What to do before your company goes into the festive shutdown

Christmas is just a week away, and for many businesses, this means a well-earned break and a chance to recharge.

However, ensuring a smooth shutdown requires preparation, planning, and a focus on both internal and external stakeholders.

From tying up loose ends to ensuring your team returns refreshed and ready, here are essential steps to take before your company closes its doors for the holidays:

Communicate the shutdown clearly to clients and suppliers

No one likes surprises, especially when it comes to business operations. Notify clients, customers, and suppliers about your festive shutdown dates well in advance. Clearly outline:

• The dates when your business will be closed.
• Who to contact in case of emergencies.
• When operations will resume in the new year.

Also, set up automated email responses that include your shutdown dates and alternative contacts. Social media posts and banners on your website can also help reinforce the message.

Finalise key projects and outstanding tasks

Before switching off the lights, ensure all major projects and tasks are completed or, at the very least, have clear next steps for the new year. Assess what can realistically be finished before the break and prioritise accordingly.

• Conduct a project wrap-up meeting.
• Update project timelines to reflect any delays or changes.

This ensures a clean slate when you return in January.

Review financials and settle accounts

The end of the year is an ideal time to take stock of your business’s financial health. Before the shutdown, focus on:

• Invoicing clients for outstanding payments.
• Following up on unpaid bills.
• Reconciling accounts to ensure everything is up to date.

Completing these tasks before the festive break prevents financial headaches from carrying over into the new year.

Prepare your team for the shutdown

Your employees play a key role in ensuring a smooth wind-down. Provide clear guidance on:

• What tasks must be completed before the break.
• Handover procedures for any ongoing work.

Use a pre-shutdown meeting to align the team and address any concerns. Make sure everyone feels confident and prepared for the break.

Back up systems and secure your office

IT and office security should be a top priority during the festive shutdown. Take steps to:

• Back up all important files and systems.
• Update cybersecurity protocols and ensure passwords are secure.
• Turn off and unplug non-essential equipment to save energy.
• Activate security systems and verify access controls.

One can also schedule any necessary IT maintenance for the downtime so systems can run optimally upon reopening.

Plan for a strong start in the new year

A festive break shouldn’t mean returning to chaos. Set your business up for success by planning ahead:

• Schedule meetings for the first week back to align on goals.
• Outline priorities and key tasks for January.
• Share a summary of achievements from this year to motivate the team.

Having a roadmap for the new year helps everyone hit the ground running.

Show gratitude to your employees and partners

The festive season is the perfect time to acknowledge the hard work of your employees, partners, and clients. A simple gesture of gratitude goes a long way in building goodwill and strengthening relationships.

• Send personalised thank-you notes or emails to clients and partners.
• Celebrate your team’s achievements with a small festive gathering or thoughtful gifts.
• Encourage your employees to truly switch off and recharge during the break.

Schedule your festive marketing and communications

Just because your business is on break doesn’t mean you can’t stay visible. Use automation tools to keep communication consistent:

• Schedule social media posts in advance.
• Plan email campaigns or festive messages to engage clients.

This allows you to maintain a presence without having to lift a finger during the break.

Encourage work-life balance

Remind your team to fully disconnect and enjoy the festive season. Encouraging employees to switch off improves mental health, boosts productivity, and ensures they return energised for the year ahead.

Double-check and lock up

Finally, ensure your office is secure and ready for shutdown:

• Turn off lights, heating, and appliances.
• Check all windows and doors are locked.
• Set alarms and confirm security measures.
• Leave the office clean and organised for a fresh start in January.