Out of Office, Not Out of Mind: Planning for Employee Holiday Absences

The holiday season is the time for festive cheer, cozy gatherings, and the inevitable puzzle of planning employee time off.

"When your team starts penciling in their vacation days, it can seem like you're trying to solve a scheduling riddle," said Francesco Gatti, CEO of Opensend. "Fortunately, with a little smart planning, the holiday exodus doesn't have to throw the office into chaos."

Looking to learn more? Read on to get the inside scoop on how to keep your team humming along, even when the office is half empty.

Why Is It Important to Approve Holiday Requests?

Holiday leave might seem like a standard part of workplace policies, but its impact runs deep.

"Employees will benefit mentally, physically, and spiritually from vacation," explained Rebecca Zucker from Next Step Partners. "Employers will benefit as well. And making sure your people regularly take time off is key to creating a more sustainable workplace with healthier, happier employees."

Neglecting this need can lead to a weary team. Without breaks, employees gradually become less effective, dragging down the energy and creativity that fuels your company. It's simple: Rested employees lead to a resilient business.

Why Should Employers Plan for Employee Absences?

When you know who's going to be away and when you can arrange the workload to keep everything on track. This preventative measure avoids those last-minute scrambles when someone suddenly isn't there.

"When leaders plan for absences in advance, it minimizes disruption and maintains productivity. It's not just about covering shifts but sustaining the momentum of the team," shared Mathe Mosny, Founder and CEO of Soba Mesa.

If you don't plan, you risk critical tasks falling through the cracks, which can quickly snowball into larger issues. Effective planning lets your team handle absences without skipping a beat, keeping stress levels down and performance up.

What Are Some Strategies for Effective Holiday Leave Planning?

With the importance of approving holiday requests made clear, you might wonder how a manager can best keep track of all these moving parts.

"To handle holiday absences, a bit of forward-thinking will have to kick in," pointed out Cody Candee, Founder and CEO of Bounce. "You want to be ahead of the curve."

With that in mind, consider these strategies to keep things smooth and stress-free:

Get an Early Start

Encouraging your employees to request their holiday leave early will set your whole team up for success later on. It will help you plan better and keep everyone from scrambling at the last minute.

"Getting holiday requests in early lets employers breathe a little easier," noted Dovas Zakas, CMO & Cofounder of The Pets Table. "They can see the gaps early and plan without pressure."

Set an early deadline for these requests and remind your team with a quick message or a meeting mention. Keeping everyone in the loop from the get-go means fewer headaches down the road.

Keep a Master Calendar

A master calendar is your central tool for tracking who's off and when. This clarity prevents overlapping leaves and makes sure every department is adequately staffed.

"Keeping everyone's schedules in one view stops things from falling through the cracks," stated Ruslan Polinovsky, Sr. Director of Marketing at LUSA. "In particular, consider a digital calendar."

This calendar should include vacation days, adjusted hours, and remote work plans. Regularly update and review this calendar in team meetings to ensure everyone is on the same page and prepared for upcoming absences. This will help minimize disruptions and maintain a steady workflow.

Cross-Train Your Team

Cross-training your employees can turn your team into a professional Swiss Army knife, ready to perform any task if asked to. By teaching employees how to handle different responsibilities, you're prepping them to step in seamlessly when someone else is sipping eggnog.

"Cross-training is the secret to holiday success," shared Michael Klein, CEO known for the functional herbal tea from Herbaly. "It means everyone has each other's backs, and no ball gets dropped."

Try to mix it up with training sessions throughout the year. This way, your team is skilled in their own roles while also comfortable jumping in on other tasks. It can make your workforce more dynamic and adaptable.

Identify Key Responsibilities

Pinpointing tasks that can't be put on hold over the holidays ensures your team stays on track. It's about knowing your must-dos—the things that keep the wheels turning even when the office is quieter.

"Identifying the most important responsibilities of your team early on can help you zero in on what's essential during the holidays and beyond," underscored Justin Soleimani, Co-Founder of Tumble, a company known for their washable rugs.

Sit down with your team to highlight these priorities. Making everyone aware of which tasks are non-negotiable means that no matter who's out, the important stuff gets done without a hitch.

Adjust Workloads Proactively

Shifting duties around before everyone heads out for the holidays can save you from stress. Spread the work so that no one's swamped and everything that needs your team's attention gets done.

"By shifting duties early, managers keep the workload balanced and manageable," explained Charlie Melvoin, Co-Founder of Zygo, a company that specializes in swimming headphones. "That means no one's drowning in tasks."

Look at what's coming down the pipeline, see who can handle which responsibilities, and adjust as needed. This will help you manage the workload efficiently and prevent your team from feeling overwhelmed.

Plan for Coverage

Last but not least, if you know that most of your office will be MIA, it might be a good idea to call in some temporary help.

"With everyone looking to unwind and enjoy the holidays, the remaining workload shouldn't have to fall on just a few shoulders," mentioned Maggie Brown, Founder and CEO of Recess Pickleball, a company that specializes in pickleball paddles. "This is where temporary staff can save the day."

To implement this strategy, start by identifying the key areas that need extra hands. Contact staffing agencies specializing in your industry—they can quickly provide skilled professionals who fit the bill. Once you've secured the temporary staff, ensure these temps get a solid onboarding to hit the ground running.

When Should Employers Start Planning for Employee Holiday Absences?

With these strategies in place, your next big move is to decide when to kick off your holiday planning. Starting early is crucial, but how early is early enough?

"The ideal start time is at least three to four months before the holiday season," advised George Fraguio, Vice President of Bridge Lending at Vaster. "This timeline ensures all your bases are covered, from staffing to managing workload adjustments."

Starting the holiday planning a few months ahead helps smooth things out. It gives everyone—managers and employees alike—a decent stretch to adjust or reshuffle without any rush. Plus, no one has to make snap decisions. It means everything's already set up when the holidays roll around, and no one has to enter panic mode to fill gaps at the last minute.

What Challenges Might Managers Face During Holiday Planning?

When it comes to holiday planning, managers often run into a few common hurdles. For starters, coordinating everyone's leave without leaving the office short-staffed can be a balancing act. You want to make sure everyone gets their well-deserved break, but you also need to keep the wheels turning.

Another major challenge is dealing with overlapping leave requests. It's typical for many employees to want the same days off, especially around major holidays. This can create gaps in critical areas, affecting service delivery or project timelines.

Lastly, there's the task of keeping everyone informed. Communication of changes in staffing and schedules to all team members can sometimes slip through the cracks in the hustle and bustle of the season, leading to confusion and operational hiccups.

These challenges might seem tough, but they're nothing that can't be handled with some old-fashioned planning and clear communication. Keep everyone in the loop and organized, and you'll find that the holiday season is running smoother than you thought.

Ready to Make the Most of the Holidays?

After mapping out your holiday leave strategies, it's clear that thoughtful preparation is your secret weapon throughout the season. But keep in mind why time off matters, even beyond this hectic time of year.

"Vacation is important. When you take time away from the stresses of work and daily life, it can improve your physical and mental health, as well as your motivation and creativity, relationships, job performance, and even your perspective," said Colleen Reilly, SVP of ImmersiveWorlds Medical Systems.

Here's to enjoying a holiday season that recharges and inspires, setting everyone up for success in the New Year.