This is a guest post contributed by Indiana Lee. Indiana is a freelance writer from the Pacific Northwest who often writes about business, leadership, and marketing. Connect with her on LinkedIn.

Freelancing gives you the freedom and flexibility to set your own working hours and take time off when you need it. You don’t have to ask your boss for a lunch break or get vacation time approved. You can devote as much time to leisure as you’d like, so long as you get your work done. The flexibility can be incredible. And if you want to maintain positive relationships with your clients, an effective out-of-office strategy is key.

Letting your clients know when you’re unable to work will set their expectations and safeguard your reputation as a trusted freelancer. And it doesn’t have to be difficult. Adopting technology like automated emails and virtual assistants can help you “work” when you’re away from the desk too, with little to no oversight. This is key if you rely on a regular flow of new clients and need to keep communication constant, even when you’re on break.

Below, we’ll explore some of the basics of a solid out-of-office strategy.

Planning a Break

If you’ve been working for yourself for some time, you know that taking a true vacation is easier said than done — particularly if there’s good money to be made at work. Freelancers don’t get PTO or sick days, so every day you take off can put a dent in your income.

However, failing to take breaks will only lead to burnout, reducing your passion for work and damaging your health. Burnout can be a serious issue, particularly if you work in a creative field like graphic design or content writing, where you need to be firing on all cylinders.

Rather than waiting until you fall ill, get proactive about taking vacation as a freelancer. Plan a trip weeks or months in advance. Start by creating a calendar based on your upcoming project deadlines, then work backward to identify the best dates for you to travel or rest.

You can mitigate any negative consequences with effective project management skills like:

• Communication: Send out an email letting your clients know that you’ll be away from work for a while, so they can plan accordingly. You may not be an employee, but giving them a heads up is a great way to foster transparency and build trust.
• Time Management: Once you’ve set your dates, work to wrap up any projects and key tasks ahead of schedule. This reduces your stress and gives you some wiggle room to complete the last-minute work that inevitably crops up before you step away for an extended break.
• Organization: Be kind to future you. Organize your existing projects so you can hit the ground running when you return to work. With a clear picture of what’s waiting for you post-vacation, you’ll be able to stress less and relax more.
• Budgeting: Make sure to invoice your clients before you leave, or schedule invoices in advance before you take time off. Ensure that you have a steady inflow of income by planning a vacation budget too, so you don’t have to worry about over-extending.

A little planning and preparation can meaningfully improve the quality of your time off. Knowing what lies ahead will help you truly rest and recover, so you’re actually nourished and revitalized by the time you get back.

Automating Key Tasks

Automation is foundational for freelancers who want a life outside of work. Simple tools like out-of-office replies can keep your business humming along even if you’re thousands of miles away. Plus, the consistent communication shows your clients that you’re serious, dependable, and trustworthy — all important green flags in a freelancer.

Automating basic tasks offers peace of mind for you too. You don’t have to worry about returning to full inbox, neglecting client requests, or going cold on social. You can set up a chat bot on your website to answer FAQs, include proactive answers and resources in your auto-reply email, and even schedule social posts in advance, so you don’t miss a beat. Automation reduces the usual disruption of going offline and keeps the lights on.

For some added help, you could even hire a virtual assistant to:

• Answer client questions while you’re decompressing
• Complete administrative tasks like invoicing, scheduling, and social media monitoring
• Gather and analyze industry data relevant to your field
• Complete website maintenance
• Create content while you’re away

Managing Your Workload

Let’s be real — most self-employed people struggle to take time off at a regular cadence. Juggling multiple clients with little support often means you’re busy year-round. But again, failing to take time for yourself will only exhaust you in the long run. Here are some ways you can reduce your workload when you’re wearing multiple (or all) hats:

• Delegate tasks to trusted subcontractors and virtual assistants
• Use time management techniques like Pomodoro timers to stay on task
• Block time to work on high-pressure projects that must be completed in advance
• Set clear, time-oriented goals

If you do decide to work with subcontractors, be sure to give them a monthly checklist to ensure they’re up to speed on all of the essential tasks that need attention during your leave. This should act as a guide in your absence, so you’re less likely to get stuck fielding calls and emails when you should be lounging on the beach.

Enjoy your vacation!

Creating an effective out-of-office strategy may require more upfront work, but it’s worth it if it means you get to enjoy your downtime. A good pre-plan helps you maintain solid relationships with your clients too. As a client, it’s refreshing to know exactly what to expect when a freelancer is out of office. And as a freelancer, it’s relieving to know you can operate a business without being available 24/7. We all need breaks. Give yourself the gift of some serious, uninterrupted time off this year by planning for it. You’ll thank you later. Happy vacationing!