The holiday time-off requests are coming in. Thanksgiving week, the day after Christmas, and school vacation. You want your employees to enjoy the holidays, and you’d like some time off yourself! But you also need enough people working to keep things running.
I get it. On a small team, even two people being out can make scheduling tricky. A little planning now can help you avoid scrambling this holiday season.
1. Figure Out What Coverage You Need
Before approving requests, look at your schedule and workload. Will things be quieter, or is this your busiest time of year? How many people can reasonably be out, and which roles need coverage?
You might have room to shorten hours or close for an extra day. Or you may need most of your team working. Either way, knowing what you need makes it easier to answer requests.
2. Explain How Requests Will Be Handled
If you already have a time-off policy, review it and remind employees how it works. Let them know when to submit holiday requests and when they can expect an answer.
Also explain how you’ll handle overlapping requests. Do you approve them in the order they come in? Rotate popular days each year? Consider who worked those days last year?
People should understand the process before they start making plans. Encourage them to get approval before booking travel.
3. Keep It Consistent
It can be hard to say no, especially when someone keeps asking or you know how much the time off means to them. Having a clear process gives you something to refer back to when those conversations come up.
Be careful about making assumptions, too. An employee without children may have holiday plans that are just as important to them. Everyone should have the same opportunity to request time off.
If you rotate holidays, keep a record of who worked and who was off so you have that information next year.
4. Ask Where There’s Flexibility
Sometimes employees have more flexibility than their original request suggests. One person may really want Christmas Eve, while another cares most about the days after Christmas.
Ask what their priorities are. You may be able to split a week, adjust hours, or approve a shift swap that works for everyone involved.
Check with the people covering, too. You want to make sure the plan is manageable and that the same employees aren’t always taking on extra work.
5. Give People an Answer and Share the Plan
Try not to leave requests pending for weeks. Employees are coordinating travel, childcare, and plans with other people. Give them a date for your decision and follow through.
If you can’t approve the full request, talk through what you can offer. A few days instead of the whole week might still be helpful.
Once requests are approved, update your calendar or schedule and review coverage with the team. Make sure people know who to go to for questions when their usual manager is out.
You may not be able to give everyone their first choice, but planning ahead gives you more time to work through options. It also helps your team know what to expect as the holidays get closer.
5. Remember the Holidays Aren’t Joyful for Everyone
Some employees are excited for the holidays. Others may be dealing with grief, financial stress, difficult family situations, or feeling lonely. And some don’t celebrate at all.
Keep that in mind when planning activities and talking with your team. Invite people to participate without pressuring them to join a party, buy a gift, or explain why they’d rather sit something out.
If someone seems quieter than usual, check in privately. You don’t need to have all the answers or ask for personal details. A simple “How are you doing?” and a little flexibility may be appreciated.