February 1998
Gettin' Outta Dodge!
You've come to the realization that the respite in your workload won't arrive any time before the
millennium. There's just not a "good" time to go on vacation.
With a bit of foresight and a bunch of communication, you can make time for that much-needed
getaway. And, properly planning your escape will also make for a smoother return to the office
after vacation.
Before you start packing, take a tip or two from the following list to make your time away from
the office less stressful on you, your clients, and colleagues.
Before you set final vacation dates, check all your calendars and tickler systems for court
dates or other legal matters that cannot be continued or delegated.
As soon as you know your confirmed vacation dates, inform the staff person in charge of
scheduling to block-out this period on all your calendars and tickler systems.
Decide if this will be a stay-in-touch mini-vacation or a total-disconnect sabbatical; this
decision will govern most of the remaining preparation steps.
Discuss your planned absence with other appropriate attorneys and support staff. Cover
exact dates out of the office, delegation of responsibilities, and how your absence will be
consistently marketed to all your "publics"- clients, opposing lawyers, potential clients, and
judges. You want to avoid having your client hear "He's out of town on business" from one staff
person, and "He's on an extended vacation" from another.
Review and prepare all case work that will need attention during your absence and
immediately upon your return. This may include determining whether any discovery requests
should be filed before departure; preparing any new client filings; and discussing the timing for
initial pleadings with any affected clients.
In line with your firm's guidelines, inform your clients of your planned absence. "I
generally find a way to work into a piece of regular correspondence the fact that I will be out of
the office from date x to date y, but lawyer B (someone with whom the client is familiar) will be
available to help with any emergencies,'" says Joseph P. Beckman, a young lawyer in Helena,
Montana.
Thoroughly discuss your absence with all new clients to allay any fears they may have
about how your absence will affect their cause of action.
Establish a clear communication plan with your primary support personnel. Include
where and when you can be reached; whether you will regularly check your voice-mail or e-mail;
and instructions concerning disclosure of your itinerary.
With your support staff, develop a system for prioritizing your phone calls, mail, and
other paper flow that will continue in your absence. Effective use of this system will ease your
transition back, reduce the threat of malpractice, and maintain quality service to your clients.
Let go. Once your preparation is complete, mentally let go of the job and enjoy your
vacation. You earned it.
Adapted from the chapter "Covering the Office During Vacation," by Kathryn S. Marshall in the
multi-author book Flying Solo: A Survival Guide for the Solo Lawyer (2nd ed.), edited by Joel
P. Bennett. 1994. Law Practice Management Section.
For more info and to order Flying Solo: A Survival Guide for the Solo Lawyer (2nd ed.), edited
by Joel P. Bennett, PC# 511-0328 call 1-800-285-2221 or visit
[http://www.abanet.org/lpm/catalog].
 
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