Hey, friends! Damian here from Master of One Marketing, and today I want to talk about something we all know too well: Circle Back Season. That’s right—whether you call it by name or just recognize the patterns, it’s that time of year when “Let’s circle back after the holidays” becomes the most-used phrase in business.
Running from Thanksgiving all the way through the New Year, this period is a whirlwind of holiday prep, year-end deadlines, and client expectations. While many are gearing up for family time and vacations, those of us in client-focused roles know the truth: The work doesn’t stop—it just shifts.
Let’s break down how to navigate this season like a pro, whether you’re an independent marketer or part of an agency team.
What Is Circle Back Season?
Circle Back Season is a phenomenon anyone working in client services or agency life will recognize:
- Clients juggle personal and professional demands while preparing for holiday campaigns or initiatives.
- At the same time, they expect you to keep everything running smoothly—or even handle a surge in workload.
It’s a delicate balance. The key to success during this time is preparation, proactive communication, and setting clear expectations.
Tips for Independent Marketers (1099 Contractors)
If you’re a freelancer or independent marketer, Circle Back Season can be particularly challenging. You’re not just managing client work—you’re also running your own business. Here’s how to make it work:
1. Front-Load Your Work
When the holidays roll around, clients want assurance that their projects will run seamlessly. As an independent marketer, you need to plan ahead:
- Communicate Early: Let clients know you’re front-loading work so they’ll be taken care of, even during your time off.
- Explain Your Process: Tell them, “The work is getting done—it’s just being completed in advance.” This helps set expectations and avoids confusion later.
- Focus on Key Deliverables: For time-sensitive campaigns, like Black Friday sales, test everything thoroughly before the launch date.
For example, if you’re managing a holiday campaign, ensure that:
- All coupon codes are correct.
- Images and creative assets are polished.
- Timelines for ads, emails, and posts are locked in.
The last thing you want is a frantic client call during your Thanksgiving dinner because something wasn’t double-checked.
2. Define Emergencies Clearly
Some clients may overestimate what constitutes an “emergency.” Set boundaries by explaining what truly needs immediate attention, such as a website crash, and what doesn’t, like a minor typo in an email.
Keep in mind: Certain issues (e.g., server outages) might be beyond your control. Remind clients that hosting companies and other service providers also experience holiday slowdowns.
Tips for Agencies
Working in an agency during Circle Back Season comes with its own challenges. While you have team support, you’re also managing a broader client roster. Here’s how to stay ahead:
1. Set Up Emergency Protocols
Most agencies run on a skeleton crew during the holidays to handle urgent issues. Make sure clients know:
- Who to Contact: Provide emergency contact details for your team.
- What to Expect: Reinforce what qualifies as an emergency versus what can wait.
2. Reinforce the Workflow
Clients sometimes assume that agency work slows down during the holidays. Be transparent about how your team operates:
- Explain that work is often front-loaded but released strategically over time (e.g., for SEO, steady updates are better than bulk changes).
- Reassure them that their campaigns are being managed, even if they don’t see immediate activity.
By educating clients on your process, you’ll avoid unnecessary questions or concerns.
Managing Client Expectations
Whether you’re a freelancer or part of an agency, the foundation of a stress-free Circle Back Season is clear communication.
1. Communicate Frequently
Don’t wait until the holidays to start conversations. Begin building trust now:
- If you usually check in monthly, increase the cadence to weekly or bi-weekly updates.
- Provide detailed progress reports so clients feel confident about where things stand.
2. Build Strong Relationships
Clients appreciate knowing they’re a priority. Treat your communication like maintaining a good friendship—the more you talk, the better the relationship.
- Share timelines and milestones regularly.
- Highlight the work you’ve already completed and what’s still in progress.
Holiday Prep Essentials
Here’s how to avoid last-minute surprises and ensure a smooth holiday season:
- Confirm Content Calendars: Double-check that all planned posts, emails, and ads are scheduled correctly.
- Test Campaign Elements: Verify that everything from automation to tracking systems is functioning.
- Stay Available for True Emergencies: Even if you’re taking time off, have a plan for addressing critical issues.
Wrapping Up Circle Back Season
The holidays can be a chaotic time, but with proper preparation and proactive communication, you can navigate Circle Back Season like a pro.
Remember to:
- Start conversations early to align with client expectations.
- Front-load work and double-check every detail.
- Set boundaries while providing emergency coverage.
When you take these steps, you not only ensure your clients feel supported—you also set yourself up for a stress-free holiday season. That’s all for now. Thanks for tuning in, and happy holidays from Master of One Marketing! We’ll “circle back” after the holday yeah?