Staff holidays are an important part of work-life balance and employee wellbeing. However, managing staff holidays can also be a challenge for employers, especially in busy periods or when there are staff shortages.
How can you ensure that your staff get the holiday they are entitled to, while also maintaining productivity and customer service?
Working with businesses ranging in size from startups employing their first staff members to national companies with over 100 employees, we have used our expertise and knowledge to provide our 10 top tips to help you manage staff holidays in the workplace.
Know the legal requirements
As an employer, you must comply with the legal requirements for holiday entitlement and pay. In the UK, most workers are entitled to 5.6 weeks of paid holiday a year, which can include bank holidays.
You can use a holiday entitlement calculator to work out how much leave someone should get. You must also pay workers their normal rate of pay for the time they take as holiday. You can find more information on holiday pay on the GOV.UK website.
Have a clear holiday policy
A clear holiday policy can help you and your staff understand the rules and procedures for requesting and approving holidays. Your policy should cover things like:
- How much notice staff need to give for taking holiday
- How holiday requests are approved or declined
- How holiday pay is calculated
- How holiday entitlement is carried over or paid out
- How bank holidays are treated
- How holiday is affected by sickness or other leave
You should communicate your policy to all your staff and make sure it is easily accessible.
Plan ahead
Planning ahead can help you avoid clashes or shortages of staff during peak times or busy seasons. You can use a calendar or a software tool to keep track of who is taking holiday and when.
You can also encourage your staff to book their holiday in advance, especially if they want to take a long break or travel abroad. This can help you plan your workload and staffing levels accordingly.
Be fair and flexible
When approving or declining holiday requests, you should be fair and consistent with all your staff. You should not discriminate against anyone based on their age, gender, race, religion, disability, or any other protected characteristic. Be flexible and try to accommodate your staff’s preferences and needs, as long as they do not disrupt your business operations or affect your customers. For example, you could allow staff to swap shifts, take half-days, or work from home if possible.
Manage expectations
Managing expectations can help you and your staff avoid disappointment or frustration when it comes to holidays. You should make it clear to your staff that not all holiday requests can be granted, especially during busy periods or when there are staff shortages. You should also explain the reasons why some requests may be declined and offer alternative options if possible.
You should also inform your customers of any changes in your opening hours or service levels due to staff holidays.
Delegate and cross-train
Delegating and cross-training can help you ensure that your business runs smoothly and efficiently when some of your staff are on holiday. You should assign tasks and responsibilities to other staff members who can cover for their colleagues when they are away. You should also train your staff to perform different roles or tasks, so that they can fill in any gaps or manage any emergencies that may arise.
Reward and recognise
Rewarding and recognising your staff can help you motivate them and show them that you appreciate their hard work and dedication. You could offer incentives such as bonuses, vouchers, extra days off, or flexible working hours for meeting targets or completing projects before going on holiday. You could also acknowledge their achievements and contributions in team meetings, newsletters, or social media posts.
Support wellbeing
Supporting wellbeing can help you reduce stress and burnout among your staff and improve their performance and productivity. You should encourage your staff to take regular breaks during the day and use their holiday entitlement fully. You should also provide support and resources for their mental and physical health, such as counselling services, wellness programmes, or health benefits.
Stay in touch
Staying in touch can help you maintain a good relationship with your staff and keep them engaged and informed when they are on holiday. You should communicate with them before, and after their holiday, depending on their preferences and availability. You could:
- Send them a reminder of their holiday dates and any tasks they need to complete or hand over before they leave
- Send them a message to wish them a happy holiday and let them know that you value their work
- Welcome them back and update them on any changes or developments that happened while they were away
However, you should also respect their privacy and personal time and avoid contacting them unnecessarily or expecting them to work or respond when they are on holiday.
Contact Aible HR
If you need more specific advice and guidance on how to manage staff holidays in the workplace, or any other HR related matters, you can get in touch with Ami at Aible HR.
Aible HR is a professional and friendly HR consultancy that can help you with all aspects of human resources, from recruitment and contracts to policies and performance.
Do not let staff holidays become a headache for you or your business. Follow these 10 top tips to manage staff holidays in the workplace effectively and efficiently.
And remember, Aible HR is always here to help you with any HR challenges or questions you may have. Contact Ami today and see how Aible HR can make your life easier.
