Avoiding the 'vacation blackout'. Strategies for smooth summer staffing

Summer should be a time of sunshine, longer days, maybe a barbecue or two. But for businesses, it can feel less like a summer breeze and more like a sticky, uncomfortable mess.

As soon as temperatures start to climb, so, understandably, do the time off requests. Everyone wants to make the most of the great weather, but it might mean you’re standing there looking at your team calendar realizing half your team wants the same two weeks off in July.

This is what we like to call the "vacation blackout."

It's a common nightmare scenario for managers everywhere. A vital period of the year, potentially with increased demand, clashing with a sudden drop in available staff. But there's some good news: it doesn't have to be that way.

With a bit of smart planning and the right tools, you can avoid the summer scramble and make sure your business sails smoothly through the peak season.

Why summer break can be an issue for businesses

Summer’s a prime time for taking a break. Kids are out of school, the weather's playing nice, and there's a general vibe of "let's get out of here!" This natural increase in time off requests often bumps right up against your business's operational needs.

When you don’t manage clashes well, they can quickly lead to some serious problems:

Sudden staff shortages: The most obvious problem. Without a clear plan, you might find yourself with key employees missing in action at the same time. This will mean gaps in service and general chaos.
Overworked team members: The people left in the office end up picking up the slack from those who are out. This means potentially longer hours, increased stress, and a fast track to burnout. Nobody wants to be the one stuck holding down the fort while everyone else is sipping piña coladas.
A dip in customer service: When your team is stretched thin, the quality of your customer service can suffer. Long wait times, frustrated clients, and mistakes become more common. And that’s never a good look.
Productivity takes a hit: With fewer hands on deck and the remaining staff feeling the pressure, overall productivity can plummet. Deadlines might be missed, projects can stall, and that smooth workflow you worked so hard for can get bumpy.
Decreased team morale: Seeing colleagues struggling or feeling like their vacation requests are constantly being denied because of poor planning can really hit team morale hard. Resentment can start to brew, and that's toxic for any workplace.

Like we said, though, it’s not all doom and gloom! Most of these nightmares are totally avoidable with a bit of foresight. All you need is the right strategy for managing staff shortages before they happen.

The core problems behind summer staff shortages

So, why does the "vacation blackout" happen in the first place? More often than not, it boils down to a lack of clear visibility and coordination around time off.

Many businesses still rely on outdated scheduling methods, making it hard to see who’s requesting time off, when they want it for, and if there are any conflicts.

Without a clear overview, managers often find themselves reacting to requests after they've already caused a problem, rather than trying to prevent it in the first place.

Then we have the “first-come, first-served" chaos. It may seem fair, but approving requests as they come in can lead to your most popular dates getting swallowed up by the quickest clickers, leaving others high and dry. This can create tension and make fair management tricky.

And if you’ve got no central system, employees might not know if someone else has already requested the same time off, so you end up with multiple clashing requests hitting the manager's desk at once.

The core issues are:

Old school tracking and management of leave (think spreadsheets and emails)
Being reactive instead of proactive when it comes to leave management
Unfair approval methods
Employees having no clue who’s off and when

How can you manage summer staff shortages?

The key to a smooth summer is getting ahead of the game. It's about building a complete and clear strategy for managing staff shortages by planning smarter, not harder. If you can’t entirely eliminate staff shortages, you can at least help reduce the stress and sleepless nights that might come with them.

Here is a nice and easy four-step plan to help you get started with managing your staff shortages.

Step 1. Develop a clear vacation policy

Make sure your vacation policy is crystal clear and easily accessible to everyone. Ideally, here's what it should cover:

The request process: Let your team know exactly how they should request time off. Is there a specific form? A software system? When are the deadlines for submitting requests, especially for those popular summer weeks?
How requests are approved: You need this for fairness. How will conflicts be resolved? Is it strictly first-come, first-served? Will critical roles get priority? Is there a rotation system for highly sought-after weeks? Being transparent about this avoids surprises and builds trust.
How many team members can be off at one time: Let your employees know how many people from a specific team or department can be off at the same time. This way, they can manage their expectations if they know a few people from their department have already put leave in for the same day.
How will employees be told about decisions: How and when will they be notified if their request is approved or denied? Give them a timeline on when they can expect to hear back from you about their request. It’ll help them plan their time off based on the outcome.

Step 2. Encourage early bird requests

The earlier you know, the better you can plan. Make it appealing for your team to put in those summer requests well in advance.

Try to set clear deadlines for requests. Announce a firm deadline for all summer vacation requests, and stick to it! If you let one or two requests come through after the deadline, you might be accused of favoritism.

Put incentives in place for early submissions. For example, you could offer the first choice for those who submit by the deadline or guarantee quicker approval. This would encourage proactive planning from your team.

And make sure you communicate with your team! Explain that early requests help you get proper coverage and increase the chances of getting their chosen dates approved.

Don't let your business rely too heavily on one or two individuals for your most important tasks. If you’ve only got one person who knows how to invoice clients, you’ll be in for a tough time when they’re on holiday.

That's why upskilling employees and sharing knowledge is an absolute lifesaver. Here’s how you can make your team more like a well-oiled machine:

Figure out the key roles: Start by identifying those super essential jobs and tasks that simply have to keep running.
- Example: Is there only one person who can run the weekly payroll? Or just one tech wizard who can fix the website when it inevitably decides to have a wobble? Or do you only have one specific account manager who knows every detail about your biggest client's needs?
Get your team shadowing and learning: Once you know who’s in charge of each critical task, start training other team members to step into their shoes. This isn’t just about covering holidays; it can help your team understand what everyone does and make for a more resilient team in the long run.
- Example: Have a junior team member shadow your payroll expert for a few hours each week. Or get your social media staff to spend some time learning the basics of the email marketing system.
Document your processes: Everyone’s allowed to forget a step or two. Encourage your team to write down clear, step-by-step instructions for all those crucial tasks. Make sure those instructions are easily accessible and available to everyone.
- Example: For that tricky client invoicing, have the key account manager write down exactly how they do it, including what software and reports they use. Or create a quick video tutorial showing how to onboard a new customer from start to finish. The clearer the process, the easier it is for someone else to take over these tasks.

By getting proactive with cross-training and making sure everything's properly documented, you'll build an incredibly resilient team.

Step 4. Consider flexible staffing solutions

Sometimes, even with the best planning, you might need a little extra help. Outsourcing work can be a great solution!

For businesses with predictable summer surges, like restaurants or bars, bringing in temporary or seasonal workers can be a cost-effective way to improve capacity. Consider hiring part-time staff to cover lighter loads or specific tasks.

Independent contractors can fill specific skill gaps without adding to your permanent headcount if your business deals with more project-based work. For example, if you’re a web development agency, you could have a few subcontractors come on to help get any projects over the line while your usual team takes some much-needed rest.

If absolutely necessary, offering overtime to existing staff can cover short-term gaps, but be mindful of burnout and cost.

How PTO tracking software can help you manage staff shortages

There are many modern software solutions that are designed specifically to make time off management a lot easier for everyone involved. Here’s how any effective PTO tracking software can help your business:

They offer real-time visibility: With good PTO tracking software, you get an instant, clear overview of everyone's planned time off. You can see at a glance who's in or out, and spot any overlapping requests before they become a problem.

You get streamlined requests and approvals: Your team can easily submit their time off requests through the software, and managers get instant notifications. Approve or deny requests with a simple click, speeding up the whole process and keeping everyone in the loop.

Automated conflict flagging: The best PTO tracking software will automatically flag any requests that conflict with your policy. This takes the guesswork out of identifying potential staff shortages.

Help you stay fair and consistent: PTO software makes sure your time off policy is applied consistently across the board. The system doesn't play favorites, which builds trust and maintains morale among your team.

Easy reporting and analytics: Your PTO tracking software can generate reports that give you valuable insights. This data helps you fine-tune your policy and planning for future years, making future summers even smoother.

Timetastic: making your summer-time staffing smooth sailing

Avoiding the dreaded "vacation blackout" isn't about denying your team their well-deserved breaks. It's about smart planning, clear communication, and making sure your business stays up and running, even when half the office is dreaming of sandy beaches.

When you're proactive, your team feels respected, your customers stay happy, and your business doesn't hit any unexpected bumps in the road. It's a win-win for everyone!

At Timetastic, we know that keeping tabs on requests, spotting potential overlaps, and making sure everyone gets their fair turn can feel like a bit of a juggling act. That's where our straightforward tool comes to the rescue. Timetastic’s PTO tracking software gives you that instant, crystal-clear view of who's off and when, helping to streamline the whole booking process.

And you can try Timetastic out for yourself, free of charge for 30-days! No card needed, no forms to sign - just scheduling made simple, right at your fingertips.