How to Prepare Your IT Systems for Summer Downtime and Employee Vacations

Summer is a time for rest, relaxation—and for many businesses, reduced staff availability as employees head off on well-earned vacations. But while your team may be logging out, your IT systems can’t take a break. Ensuring continuity and security during peak vacation months requires proactive planning.

Here are some key strategies to prepare your IT infrastructure for summer downtime and employee absences:

1. Review and Update Your IT Documentation

Before vacation schedules start to impact operations, ensure your IT documentation is current and accessible. This includes:

• - Network diagrams
• - System and application credentials (stored securely)
• - Standard operating procedures
• - Vendor contact information
• - Disaster recovery and incident response plans

Having this information organized helps whoever is covering to respond to issues quickly and correctly.

2. Implement Role-Based Access and Delegation

Make sure appropriate permissions are delegated in advance. If a primary IT administrator or key employee is on vacation:

• - Grant temporary access to backup team members
• - Use role-based access controls to limit exposure to only necessary systems
• - Use shared mailboxes or ticketing systems for team coverage

This prevents bottlenecks and keeps critical systems and decisions moving forward.

3. Automate Where Possible

Automation can significantly reduce the impact of reduced staff availability. Consider:

• - Automating updates and patches during off-hours
• - Scheduling backups and system checks
• - Setting up alerts for key metrics or failures
• - Using automated ticket routing or AI chatbots for employee support

The more tasks your systems can handle independently, the less risk there is during staff shortages.

4. Communicate Vacation Plans Internally

Coordinate with department heads and key personnel to understand who will be out and when. Use this information to:

• - Identify potential coverage gaps
• - Plan projects or maintenance around absences
• - Stagger vacations when possible

Encourage employees to create brief coverage notes or handover documents before their time off.

5. Test Your Incident Response and Backup Plans

Summer is not the time to discover flaws in your backup or disaster recovery strategy. Perform a quick health check on:

• - Backup integrity and recovery tests
• - Security monitoring and alerting systems
• - Incident response procedures

Ensure at least one team member or MSP contact is reachable in case of critical incidents.

6. Consider Working with a Managed Services Provider (MSP)

If your internal IT team is limited or thinly stretched during the summer, an MSP can fill in the gaps. An MSP can:

• - Monitor your environment 24/7
• - Handle patching and maintenance
• - Provide rapid response to support requests
• - Offer business continuity and disaster recovery services

Having external experts available ensures that someone is always keeping watch—even when your team is offline.

7. Prepare End Users for Limited IT Availability

If IT support will be slower than usual, let employees know in advance. Share:

• - Expected response times
• - How to submit urgent requests
• - Self-help resources or knowledge base articles

Setting expectations helps minimize frustration and encourages self-sufficiency.

Final Thoughts

With the right preparation, your business can remain secure, supported, and efficient during the summer slowdown. Proactive planning, documentation, automation, and smart delegation can make all the difference. And if needed, partnering with an IT provider can give you peace of mind while your team enjoys some well-earned time off.

Need help preparing your IT systems for the summer? Contact RCS Professional Services today to learn how we can support your team—before, during, and after vacation season.