Taking time off in December feels impossible, right?

'Someone needs to be in the office, just in case.'

In my early days of fundraising, this was the holiday mantra. I'm guessing it sounds familiar.

And there's some truth to that. 10% of annual gifts come in during the last three days of December. You can't disappear.

So we'd alternate days on site while the rest of the team was on vacation.

Thankfully 'in office' isn't what it used to be.

If you're a larger organization with a physical office space and can split up coverage? Do that.

But for smaller shops, here are some strategies to balance being available AND taking actual time away:

Use your tools

Make sure your website has what it needs. Is it easy to find the donate button? Do you have the tax ID where a donor can find it?

Pre-schedule your year-end emails. Make sure they're set up to exclude those who already gave.

Out-of-office email replies - Create one for all team members that includes the online giving link, mailing address, tax ID with official org name, and a phone number or email to reach out to with questions about supporting the organization.

Voicemail messages - Include directions on how to give online and who to contact with questions.

Call forwarding - If you're using it, set your voicemail to run first so most callers get the information they need. Then direct those with specific giving questions to your cell.

Create boundaries (and do your best to stick to them)

For fundraising leaders and executive directors, it doesn't always make sense to set up an out-of-office reply. If you do, you can make it clear you're checking emails periodically throughout the day and can be reached by cell.

Turn off notifications and set specific times to check rather than responding every time your phone dings.

Call and check your voicemail during regular office hours only (and twice a day at most).

If there's one day to be in the office? Pick December 30.

Check the mail. Enter gifts in the CRM, if that's your role. Make thank-you calls letting donors know you received their gifts. And see who hasn't given yet and send a final email check in or better yet, pick up the phone and call.

The goal isn't to be tethered to your desk through the holidays. It's to stay responsive without burning out - because fundraisers deserve time with their friends and family during the holidays too.

What strategies are you using to balance year-end and time off?