Frances Lee
VP of Operations and Business Development

Six Tips for a Perfect PR Handover to Ensure Air Cover and a Relaxed Vacation

May 20, 2024

Memorial Day is around the corner, and summer vacation season is here. Work won’t stop while you’re away, so your teammates must know what work to do while you’re away. 

Letting go and shutting off from work can be challenging, but we all need a break. Here are six tips for creating the perfect PR handover document so your PR teammates can easily cover your clients. 

  1. Be Clear: PR teammates shouldn’t have to read between the lines or guess what work needs action. Make sure your instructions are straightforward and detailed.
  2. Note Deadlines: Knowing if a tight turnaround is required makes time management more efficient. If a PR colleague is covering for you while you’re OOO, they’ll need to know when work is due and the priorities.
  3. Format Simply: Formatting is essential. Start with a new document. Whatever format you choose must be easily digestible. Order the handover document by each client, then by projects, and then by specific tasks. Text formatting is essential, too. Bold titles, use bullet points and keep formatting consistent throughout the handover document or spreadsheet.
  4. Include Links: Don’t make colleagues rummage through emails or Slack to find threads or documents. Include every link they might need. Make it as easy as possible for your teammates so they don’t feel added stress.
  5. Name the Best Contact: It’s helpful to note if there is another PR team member to go to for help if there are any challenges or hurdles.
  6. Turn on “Out of Office”: Remember to set up and turn on your email’s “out of office” autoresponder. A good OOO response should include the names, emails, and phone numbers of colleagues covering particular clients. This will make it easy for anyone contacting you while you’re out of the office to find the right person to help them immediately.

A solid handover ensures there is no room for error. It also ensures your PR colleagues won’t find it too much trouble to provide air cover, and the client will barely miss that you’re not there. 

These tips will help ensure success for your colleagues — and a worry-free vacation for yourself.

Looking for help with PR — including strategy, media relations, content marketing and analyst relations? Mercury Global Partners is an award-winning PR firm focused on emerging tech. Get in touch at hello@wearemgp.com to discuss your PR needs and goals.

 

Frances Lee
VP of Operations and Business Development

Six Tips for a Perfect PR Handover to Ensure Air Cover and a Relaxed Vacation

May 20, 2024

Memorial Day is around the corner, and summer vacation season is here. Work won’t stop while you’re away, so your teammates must know what work to do while you’re away. 

Letting go and shutting off from work can be challenging, but we all need a break. Here are six tips for creating the perfect PR handover document so your PR teammates can easily cover your clients. 

  1. Be Clear: PR teammates shouldn’t have to read between the lines or guess what work needs action. Make sure your instructions are straightforward and detailed.
  2. Note Deadlines: Knowing if a tight turnaround is required makes time management more efficient. If a PR colleague is covering for you while you’re OOO, they’ll need to know when work is due and the priorities.
  3. Format Simply: Formatting is essential. Start with a new document. Whatever format you choose must be easily digestible. Order the handover document by each client, then by projects, and then by specific tasks. Text formatting is essential, too. Bold titles, use bullet points and keep formatting consistent throughout the handover document or spreadsheet.
  4. Include Links: Don’t make colleagues rummage through emails or Slack to find threads or documents. Include every link they might need. Make it as easy as possible for your teammates so they don’t feel added stress.
  5. Name the Best Contact: It’s helpful to note if there is another PR team member to go to for help if there are any challenges or hurdles.
  6. Turn on “Out of Office”: Remember to set up and turn on your email’s “out of office” autoresponder. A good OOO response should include the names, emails, and phone numbers of colleagues covering particular clients. This will make it easy for anyone contacting you while you’re out of the office to find the right person to help them immediately.

A solid handover ensures there is no room for error. It also ensures your PR colleagues won’t find it too much trouble to provide air cover, and the client will barely miss that you’re not there. 

These tips will help ensure success for your colleagues — and a worry-free vacation for yourself.

Looking for help with PR — including strategy, media relations, content marketing and analyst relations? Mercury Global Partners is an award-winning PR firm focused on emerging tech. Get in touch at hello@wearemgp.com to discuss your PR needs and goals.