How to Manage Employee Time Off During Summer | HR Tips

School is Out 

School is out, and summer is here! This means that many of your employees, both parents and non-parents, are planning summer vacations and getaways! Paid time off is a critical part of your total compensation plan and gives employees the opportunity to relax and recharge. Our 2024 Paid Holiday and Time Off Survey can give you some insights as to what your fellow members are offering! Of course, as an employer, the scheduling falls to you and needs to be managed and coordinated so that your business can continue to operate efficiently and effectively.

Here are a few things to think about: 

  • Make sure that your employees understand your approval process. Since most of you will not be able to let everyone off at the same time, it is a good idea to poll your employees and get a sense of who is requesting time off and when. Providing a deadline for these submissions will put you in a better position to manage schedules and make decisions based on sound business reasons. Make sure your employees know that time off needs to be approved in advance. 

  • Make sure that your employees understand your policy around time off. For example, do they need to ‘earn’ the time before they take it, or do you front load time and allow them to use it at any point during the year? There is also a hybrid option where the time is accrued, but you allow them to use the time during the year up their yearly allotment. Do you allow time off without pay? 

  • Communication and coverage of positions while someone is out are critical, and those expectations should be determined upfront. Depending on the position, hiring temporary help may be a good option. On the other hand, cross-training in certain functions may give others in the organization the opportunity to do something different and enhance their skills. This is also a great way to foster teamwork and long-lasting engagement. 

  • Encourage employees to take regular time off throughout the year, where it can be better accommodated. Having too many employees asking for the same time can result in decisions that won’t foster employee goodwill. 

Managing vacation and leave schedules can be a challenge for many employers, but with the right strategies and pre-planning, it doesn’t have to be. Spend a few minutes thinking about this now, and everyone can enjoy some summer downtime! 

For more information around this or any of your HR challenges, feel free to reach out to the HR Advice team at 866-440-0302.