Six Top Tips for Managing Summer Holiday Requests

The Summer holiday season is nearly here and we are ready to pack our sun cream and flip flops and head off into the sun. 

But for businesses, managing a balance of trying to accommodate all staff holiday requests and keeping the business going can be difficult.

Here are my six top tips on managing annual leave requests:-

1.   Have a clear annual leave procedure for holiday entitlement

 The procedure should include:

• the leave year and holiday entitlement, including statutory holidays
• the basis of approval, ie. first-come, first-served basis,
• how staff apply for holiday and any notice they are required to give,
• a limit to how much leave can be taken at any one time (unless there are exceptional circumstances, eg a honeymoon),
• dealing with holiday entitlement carry forwards from one year to the next,
• any restrictions on when leave can be taken,
• any leave determined by the employer (for example shutdown over the Christmas period.)

 2.   Be fair, consistent and transparent

Treat all staff the same; part time, full time, fixed term, being careful not to discriminate against a particular group. For transparency, have a holiday planner, either virtual or on the office wall. This can help keep the process clear and enable staff to plan their holiday entitlement around each other.

 3.   Plan Ahead

Ask employees of their intentions in advance. This will allow you to schedule in everyone’s requested leave and ensure business commitments are met, thus meeting the needs of both the business and the employees. It is a good idea to insist your staff give a minimum period of notice when requesting time off, to enable suitable cover to be arranged.

 4.   An annual leave request can be refused

An employee has a right to statutory annual leave but an employer can say when leave can or cannot be taken. However, I recommend if you are going to refuse the request, give a clear explanation for the reason.

 5.   Handling competing holiday requests fairly

You could base the decision on who had what holiday last year – arguably this is the most equitable approach and appears fair to all. Or, you could operate a first come, first served system. Whilst this is not unlawful, it may prejudice those less organised, out of the office or just very busy.

 6.   Maintaining the service during the Summer months

Normal service must continue, especially for your customers and clients, so ensure staff collaborate. Make sure staff not on leave have access to the required documents and contact information to continue the work of their colleagues.

 I love helping and guiding businesses through the minefield of employment and HR. If you would like to chat about how I can help your business, give me a call on 07483 253984 or email me: claire.hill@hillhr.co.uk.

Please visit my website www.hillhr.co.uk for more valuable information.