The holiday season is great for wellbeing, but it can be a real challenge operationally.
Here’s how managers can stay on top of things without burning out or falling into chaos:
🔹 Use a proper holiday tracking system
Spreadsheets don’t cut it anymore! Use HR software to track and approve leave. It helps you spot clashes early and gives visibility to the whole team. We use an HR management system internally, and it makes our lives so much easier!
🔹 Set a cap on simultaneous leave
Make it clear how many people can be off at once, especially in smaller teams. Build this into your policy and communicate it clearly to avoid resentment or confusion.
🔹 Handle peak season fairly
If multiple people request the same dates (like the school holidays), don’t just go “first come, first served.” Consider rotating popular leave weeks year to year or prioritising those who didn’t get them last time.
🔹 Encourage early planning
Make it easy and normal to book leave 2–3 months in advance. You get more notice to plan cover, and they get peace of mind.
🔹 Have a handover process
Before someone goes off, ask for a quick handover note: what’s outstanding, who’s covering what, any deadlines. This prevents dropped balls and makes sure nothing urgent falls through the cracks.
🔹 Don’t contact people on leave (unless it’s a real emergency)!
Respect their time off – don’t undermine your own culture. Plan ahead and understand what might be needed from that member of staff before they go on annual leave.
🔹 Review your policy annually
Do your policies still work in practice? Are they flexible where they need to be? Make sure your policies are still legally compliant and aligned with your culture.
Managing holidays is about balance: keeping the business running while supporting your team’s need to rest. Plan early, communicate clearly, and protect the boundaries you set.
Need help reviewing your holiday policy or dealing with leave disputes?
Check how we can help here: https://www.thrivelaw.co.uk/outsourced-hr-and-employment-law-support/
