For many businesses, summer can be one of the busiest and most challenging times of the year. When multiple employees want time off at the same time, staffing levels can quickly become stretched and managers can find themselves juggling holiday requests alongside the day-to-day demands of running the business.
The good news is that a little planning can go a long way. Here are five practical steps to help you manage annual leave smoothly this summer.
1. Plan Ahead for Holiday Requests
It’s common for several employees to want the same time off during school holidays.
Rather than dealing with requests as they arise, review upcoming leave regularly and identify periods where staffing could become an issue. Consider whether your annual leave policy clearly explains how holiday requests are prioritised, particularly during busy periods.
If you regularly experience competing holiday requests, consider setting expectations early with employees and encouraging requests to be submitted as far in advance as possible.
Top tip: Make sure employees understand how holiday requests are approved and whether any periods are restricted due to business needs.
Clear communication helps manage expectations and reduces the likelihood of disputes.
2. Check Your Holiday Records
Keeping accurate holiday records isn’t just good practice – it’s now a legal requirement. Employers must keep records relating to annual leave and holiday pay for six years.
Take some time to check that you have records of:
- Holiday entitlement.
- Leave taken.
- Any leave carried forward.
- Holiday pay calculations.
Keeping accurate records makes it much easier to track holiday entitlement, answer employee queries and ensure everyone is paid correctly.
Top tip: A quick audit of your holiday records now could save a lot of time and stress later.
3. Be Consistent
Employees occasionally ask to cancel pre-approved annual leave because their plans have changed.
You don’t have to agree, but it’s worth considering each request fairly and consistently. Factors such as business needs, notice given and any cover arrangements already made may influence your decision.
Consistency is key. Treating similar requests in the same way helps maintain trust and reduces the risk of employees feeling they have been treated unfairly.
Top tip: Whatever you decide, communicate it quickly so employees can make alternative arrangements if needed.
4. Know What to Do if Someone Is Sick During Their Holiday
An employee who becomes genuinely unwell before or during annual leave may be able to reclaim that holiday and take it at another time. They should follow the company’s sickness reporting procedures and provide any required evidence.
Having a clear process helps managers deal with requests confidently and consistently.
Managers should also be aware that any reclaimed holiday should be recorded appropriately to ensure holiday balances remain accurate.
Top tip: Ensure managers understand the process so requests are handled consistently and records are updated correctly.
5. Encourage Employees to Take Their Holiday
One of the biggest issues employers face is employees saving too much leave until the end of the holiday year.
Employers should encourage staff to take their annual leave and make them aware of any deadlines that apply.
Taking regular time off isn’t just beneficial for employees. It can also help prevent large amounts of untaken leave building up towards the end of the holiday year, creating additional challenges for employers.
Top tip: Run a holiday balance report now. If someone still has a significant amount of leave remaining, encourage them to start booking time off.
Quick Checklist for Employers
Before the summer holiday period gets into full swing, make sure you:
✓ Review upcoming holiday requests
✓ Check staffing levels during busy periods
✓ Ensure holiday records are up to date
✓ Remind managers how to deal with sickness during annual leave
✓ Encourage employees to use their remaining holiday entitlement
Frequently Asked Questions
What if two employees ask for the same time off?
This is a common issue, especially during the school holidays. Having a clear process for approving holiday requests can help avoid disagreements and ensure decisions are made fairly.
Can I stop employees taking holiday during busy periods?
Yes. If there are times of the year when the business needs everyone available, it’s sensible to let employees know in advance and explain any restrictions on annual leave.
What if an employee needs time off for childcare during the school holidays?
School holidays can be difficult for working parents. Where possible, have an open conversation about the options available, whether that’s annual leave, flexible working or unpaid leave.
Should I ask employees to book holiday early?
Yes. The earlier holiday requests are submitted, the easier it is to plan staffing levels and avoid clashes later on.
Can I tell employees when to take holiday?
In some situations, yes. This is often done during business shutdowns or quieter periods. Employers must give notice that is at least twice the length of the holiday they want an employee to take. For example, if you want an employee to take five days’ annual leave, you would normally need to give at least 10 days’ notice.
If you’re considering requiring employees to take annual leave, it’s a good idea to communicate this as early as possible to help employees plan ahead.
How can I avoid lots of untaken holiday building up?
Keep an eye on holiday balances throughout the year and encourage employees to book time off regularly. A gentle reminder now can help avoid problems later.
What if an employee takes holiday after their request has been declined?
If an employee takes time off after their holiday request has been refused, this would usually be treated as unauthorised absence and may result in disciplinary action.
Final Thoughts
Managing annual leave doesn’t have to be complicated. By planning ahead, keeping good records and communicating clearly with employees, you can avoid many of the common summer holiday headaches.
Now is the perfect time to review your holiday processes and make sure everything is working as it should before the busiest holiday periods arrive.
