plan a freeze moment:

  • Choose a freezing time 2 to 5 business days before your vacation
  • Communicate the date clearly to all involved
  • Put it in your schedule as well as in a reminder email
  • Specify what happens to documents that come in after the freeze point
  • Use it as a friendly deadline: "Turn in your feedback by [date] if you still want it included."

Tip 3 - Back up your Master Document Register (MDR).

Are you working with an MDR? Then make sure an up-to-date backup is available before you leave. If something does go wrong during your absence, crucial information is not lost.

This is how you back up your MDR:

  • Export your MDR to an Excel or CSV file
  • Store the file in a central, accessible location (such as SharePoint or Teams)
  • Give your replacement or team access to the backup location
  • Note the storage location in your transfer document if necessary
  • Use clear version numbers or dates to avoid confusion

Tip 4 - Arrange substitution for simple tasks & ensure proper handover

Not everything has to be idle while you are away. Get a colleague to take over small, routine tasks from you. Think of updating document versions, archiving documents or monitoring simple workflows. In doing so, make sure there is a good handover. (This prevents panic phone calls from the beach.) Put on one A4 sheet what's going on, what deadlines are coming up and who you've notified. Keep it short, but clear. That way you know for sure that your colleagues can pick it up if necessary.

Tip 5 - Set a clear out-of-office.

Finally, of course, you also note your vacation neatly in your Outlook calendar and set up a clear out-of-office notification. By setting this up properly in both Outlook and Teams, colleagues and external contacts will automatically see that you are absent during your vacation. Also indicate in the out-of-office text who is the contact person for which project during your vacation. This way you prevent questions from being left unanswered or documents from waiting unnecessarily. How to properly set up such a notification? Read our earlier blog with 4 tips for setting up your absence in Teams.

In short, whether you're on the beach or trekking through the mountains, with these five tips from Jeffrey, you can enjoy your well-deserved vacation with peace of mind!