Taking time out from your VA business – either for a sneaky long weekend, or an extended vacation - shouldn’t feel like an impossible mission.
After all, one of the biggest perks of running your own business is so that you could finally take those vacations when it suited you!
But as your business journey evolves, it dawns on you that if you were to suddenly head off into the sunset without a plan in place, things could get little bit messy. If you have put in the hard yards and built your virtual empire, I’m sure that the thought of damaging everything that you’ve worked so hard to achieve is not the end goal!
So... what do you do to avoid an almighty kerfuffle?!
Having worked in the VA Industry since 2008, I've seen the good, the bad, and the downright stupid... and I can tell you that the best VAs understand that a business isn’t just about the work you are engaged to do; it’s also about how well you are able to communicate and prepare. Without transparent communication – no matter what industry you’re part of – you risk alienating your clients and causing unnecessary stress for everyone concerned, when all you really wanted was a well-deserved break!
Here’s the thing… clients aren’t mind readers (no matter how much you wish they were). If you don’t tell them you’re taking time off, they’ll assume you’re available. That’s why it’s absolutely critical to let them know well in advance of any scheduled time away that will impact your ability to provide a continuous services to them.
And let’s be clear here: this isn’t about asking for permission… it’s about setting expectations. Whether you’re heading off on a tropical holiday or you need to take a few days to recharge, the key is to give your clients plenty of notice.
Quite possibly (as was my experience), some clients will be more than happy to bridge the gap themselves, while others may opt for extra support if it’s offered. Either way, you need to come up with smart solutions rather than problems for your clients. Think about offering them the alternative of a trusted and experienced VA colleague to cover for you. That way, your client knows they’re in safe hands - and you get to enjoy your time off without worrying about an inbox full of urgent messages.
And let’s face it… at times like these, having strong industry connections isn’t just useful—it’s essential. Waiting until an emergency arises before finding a backup plan is like trying to build a lifeboat while your ship is already sinking. By putting effort into establishing some solid VA colleagues who can back you up in times of need, you can feel a little more reassured that you have people you can trust who can step in when needed (and you can return the favour when they take time off!)
If you haven’t already built those relationships, start right now. No one wants to be in the position where they have a sick child in hospital and no plan in place. A sudden crisis isn’t the time to scramble for help.
If you want to really cover your virtual ‘tooshie’, one of the best things you can do is to ensure all your procedures are documented. Having clear Standard Operating Procedures (SOPs) means that if you need to step away at short notice, someone else can step in and keep things running smoothly in your absence.
And… if you do find yourself in an emergency, the absolute worst thing you can do is to go MIA. To be honest, that’s probably one of the ‘unforgiveable sins’ that applies to our industry, and it is something that will damage the trust you have established with your clients.
So, even if all you can manage is a quick message explaining the situation, that’s far better than total radio silence. It’s so important to keep your clients in the loop rather than be left scratching their heads and wondering what hole you have fallen into. If possible, be proactive and discuss potential backup plans that you could implement in cases of emergency so that the 'show will go on', whether that’s through rescheduling tasks or bringing in someone else to assist.
It’s always better to present a solution rather than just dropping a problem in their lap.
And when you finally do get to take that well deserved break – if you say you’re taking time off, actually take it.
And, yes, I totally get that it’s hard to switch off, but checking emails and answering client queries when you’re supposed to be recharging totally defeats the whole purpose of having a break. Set an out-of-office response so clients know when you’ll be back and who they can contact in the meantime. If you’ve done the groundwork, things won’t fall apart just because you’ve stepped away. Trust your backup plan, enjoy your time off, and return to work refreshed rather than burnt out.
Running a successful VA business means thinking long-term. Taking time off isn’t just about rest—it’s about sustainability. If you set things up properly, your clients will respect your professionalism, your business will continue to thrive, and you’ll get to enjoy the benefits of flexibility without constantly worrying about what’s happening while you’re away. If you’re not already part of a strong VA network, now is the time to start building those connections.
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At VA Institute, we help Virtual Assistants create sustainable businesses with strong foundations. If you need guidance on setting up the right systems, managing client expectations, or finding the right support network, reach out today.
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