It is likely that the minute the news broke about a potential 11-day holiday break, absence requests flooded offices throughout the land, perhaps leaving some businesses with multiple employees requesting the same time off for an extended holiday. As a result, firms may be left unprepared for this busy period.
Employee time-off plays a big role in maintaining morale and motivation in the office, helping staff re-charge, as well as enabling retention as the job markets heats up and more opportunities become available. However, it is still important to have the resources to manage business concerns, especially as companies enter the growth phase. While most companies that recognise bank holidays will be giving a day off for the royal wedding, it is important that employees understand that the company is under no obligation to give the three days off in between to make it a full 11 days. Managers need to determine who will get the time off, to ensure a balance is achieved between an employee's personal needs and those of the business, and that organisations are not left in the lurch when the end of April comes round.
To help businesses cope, here are ten tips for managing holiday requests:
1 Create a policy An established policy that stipulates how holiday requests are granted - by seniority or on a first-come, first-served basis - will help manage employee expectations. Identify how many team members are allowed off at a given time, as well as the notice period required.
2 Communicate Having an open discussion with employees about business demands and the need to maintain a certain level of staffing will help support your holiday request policy. It also reinforces how their contributions are a valuable component to the functioning of the company.
3 Make it fair To ensure employees feel valued regardless of tenure, consider a system where annual leave for major holidays is allocated in an equitable fashion. If an employee works during the royal celebrations, they will have first shot at requesting leave during other popular times.
4 Write it down A holiday planner can help employees take ownership of their annual leave and avoid conflicting requests. Consider posting a calendar in a common room or use a shared folder online. There are also several software programmes to help large companies manage requests.
5 Manage sick days Time-off policies should also address how sick days are granted, including requests that fall on a holiday. While employers should trust their teams, outlining expectations and consequences will help managers maintain consistency and show employees that certain behaviour will not be tolerated.
6 Start Early To ensure work is completed without disruption, create a flowchart of tasks and delegate accordingly. Planning early will ensure that deadlines are met and productivity maintained.
7 Pitch In A good leader looks out for the greater good and is prepared to help out wherever needed. Doing so will demonstrate a team mentality and will prove to employees that their manager cares about them and their well-being.
8 Say 'yes' if you can Unless stipulated in an employee's contract, it isn't mandatory to give bank holidays or specific dates for annual leave. Being able to do so as often as possible, however, will help promote morale and productivity. Even so, there will be times when you will still have to say no.
9 Enlist help For business-critical roles, consider bringing in temporary or interim help to manage workloads. This will help keep business running smoothly during busy times and minimise disruption.
10 Schedule festivities If staff members are required to come into work, try to make it as enjoyable as possible by bringing in a television and organising lunch. Closing early or arranging an evening social event can also make employees feel valued.
Managing holiday requests should not leave managers feeling like they need a holiday. By planning ahead and ensuring the right resources are in place, companies can ensure employees get the rest they deserve while also managing the demands of the business.
Phil Booth is a director at recruitment consultancy OfficeTeam, a division of Robert Half International
