Twelve tips of Christmas: #7 Make it easy for those left behind

Our seventh tip for the holidays is provided by Senior Associate Director, Peter Roberts…

The Christmas period will, as expected, see many businesses manned by a fewer number of people. Invariably, departmental heads will be away and so it falls to designated alternates to keep the ‘ship on course’.

Subsequently, it will be a time when individuals are anticipated to cover projects, or accounts (in the agency world) that they may not be overly familiar with. Therefore, it will be a tremendous help both to those who are charged with the covering and those who are out of the office (as they won’t take too kindly to being disturbed) if documents particular to a project are easily retrievable.

A crisis situation, no matter the time of year, demands a quick response, and it will save your organisation, precious minutes or possibly hours if the paperwork is identifiable and accessible to your holiday cover staff members.

Fundamentally, this about instilling best practice throughout the year. For an effective response without bothering the boss during their vacation, make sure:

  • Documents are shared in the right place
  • Any updated documents are dated and finalised work, such as statements, or press releases are marked as such
  • Client, and/or internal contact details are stored
  • Any legal sensitivities particular to a project are clearly marked
  • Passwords are shared with appropriate individuals for protected documents (it really, really happens)

Forgive the cliché, but it’s not rocket science, but increasingly, it would appear that fewer businesses are putting an emphasis on effectively organising its collective know-how. The Issues & Crisis team at Hill & Knowlton is particularly well versed in assessing an organisation’s ability to continue functioning during crisis situations. Time spent on your filing may be the difference between handling the scenario successfully, or not. – Peter

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