December is already one of the busiest periods of the year, so organising your firm for the holidays usually becomes an afterthought.
While the thought of just packing up and leaving for your holidays seems nice, we all know that there’s much more to an office closure than simply locking up and switching off.
To make sure you don’t forget anything essential here are the top 5 things to do before for closing down over the holidays.
1. Update your autoresponders
While your business might be closing over the holiday period, client enquiries don’t stop.
To ensure your clients don’t feel like they’re being ignored, it’s crucial that you and all your employees set up out-of-office replies to notify them that you’re on holidays.
This will avoid your client potentially approaching a competitor, due to a lack of response.
In your autoresponder you should include:
- Closure dates
- An alternative contact during these dates
Setting up auto-responder emails are different for each program; however they all allow this function.
2. Notify your clients
One of the easiest things you can do is update your email signature to include your closure dates.
This allows your clients to have notice well in advance and if they have any concerns, they have the chance to send through any queries well before you leave.
In addition to putting your closure dates in your email signature, it is always good practice to notify your clients separately in a standalone email.
An email would be the preferred method of communication over a phone call, as if client ever needs to refer to your closure dates, they will have it in writing.
In this email you should include the following:
- Closure dates
- An alternative contact during these dates
- Frequently asked questions that you usually receive
- Happy Holidays message
3. Update your website and google business listing
Whether you’re taking a long period off over holidays or just operating on reduced hours, you should always update your google listing and website.
When a someone looks up your company, most likely the first thing that comes up is the google listing. Everyone always assumes that this is kept up-to-date and accurate.
To avoid a potential client having a bad experience, make sure to add this to your checklist.
This can be easily changed through your Google My Business Account. Whilst you’re changing the hours, just make sure that your alternate email address and phone is correct as well.
4. Shutdown computers during the holidays
None wants to come back from a well-deserved break to receive an expensive electricity bill.
That is why it’s important that you shut down all your computers and unplug all non-essential appliances before leaving the office on your last day.
Most appliances are safe to unplug, including computers, monitors and printers, however, don’t unplug your phonelines or refrigeration appliances.
If you’re unsure of what appliances should/shouldn’t be unplugged you can check out this website for assurance.
5. Plan for the new year holidays
Working in the legal industry, it’s easy to get stuck in the moment, not thinking about the new year.
However, it is crucial to plan, so you know the direction you want your firm to go and how it will get there.
Spend some time thinking about what things you’re likely to need upon returning in January and make sure you’re well prepared.
This could include things like a marketing plan, a new pricing structure to increase your profits or maybe you need to get ready for hiring new staff.
If you make a list and put in in your calendar, you’re going to be one step ahead of everyone when its gets to January to re-open your law firm.
Kick start your new year knowing you closed your business properly for the holiday break and are ready for success in 2021
