Would you like to return from vacation without the anxiety of having numerous emails to read? Apply the Principle of Reciprocity.
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With summer holidays approaching (at least for my readers in Europe and in September for those in Chile), many of us are finally anticipating a well-deserved rest.
However, I know well how frustrating it is to return to work with an overflowing inbox and to feel as if all the energy regained during the break has vanished into thin air.
I want to share with you a reflection I had a few years ago that revolutionized my way of seeing team management not only during work but also during holidays:
Let me explain this reflection of mine, which is based on the Principle of Reciprocity (see Note 1 if you want to learn more).
If a colleague or the boss is on vacation, the rest of the team must take care of their activities and emails so that those who are absent can fully enjoy their rest.
When it’s the turn of the colleague who has covered for others who were on vacation, that person will be able to enjoy complete rest.
This Principle of Reciprocity not only ensures that work continues smoothly but also allows:
everyone to enjoy their vacation time without back-to-work stress;
colleagues and the boss to put themselves in the shoes of the absent person and understand the daily challenges they face.
A team that practices the Principle of Reciprocity ("I help you with your work during your vacation and you will help me when I am on vacation") not only survives but thrives.
Of course, it is your responsibility as an Executive and Leader of your team to instill this important concept in your collaborators.
Don't wait for the HR Manager or your supervisor to invite you to do it.
Take the initiative!
Show that you are a true leader who cares about the well-being of your team (and yourself) both during work and during holidays.
Photo credit: martinedoucet from Getty Images Signature
How to do it?
Here are some of the strategies that I and other executives have used with our teams and that might inspire you for these upcoming holidays:
Delegate and Inform: Those going on vacation must agree with their supervisor on who-does-what and formalize it in a document to share with colleagues and various stakeholders so they already know whom to contact in your absence, avoiding sending you emails. Always plan ahead and don't limit yourself to the typical "out of office."
Inform them not to copy you in emails: This is crucial. Many prefer to be copied in emails to maintain the much-loved "control," but the risk is ending up with a myriad of emails with topics often already resolved by your colleagues or the team. To mitigate your desire for control, see the suggestion in point 4.
Handover: Before leaving, prepare a report so that the person replacing you knows the various issues to address, the stakeholders involved, and the links to documents in SharePoint or Google Drive. If you want to save time, hold a recorded meeting with a transcript.
End-of-vacation report: The person to whom you delegated your work must write a report (or hold a meeting with you) on the issues closed in your absence, the decisions made, and the pending ones. This way, you can channel your newfound energy and regain control starting with the open and new issues.
Lessons Learned: At the end of the vacation, it should be standard practice for the leader to discuss with the team and stakeholders if there are ways to improve the process described above. Be honest and transparent: your well-being and that of your colleagues are at stake.
Gratitude: If you managed to rest undisturbed from work during your vacation and your inbox is "miraculously" empty, thank the person(s) who gave you this unique gift. Whether it's a handwritten note, a thank-you email, or a small souvenir (please avoid fridge magnets 😂), show your gratitude and promise these colleagues that you will do your best to cover for them when it's their turn to go on vacation. I hope I have given you some ideas to apply reciprocity in your team and avoid the typical post-vacation back-to-work anxiety.
Happy Principle of Reciprocity to you and your team,
Silvia
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Notes:
The Principle of Reciprocity is one of the most famous Mental Model and one of my favorites. It is based on Newton's Third Law of Motion, which states: "For every action, there is an equal and opposite reaction." This principle can also be extended to interpersonal relationships and human behaviors: if someone offers you help or a favor (for example, when you are on vacation as in today's Newsletter), you will feel obliged to reciprocate. This mechanism creates balance and strengthens social bonds. As an Executive, you need to know it and use it for your well-being, your team's well-being, and your organization's well-being 😉.
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