As Christmas approaches, it’s common for HR teams to see a rise in annual leave requests. Balancing staff holidays with keeping everything running smoothly can be tricky, but with a bit of planning, it’s manageable.  

Here are some expert tips to help you manage annual leave over the busy Christmas period: 

1. Start Planning Early and Keep Communication Clear

Expecting an increase in holiday requests? Get ahead by setting out the ground rules early. Send out reminders for when leave requests need to be submitted and flag any dates where leave may be harder to approve. Being upfront from the start helps manage everyone’s expectations. 

2. Have a Fair Leave Policy

A clear, fair leave policy helps avoid disputes. You could prioritise requests based on a first-come, first-served approach. Some companies even rotate who gets priority for popular holiday slots each year. Just make sure everyone understands the policy and feels comfortable with how it works. 

3. Use a Leave Management Tool

Trying to handle leave requests manually can lead to mix-ups. A digital leave management system, like LeavePlanner, can make things a lot easier. LeavePlanner lets employees submit their requests digitally, and allows HR teams to see who’s off and when, helping to prevent overlaps or understaffing.   

4. Encourage Flexible Working

If you’re getting a lot of requests, offering flexible work options might help. Think about letting people work from home or adjust their hours. This can reduce the number of leave days being requested and ensure you’ve got enough cover during busy periods. 

5. Prepare for Unexpected Absences

Along with planned holidays, you might also have to deal with unplanned absences due to winter illnesses. Cross-training your team or hiring temporary staff can keep things running if someone’s out sick. Make sure key roles have a backup, so nothing important gets missed. 

6. Keep an Eye on Staffing Levels

Make sure your team isn’t stretched too thin during the holiday season. Check in with managers to see if any areas need extra cover and adjust staffing as needed. Some departments may need more support than others, especially if there’s a big end-of-year push.  

7. Balance Business Needs with Employee Well-being

While it’s important to keep things running, it’s also essential to make sure your team gets a break. Wherever possible, try to approve holiday requests to keep morale high. Some businesses choose to close over Christmas. Showing that you value your employees’ personal time helps create a positive work culture.  

8. Review and Improve for Next Year

After the festive season, take a step back and review how things went. Gather feedback from managers and employees to identify what worked and what didn’t. This will help you fine-tune the process for next year.  

How LeavePlanner can help 

LeavePlanner makes managing a surge in Christmas leave requests easy and ensures you’ve got the right staff coverage during this busy time. 

It allows employees to submit their leave requests digitally, and provides HR teams with a clear view of who is off and when. This helps prevent scheduling conflicts and ensures the right staffing levels are maintained, making the busy festive season run smoothly. 

For an efficient absence management solution, arrange your free trial of LeavePlanner. Call Steve on 01252 636 070 or email support@leaveplanner.com  

Pssst! Check out our new all-in-one system, HR Planner, which incorporates an easy-to-use leave management solution, designed specifically with SMEs in min