How to recover when vacation backup plan backfires

Q I just got back from vacation. Not only did my backup fail to follow through on the work that needed to be done, he has spread it around that I dropped the ball on it. It's created a lot of fallout for me. What should I do?

A Clear your name, get things done, and confront the issue directly by calling him on his behavior.

The inner game

It's tough to come back from a break only to find a mess to clean up. Start by dealing with your feelings about it. It'd be expected that you'd be angry or frustrated; don't deny these emotions, but also don't let them drive your behavior. Find a way -- writing, venting to a friend, exercising -- to get them off your chest and move forward.

Then do some fact-finding. First, review the plans you made prior to leaving to determine if there were gaps or ambiguities. Also assess whether your backup was the best person to cover for you -- if he had the skills and disposition to be effective in your absence. This step will help you address the current problems, and will help you with future planning.

A reality check on the extent of the fallout is also important. In some cases, "least said, soonest mended" applies. Get perspective from others to see if there is the potential for lasting harm. This is an area where emotion can cause overreaction, so be sure that you're being level-headed.

Finally, assess the practical implications: what work is undone or incorrectly done, what will it take to get caught up, and how will you get it accomplished?

Focus first on your practical action plan, in which you work through the tasks that need to be completed or corrected. Make a point of quickly checking in with any other affected teams in terms of lingering business needs. Then create a schedule of tasks, timelines, and other people who are helping to get the work done.

Also have a conversation with your backup, telling him what you've heard and asking for his side of it. Keep an open mind, but also be direct about the impact of his comments.

In terms of reputational fallout, first finalize where you really need to take action to protect your professional reputation. Talk to your boss about steps you should take so that you have management support. In some cases, it may be more appropriate for your boss to be the messenger, depending on the nature of the damage.

Clarify your message -- you don't want to bash anyone else to make yourself look better -- that'll bounce back to harm you. Yet, you want to be clear that you'd thought that there were solid plans in place. If you've had insights about ways to improve planning in the future, sharing these will send a positive message.

If better cross-training or documentation could have led to more success, address this now, as well. The bumps in the road from this situation could help improve your team's performance overall.

Address the situation directly without overreacting, and it may provide an opportunity for your professionalism to shine.