What’s the holiday season all about? It’s a time for family, friends, and festivities. But for businesses, it can be stressful. Many employees request time off and get in the holiday mood.

Juggling holiday PTO requests, ensuring fair vacation scheduling, and keeping your business running smoothly can feel like a tricky balancing act. And that’s why having a clear holiday time off policy and an effective system for managing requests is crucial. 

We’ve put together some ideas on how you can breeze through this busy period!

1. Plan ahead and communicate early

Planning ahead for employee time off during the holidays is crucial for keeping up smooth business operations and a work environment everyone can enjoy! If you don’t plan ahead you risk being understaffed. This can lead to a dip in productivity, unsatisfied customers , and lost revenue. Overworked employees who feel unable to take time off will likely experience burnout, which impacts morale and even mental health. 

How much planning do you need? Well, that varies depending on your industry. For example, retail and hospitality businesses experience peak periods during the holiday season, so you should consider more structured scheduling and possibly limiting time off. But industries like construction and manufacturing often have a seasonal slowdown, which allows for flexibility in accommodating more time-off. By understanding your industry’s nuances and planning accordingly, you can get through the holiday season successfully while supporting your employees' well-being. It’s a win-win situation for all! 

If you need more information, here are some things you should consider when managing employee time off during the holiday season:

  • Publish your holiday time off policy: Make sure your employees  know and understand your policy. Clearly outline how far in advance requests need to be submitted, any limits on the number of employees who can be off at the same time, and how time off is approved. Doing this well in advance will ensure that all employees have enough time to familiarize themselves with the policy.
  • Encourage early requests: Give employees a deadline to submit holiday PTO requests. This gives you more time to plan and minimize last-minute disruptions. The sooner the better!
  • Internal communication is key: Use company-wide emails, internal meetings, or regular conversation to remind employees about the policy and deadlines.

2. Implement a fair system for approving PTO requests

The easiest way to ensure fairness and avoid any feelings of favoritism is to establish a clear and consistent process for approving time off requests.  

A first-come, first-served approach offers transparency, while a rotation or seniority-based system can prioritize critical roles during busy periods. An example of the seniority-based system would be if you have a restaurant and know it’s going to be busy on Christmas day. You may want to restrict more experienced employees from taking time off that day. In another example, some companies may favor those who have been working there for longer, so a manager might get their leave approved ahead of the intern. Again, it totally depends on your business and the industry you’re in. 

Remember, everyone’s looking to enjoy their own holidays and it’s best to be flexible and think about individual circumstances, such as special family events or religious holidays, when making your decisions.

Encourage your employees to plan as far in advance as possible. You can then be as fair as possible when it comes to approving PTO and remove some of the pressure in the busier times. 

With Timetastic, this is easier than ever before. Give your employees the power to book time off far in advance, with the added benefit of being able to see when other employees have requested time off too. That way they’re more likely to know whether their request will be approved or not! 

3. Set clear expectations and maintain coverage

Do you feel like you’re walking the tightrope during the holiday season? Balancing PTO on one side and business requirements on the other, trying not to tip too far in either direction? It’s not simple to stay steady. While you want to be fair and accommodating, it's also important to ensure your business can function effectively during the holidays. Here’s a breakdown that will help you walk the line confidently:

Define holiday staffing needs

  • Analyze past trends: Check how busy your business was in previous holiday seasons. You should understand the peak times and staffing needs for different roles. This helps you make decisions on how much leave you can allow for each department and role.
  • Forecast current demand: Consider any anticipated changes in demand this year due to market trends, promotions, or other factors. That way you can make the adjustments required to make sure that you have enough staff during the holiday season.
  • Minimum staffing levels: Get clear on the minimum number of employees you need for each role and department to maintain essential operations and customer service levels. Being open and honest lets your teams know how likely they are to get leave approved in this period.

Let your team know about the expectations early on

  • Time-off deadlines: Set clear deadlines for submitting time-off requests. Earlier deadlines allow for better planning and coordination.
  • Approval process: Clearly outline the approval process. Think about who is responsible for approvals and any criteria you use(seniority or first-come-first-served methods). If your team is informed about how leave is going to be approved, it can manage their expectations.
  • Potential limitations: Be clear about any potential limitations on time off due to business needs, such as blackout periods or restrictions on the number of employees who can be off at the same time in one department. By letting your team know these limitations you can again manage their expectations. 

Implement coverage solutions

  • Cross-training: Encourage cross-training employees in different roles to increase flexibility and coverage options. This can help reduce the stress on certain departments if there are more staff members able to do their work.
  • On-call rotation: Think about using an on-call rotation for essential roles to make sure there is coverage for emergencies or unexpected absences.
  • Temporary staffing: For industries with significant seasonal spikes, explore using temporary staffing agencies to supplement your workforce during peak periods. This is quite common  for hospitality industries but something to consider for any business.

4. Managing overlapping requests from essential employees

Overlapping time off requests, especially from more senior employees, can be a challenge during the holidays. It’s no surprise most people want New Years Eve and The Fourth of July off work. Encourage open communication and early planning to minimize conflicting requests. If overlaps occur, which they no doubt will, assess the situation and offer compromises such as alternative dates or flexible work arrangements.

If unavoidable overlaps arise, prioritize requests based on criteria such as seniority or if they are needed for important tasks. Use a system like Timetastic to gain a clear overview of requests and make informed decisions. Remember to be flexible and consider solutions like remote work or adjusted schedules to keep your business running smoothly.

5. Show appreciation to those working over the holidays

Sometimes overlaps are unavoidable and of course, the holidays are a special time for most. Those who dedicate their holiday time to keep things running deserve recognition. Show your appreciation to employees who work through the holidays. This could be through:

  • Offering bonus pay: Provide extra compensation for those who work on key holiday dates.
  • Providing extra time off: Allow employees to accrue additional vacation time or offer them a longer break after the holiday season.
  • Organizing a special event or meal: Host a festive lunch or dinner for those working during the holidays.
  • Expressing gratitude: A simple thank you and acknowledging their dedication can go a long way.

6. Use technology to streamline your processes

Managing holiday PTO requests manually can be a nightmare. Using a time off management system can simplify things dramatically. These systems offer automated request tracking, eliminating the risk of spreadsheets or emails getting lost. 

They provide a real-time overview of absences, making it easier to plan and ensure adequate coverage and also empower employees to submit and track their own requests, giving back hours of your time for other tasks. Sounds great, right?

Enjoy a stress-free holiday season with Timetastic 

We just want to relieve your headache from managing employee time off during the holidays. Because it doesn't have to be stressful anymore. By planning ahead, setting clear policies, and using the right tools like Timetastic, you can ensure a smooth and stress-free holiday season for you and your employees.

Timetastic is a user-friendly holiday management system designed to simplify absence tracking and make life easier for both employees and managers. With its easy-to-use interface, employees can quickly submit time off requests from any device. You can customize approval workflows to set up your own rules and ensure requests are routed to the appropriate managers. 

Timetastic also provides automated notifications to keep everyone informed about the status of requests and upcoming absences. The platform offers a clear absence calendar so you can get a visual overview of who's off and when, making it easier to plan for coverage. And it integrates with your existing tools, working seamlessly with popular calendar and HR software.

Ready to take the stress out of managing vacation time?  Start your free trial of Timetastic today!