Short Staffed? 3 Ways to Get Ready for Spring Vacation Requests

Jumping ManIf you’ve been to the store lately, you may have noticed that the sweaters and coats have been relocated to the clearance rack, and swimsuits, tank tops, and flip-flops have taken their place. And, even though it may still be cold outside, many of your employees already have one thing on their minds – spring break vacation! After all, it’s been a tough year and a hard winter, and just about everyone is ready to get away from it all and have some quality R and R.

But, if you’re like many managers today, you’re working with a smaller staff this year, and the prospect of everyone taking a vacation at once gives you a headache. However, hopefully you appreciate and understand the benefits of time spent away from work. You know your employees are tired from doing the work of two people and worrying about potential layoffs. And, Expedia.com’s 2009 International Vacation Deprivation Survey reported that 34 percent of professionals who take time off feel better about their jobs and are more productive upon returning. But you’ve got a business to keep running, and somehow, some way, you’ve got to find a solution for when all your team members request vacation time for the same dates.

Have a Procedure in Place.
First off, before vacation requests start pouring in, you should have a procedure in place that outlines how employees should request time off and how you decide whose requests you will approve. Most companies require a request at least two weeks prior to the planned vacation. For major holiday times when a majority of employees may want off, some businesses even require notification six months to a year in advance. Your procedure should also outline how approval is determined when more than one employee requests time off at the same time. Whether it’s on a first come, first served basis or based on tenure, you must have a plan in place so your employees know what to expect and so you aren’t seen as playing favorites.

Know Your Options.
For times like spring break when you know a lot of employees will request time off, you can be creative in how you ensure everyone gets their vacation. If you feel comfortable, sit down with your team, explain the circumstances, and ask for their recommendations. Or, offer two time-off blocks – the first half of the week or the second half of the week. For employees with children, they will be less flexible on the days they need off, so you could ask those with more flexibility to take their vacation a week earlier or later.

Prepare Your People.
A great way to decrease the stress of absent employees is to cross train throughout the year. If each employee has at least one back-up who knows the basics of their duties, you’ll not only benefit from increased productivity after they return from vacation, you’ll also be better equipped to maintain steady productivity while they’re gone. Another way to be prepared is to establish a working relationship with a staffing firm. This enables you to easily fill temporary openings with qualified, trained workers whenever you need help when full-time employees take time off.

Everyone enjoys, and needs, a vacation. And, as long as you have a plan in place, your employees can benefit from some quality time off and your company can benefit from increased morale and productivity when they return. So, make sure you schedule your own time off, along with everyone else, and don’t forget to pack your sunscreen!

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