How to Get Work Approvals Over the Holidays

Amanda Peterson

December 17, 2024  •  2 Minute Read

Holidays

The holiday season is a time of joy, relaxation, and often, a break from the usual hustle and bustle of work. However, for those who need timely responses to submitted contracts, designs, or other approvals, this period can be particularly challenging. Here’s how to manage expectations and keep your projects on track during the holiday lull.

Understanding the Holiday Impact

During the holidays, many businesses operate with reduced staff or even close entirely. This can lead to delays in communication and decision-making processes. It's important to recognize that your colleagues and clients might be taking well-deserved breaks, which can affect their availability to respond promptly.

6 Strategies for Managing Delays

1. Plan Ahead: Anticipate the holiday season by submitting important documents well in advance. This gives your recipients ample time to review and respond before they head out for their holidays.

2. Set Clear Expectations: When you submit a contract or design, clearly communicate your timeline and the urgency of the response. This helps the recipient understand the importance of timely feedback.

3. Use Automated Responses: Set up automated email responses to inform senders of your availability and expected response times. Encourage your colleagues to do the same, so everyone is aware of potential delays.

4. Follow Up Politely: If you haven’t received a response, a gentle follow-up can be effective. Be understanding and considerate of the holiday season, and avoid multiple follow-ups that could come across as pushy.

5. Leverage Technology: Utilize project management tools to keep track of submissions and responses. Tools like Trello, Asana, or Slack can help you stay organized and ensure nothing falls through the cracks.

6. Have a Backup Plan: Identify alternative contacts who might be available to assist in the absence of the primary recipient. This can help you get the necessary approvals without significant delays.

Communicating During the Holidays

Effective communication is key to managing expectations during the holiday season. Here are some tips:

Be Transparent: Let your clients and colleagues know about your holiday schedule and availability. Transparency helps in setting realistic expectations.

Express Understanding: Acknowledge the holiday season in your communications. A simple “I understand it’s a busy time of year” can go a long way in showing empathy.

Offer Flexibility: If possible, provide flexible deadlines or alternative solutions to accommodate the holiday schedules of others.

Conclusion

While the holiday season can pose challenges in getting timely responses, proactive planning and effective communication can help mitigate delays. By understanding the impact of the holidays and employing strategic approaches, you can ensure your projects continue to move forward smoothly. Remember, patience and empathy are crucial during this time, as everyone deserves a chance to enjoy the festive season.