How to Unplug From Work While on Vacation

As library leaders, we often see ourselves as the engines driving the programs, services, and collections our communities depend on. We're organizing workflows, creating staffing schedules, making sure our teams are well-resourced, and casting a long-term vision for our library. Because we're involved with so many facets of the day-to-day operations, it can feel nearly impossible to step away from the office for any extended period.

But here's the truth: you can't lead effectively when you're running on empty. Research shows that rest isn't just nice to have—it's a performance strategy. Athletes know they build strength during recovery, not just during training. The same applies to you.

In this post, I'm sharing four practical steps for successfully unplugging from work while on vacation. These aren't theoretical ideas—they're field-tested strategies from library leaders who've learned to take real time off and come back refreshed, creative, and ready to lead.

Step 1: Build Your Project Continuation Plan

Three weeks before your vacation, it's time to take inventory. This is where the Library Leader Vacation Planner becomes your best friend. This workbook includes a comprehensive project continuation checklist that helps you account for the work that needs to be completed before your departure, as well as projects that can be paused or delegated, so you can resume them or follow up with staff when you get back.

The key is understanding the difference between urgent and important. That strategic plan revision? It can probably wait. The grant report due while you're gone? That needs delegation.

Create clear handoff documents for anything being delegated. Don't just say "Lisa will handle this." Write down exactly what needs to happen, when, and what authority Lisa has to make decisions without calling you.

Step 2: Establish Clear Delegation and Coverage

One of the biggest sources of vacation anxiety is the gnawing question: "Who's in charge if something happens?" Answer that question explicitly before you leave.

Designate an Acting Director or Manager. This isn't just a courtesy title—give them actual authority to make decisions in your absence. Then map out critical operations and assign each one to a specific person. Who's handling public service desk coverage? Staff scheduling and timecard approvals? Building emergencies? Technology or system problems? Media inquiries? Write it all down in your Library Leader Vacation Planner.

The difference between delegation and dumping is preparation. Dumping is saying, "You're in charge, good luck!" Delegation is sitting down with your team, walking through each responsibility, clarifying their decision-making authority, and making sure they feel equipped.

Here's a secret benefit: this is incredible professional development for your emerging leaders. That department head who's been eyeing the next step in their career? Let them try on this leadership role while you're gone.

Step 3: Create an Airtight Communication Plan

Nothing undermines a restful vacation faster than constantly wondering if people know you're gone and who to contact instead. Take that uncertainty off the table with a solid communication plan.

Set up your out-of-office messages on email and voicemail. Be specific about when you'll return and who to contact for urgent matters. Update your shared calendar. Schedule that pre-vacation team meeting to review who's handling what and address any questions or concerns. This is your chance to let your direct reports and peer managers know exactly who to contact about what pressing issues.

Don't forget external stakeholders. Send a brief note to your board chair, city or county administrator, and key community partners. Most of the time, they won't need anything, but they'll appreciate knowing.

Having a communication plan in place allows people to step in, share information, and keep the ball rolling on your most important work. Transparency reduces anxiety for everyone—including you.

Step 4: Define Your Emergency Protocol (and Trust It)

Let's get really clear about what constitutes an actual emergency. The children's area flooded? Possibly. A big media blowup around a book challenge? Most likely.

A question about the programming budget? Not urgent. Debate over whether to cancel storytime due to light snow? Your team can handle it.

Before you leave, write down what qualifies as a true crisis—typically property damage, staff safety issues, and legal matters requiring immediate attention. Then specify your preferred contact method (call, text, or email) and designate who has permission to reach you.

Now, here's the thing: once you have an emergency protocol in place, chances are you're probably never going to need it. But knowing you've addressed it will give you great peace of mind.

Your Library Leader Vacation Planner

I created the Library Leader Vacation Planner specifically to take the mental load off this entire process. It's a comprehensive 7-page workbook that guides you through each of these steps with checklists and fill-in-the-blanks you can customize to your needs.

You'll start by defining your vacation intention—what matters most about this time away. Then you'll work through your project continuation plan, delegation assignments, communication checklist, and emergency protocol. Everything is laid out so you don't have to remember it all or reinvent the wheel the next time you’re out of the office.

The planner takes about 30 minutes to complete, and that half hour will give you peace of mind worth far more than the time invested. Once you've completed each checklist, you'll be able to fully unplug, knowing you've got all your ducks in a row.

Download the free Library Leader Vacation Planner and give yourself permission to truly disconnect from work. Your family, your health, and ultimately your library will all benefit from you returning rested and reinvigorated.