If you run a small business, you no doubt wear a lot of hats and deserve some time off to relax at the end of a busy year – but the lead-up to a shutdown period can feel overwhelming. If you are closing over the festive period, there’s a lot to think about – and not just your Christmas shopping. Make this silly season feel a little more streamlined with our 10-week holiday countdown for small business owners. Take it one week at a time with expert advice to make sure everything is covered so you can truly switch off and celebrate.  

‍Your End-of-Year Countdown Snapshot

Add these dates to your diary so you’ll be all set to enjoy your holidays and return to the office refreshed and organised.

  • 10 weeks to go: Start finalising your deadlines and stocking up on essentials.
  • 9 weeks to go: Sort out any IT issues and update your system software.
  • 8 weeks to go: Set aside time for end-of-year catch-ups with your team.
  • 7 weeks to go: Organise a Secret Santa for your team.
  • 6 weeks to go: Plan a fun end-of-year activity with your team.
  • 5 weeks to go: Make the most of end-of-year sales and invest in tech upgrades.
  • 4 weeks to go: Share key dates and contacts with your suppliers and clients.
  • 3 weeks to go: Create personalised cards for your coworkers, clients and suppliers.
  • 2 weeks to go: Organise your space and backup your files, ready for the new year.
  • 1 week to go: Write a fun out-of-office message for your shutdown period.
A person wearing a striped apron writing on a clipboard at a cafe counter, with another person working at a coffee machine in the background.

10 Weeks to Go: Plan Your Prep

The end of the year will be packed with projects, tight turnarounds and loose ends to tie up so it’s important to create a clear plan for the weeks ahead. “Don’t leave [anything] to the last minute. Everyone is busy at the end of the year, and a tiny delay in September can snowball into a real headache in December,” says Gemma Leslie, founder of the culinary-inspired art print store, Food for Everyone. 

So, where to start? Try the four golden rules Gemma works by:

  1. Stock up: Make sure you won’t run out of your bestsellers mid-November.
  2. Create a reverse timeline: Work backwards from your final shipping day and map out deadlines for production, photos, marketing and dispatch. 
  3. Communicate clearly: Be upfront about cutoffs and studio closures. Repeat it. Pin it. Make it easy. 
  4. Make space: Both literally and mentally. Tidy your studio and never say no to a huge tub of gelato for your team. Sit together, enjoy that gelato!

What to Try 

SEE ALSO: Small Business Success: A Day in the Life of Food for Everyone Founder

A person working on a laptop at a desk in a warehouse, with shelves of boxes in the background and another individual handling a package.

9 Weeks to Go: Update Your Systems 

A time-crunch period can put an extra load on your systems, so it’s best to make sure they’re operating at peak performance. “A lot of people may not realise that software updates are more than just fun new features; they’re generally for security purposes and help avoid major issues like data breaches or identity fraud, which you’d want to avoid, especially at the end of the year,” says Geeks2U IT technician, Chris. 

Did You Know? Our expert Geeks2U technicians can provide on-site and remote help for a range of tech issues, from computer repairs to digital security checks. Visit the Geeks2u website for more information or call 1300 725 420.‍

SEE ALSO: How to Upgrade and Install Windows 11

Two people in aprons sitting side by side and talking at a table with a laptop and notebook, in a cafe setting.

‍8 Weeks to Go: Set Up End-of-Year Reviews

“End-of-year one-on-ones are a powerful opportunity for both employers and employees to have a two-way discussion to reflect, reset and realign on the year that was and look at the year that is coming,” says HR coach and consultant Hayley McLennan. “These discussions build trust and a stronger relationship and are encouraged to happen regularly. You could centre the discussion around these two questions, ‘What are you most proud of this year?’ and ‘What’s one thing you’d love to improve or explore in the new year?’”‍

Two people in a festive office setting, one holding a wrapped gift with Christmas trees and holiday decorations in the background.

7 Weeks to Go: Organise a Team Secret Santa 

Help your team get into this year’s Secret Santa with a ‘this or that’ style questionnaire. Create a festive flyer with a Canva template and include simple questions like “tea or coffee?”, “lollies or chocolate?” and “‘Seinfeld’ or ‘The Office’?”. Once everyone has written down their answers, pop the folded questionnaires into a Santa hat and have everyone pick out their recipient. 

This will help your team come up with fun gift ideas and they may even learn a new fun fact about their coworkers. But if you're still stumped on what to wrap up, we’ve got you covered with our Secret Santa gift guide.

What to Try 

A group of office workers participating in a team activity. They are sitting on the floor in a circle with sticky notes stuck to their foreheads.

6 Weeks to Go: Plan an End-of-Year Team Activity

Regular acts of appreciation go a long way, especially with one in three Australian employees leaving their workplace due to lack of appreciation. “Celebrating together builds connection, strengthens relationships, boosts morale and makes people feel valued,” says Hayley. “Choose what best reflects your team’s energy and interests: a team lunch or breakfast, movement or wellness activity, quiz game or awards with fun team-nominated categories.”

A florist using a tablet in a shop filled with vibrant flowers, plants and decorative pots, with a laptop on the counter in front of them.

‍5 Weeks to Go: Upgrade Your Tech

Black Friday is here (be sure to mark your calendars for the last weekend of November), so now is the time to invest in the tech upgrades you’ve been eyeing all year.

When it comes time to look for your upgrades, Chris recommends thinking about what key functionalities will best serve your business needs. “Make sure the hardware is going to be relevant moving forward. For example, if your business uses demanding software, then you should look for [laptops or desktops that have] a modern processor, high RAM and decent amount of storage,” he says.

What to Try

‍SEE ALSO: Geeks2U Small Business Tech Support Tips

A small business owner working on a laptop and talking on the phone in a bright, creative studio filled with pottery and artistic supplies.

4 Weeks to Go: Share Important Information with External Stakeholders 

It’s important to remember not everyone takes a break at the end of the year. With some businesses running round the clock, it can be helpful to share your shutdown dates and key contacts with your clients and suppliers to avoid any mistimed communications. Contact stakeholders now via email for easy reference.

Person writing in a holiday card on a wooden table with a festive mug and Christmas decorations nearby.

3 Weeks to Go: Print Personalised Christmas Cards 

Sending an end-of-year card is a simple gesture that can leave a lasting impression on your coworkers, employees, suppliers and clients. It’s easy to go the extra mile and create a set of personalised cards using templates, allowing you to find the perfect design to fit your brand. 

Left it a little late in the week? No problem! Order them before 2pm and receive your order that day with Same Day Printing services at selected Officeworks stores.

A person organising items in a drawer within a modern, well-lit workspace featuring desks and shelves filled with neatly organised books, folders and stationery.

2 Weeks to Go: Freshen Up Your Workspace

It helps your mindset to come back to a clean and organised workspace after the holidays, so take a day to refresh your space, whether that’s reorganising your stationery or auditing loose pieces of paper. This also means clearing out your digital workspace; you’ll be able to pick up any project without missing a beat after the holidays if you’ve organised and backed up your digital data. 

What to Try

‍SEE ALSO: Data Storage Devices: Everything You Need to Know

‍A person wearing a Santa hat working on a laptop in a festive warehouse setting, surrounded by holiday decorations, gift boxes and a decorated Christmas tree.

‍1 Week to Go: Write a Fun Out-of-Office Message

You’re only days away from some much needed R&R, so what’s the last thing to-do on your list? “Set up your automations! Whether it’s your out-of-office email, your Instagram bio or your shop banner, make sure your customers know what’s going on,” says Gemma. “Be warm, be clear and give yourself a buffer. Wrap things up a few days earlier than you think you need to so you can tie up loose ends and actually rest over your break.”

Add some personality to your OOO with a fun additional message…

  • Classic joke: Knock, knock. Who’s there? Not me! 
  • Festive cheer: This elf is taking a break from the workshop.
  • IT pun: ERROR 404: Employee not found.
  • Corporate rhetoric: I’m currently offline, aligning my interests with a tropical beach.