Truly Unplugged: 5 Ways to Help Your Employees Disconnect on Vacation
Vacations are meant to be a real break—a time to unwind, recharge, and reconnect with loved ones. We all look forward to it… but when the time finally comes, many employees still find themselves checking emails or thinking about work.
So, why is it so hard to disconnect? And more importantly: what can you do as an employer to help your people truly switch off?
Why disconnecting is harder than it looks
The problem isn’t usually about tech. You can leave your laptop behind, turn off your phone, mute notifications… and still feel pulled toward work. The real blockers are often subtle, cultural, and deeply rooted.
– The guilt factor : Many employees feel a lingering sense of guilt when stepping away. What if something urgent comes up? What if a teammate struggles in their absence? Even when it’s unspoken, there’s often a fear of being seen as uncommitted or irresponsible. That pressure can stem from personal standards—but is often reinforced by workplace culture. If availability is seen as a virtue, it becomes hard to let go.
– The always-on culture : In some organizations, being reachable 24/7 has become the norm. It might not be official policy—but when managers send emails late at night or teams respond instantly, the message is clear. Over time, employees internalize the idea that they should be reachable—even on vacation. Not replying might be seen as disengaged or unprofessional.
-Vague expectations around “disconnecting” : What does “disconnecting” actually mean in your organization? No emails? No calls? No Teams messages? Without a clear, shared definition, people create their own rules—and err on the side of caution. The result? They stay half-connected, “just in case.”
– Fear of falling behind : Even beyond guilt, there’s the fear of what happens upon return: an overflowing inbox, delayed projects, missed info. That anticipation can make time off feel more stressful than relaxing. So people check in—“just to stay on top of things.”
How to set your employees up for true disconnection
If last-minute scrambling, unclear handoffs, or inbox chaos are part of the pre-vacation routine, rest assured: unplugging won’t happen.
The truth is, real disconnection starts before vacation begins. It takes some planning—and it’s a shared responsibility between the employee, their manager, and the team.
Here are five strategies that make a real difference:
1. Clarify roles and handoffs
Make sure every employee knows exactly who’s covering what during their absence: ongoing tasks, projects, emergencies. Use a shared doc or project tool to assign responsibilities clearly. Also define what counts as an “emergency”—and who’s authorized to act. Clarity brings peace of mind—for those leaving and those staying.
2. Plan for (and prevent) emergencies
What could go wrong while someone’s away? Talk about it ahead of time. A short team meeting to surface risks, flag fragile areas, and create backup plans can prevent unnecessary stress. Set up a simple protocol for real emergencies—like a dedicated Teams channel or emergency contact number. The goal: avoid unnecessary pings while making sure real issues get handled.
3. Set clear “no contact” rules
Send a strong message as an employer: no reaching out to colleagues during their vacation. Make it official—say it, write it, and reinforce it. Update email signatures, provide clear out-of-office examples, and have HR remind everyone before vacation season. When it’s a collective norm, people feel safer unplugging.
4. Provide a “Disconnect Checklist”
Make it easy to prepare with a simple checklist:
✓ Set your out-of-office
✓ Notify key contacts of your dates
✓ Delegate ownership for key tasks
✓ Disable work notifications on personal devices
This small tool turns disconnection into a shared, stress-free process.
5. Equip your managers with a Vacation Toolkit
Give team leads the tools they need to support healthy time off:
• Tips for planning ahead
• Delegation templates
• Examples of out-of-office replies
• Reminders of the importance of leading by example
Managers set the tone—when they’re prepared, everyone feels more confident.
Train your managers—so they don’t accidentally sabotage time off
Often, it’s not intentional—but managers can unknowingly undermine the time off of their team. A “quick check-in,” a calendar invite for the day after their return… and just like that, the mental break is gone.
Here’s how to support managers in encouraging real rest:
– Train them on absence planning : Effective coverage takes coordination—and a willingness to accept that not everything will be perfect. A short workshop or training session can help managers build helpful habits.
– Remind them of the why : This isn’t just about calendars. Educate managers on why disconnection matters—for performance, for wellbeing, for retention. Help them see the value in protecting rest.
– Model what you expect : This is the big one. If managers send emails at 11 p.m. or answer Slack messages during their own vacation, the message is clear. Disconnection starts at the top. When leaders unplug, others feel permission to do the same.
Rethink the return—so the vacation glow doesn’t vanish
Coming back to chaos is the fastest way to undo the benefits of a break. But a few simple habits can make re-entry smoother:
– Build in breathing room : Avoid setting major deadlines within 48 hours of someone’s return. If possible, give them a buffer day to sort through messages and get their bearings. A soft landing = less stress, better focus.
– Create a “return welcome” : Welcome employees back intentionally—with a quick check-in, a project update, or even a moment to share their vacation highlights. It’s human, it’s warm—and it reinforces that people matter here.
– Filter the noise : Not everything that came in during vacation needs a same-day response. Help the team prioritize, and if needed, extend delegation coverage by a couple days. Don’t hit them with a wall of requests the moment they log back in.
In the end: Rest is a strategic investment
What we all want are teams who leave for vacation with peace of mind—and come back truly rested. You don’t need a company-wide overhaul to get there. With a few thoughtful changes, a bit of preparation, and a real commitment to rest, it’s possible.
Giving your employees the space to disconnect is one of the most powerful long-term investments you can make. Rested employees are more focused, more creative, less prone to burnout—and more committed over time.