How to Prepare Your Business for a Stress-Free Summer (With Help From a Virtual Assistant)
- karennorth
- 4 days ago
- 3 min read
Summer is fast approaching, and with better weather comes shifts in workload. As schools break up for the summer and colleagues, clients, or even you go on holidays, your day-to-day work routine can face some disruption. That’s why May is the best time to prepare your business for summer, giving you ample time to plan without the pressure. This blog will offer practical tips for stress-free summer business planning and highlight how a virtual assistant can assist.
Why Summer Business Planning Matters
Preparing your business for summer is often a task that gets pushed to the back burner. Deadlines that seem far off can easily be forgotten while you focus on your day-to-day business growth. By delegating tasks to a virtual assistant in advance, you’ll ensure your business runs smoothly even if you take a break.
Spring Clean Your Business for a Productive Summer
Before diving into summer business preparations, spring is an excellent opportunity to assess and tidy up your operations. Streamline your summer by weeding files, deleting obsolete email trails, unsubscribing from unwanted newsletters, and updating standard operating procedures (SOPS). Completing these in May will save you time and effort later.
If you want to discover the process for weeding and decluttering your inbox, check out this blog.
5 Smart Ways to Prepare Your Business for Summer
Get your Calendar and Inbox Summer Ready
Start by blocking your time off and confirming key dates or client meetings. This will ensure there are no overlaps or last-minute surprises. A virtual assistant can coordinate appointments now and manage them during busier periods when you have fewer staff available, so clients don’t feel ignored.
Manually sorting incoming emails can quickly drain your time, especially when you're meant to be enjoying a well-earned break. A virtual assistant can assist with setting up automated filters (or rules, depending on your email platform) to keep your inbox organised. They can also manage your inbox while you’re away, preventing essential messages from getting missed.
Schedule Summer Content
Plan and schedule content in advance to keep your social media active without demanding your constant attention. Now is the perfect time to batch-create posts, blogs, and graphics that can be scheduled ahead. Managing social media content is an ideal task to delegate to a virtual assistant from creating engaging posts to designing visuals, they can help you stay visible while freeing up your time.
Top Tip: Throughout the year, build a bank of evergreen posts, content that doesn’t have an expiration date like FAQS, testimonials, or quick tips to be ready for your next busy period or holiday.
Client Onboarding and Support
Taking time away doesn’t mean putting client opportunities on hold. With the right systems and support from a virtual assistant you can ensure new enquiries are handled promptly, even offline.
Prepare your onboarding process in advance so it runs smoothly in your absence. This might include setting up template email responses, organising Google Drive folders with essential client materials, or using a shared |CRM board with clear step-by-step instructions all of which a virtual assistant can help implement and manage.
Set Up Your Out-of-Office Messaging in Advance
It’s often tempting to postpone your out-of-office setup until the last minute. By preparing your message in advance, you ensure clients have the key information they need, feel supported in your absence, and continue to see your business as reliable and professional. Include details such as when you will be returning, a link to your FAQ page, and who to contact if a client has an urgent enquiry.
Create a Handover Package
f you're working with a virtual assistant or trusted colleague, create a comprehensive handover package to ensure a smooth transition while you’re away. This package should include:
Emergency Contact Details
Upcoming deadlines
Key tasks to oversee
Where to find files/resources
Any relevant SOPS
If summer prep feels overwhelming or your to-do list is already full, a virtual assistant can manage key tasks like scheduling, client onboarding, content planning and much more. It gives you the support you need to stay on track, so whether you are planning solo or with expert assistance, the key is starting early.
Top Tools to Help You Plan a Productive Summer
With the right tools, you can keep your business organised and efficient throughout the summer. Doing some spring research now can save you time when the sun is shining:
Notion/Trello/ClickUP: Great for keeping track of projects before, during and after your summer holidays.
Canva: An easy-to-use platform for designing social media graphics or blog banners,
Loom: Record video walkthroughs for your virtual assistant to follow while you’re away.
Get ahead of your prep this May. Whether batching content, setting up your out-of-office system, or clearing out your inbox, taking action now means enjoying the payoff later. Your future self, relaxing with a cold drink in the sun, will thank you. And if it all feels too much, a virtual assistant can take on the heavy lifting, giving you more time to focus on what truly matters.
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