
Between Independence Day, summer travel plans, and Labor Day on the horizon, time-off requests are about to pick up significantly, and with good reason. Employees need time to recharge, spend time with family, and enjoy the season. For employers, especially in small to mid-sized businesses, this means finding the delicate balance between fostering a supportive work culture that respects employees’ need for time away and managing the practical realities of maintaining adequate coverage, meeting deadlines, and keeping operations running smoothly.
The good news? With thoughtful planning, clear communication, and the right tools in place, you can navigate this busy season effectively, ensuring your team gets the rest they deserve without compromising business continuity.
Here are a few practical strategies to help you manage PTO during the summer months while keeping your business running smoothly:
1. Plan Early and Communicate Clearly
Encourage employees to submit holiday PTO requests well in advance. Set a clear internal deadline (e.g., “All holiday time-off requests must be submitted by August 15”) and explain the process upfront, including:
- How requests will be reviewed and approved
- How overlapping requests will be handled
- Any blackout dates or essential coverage periods
A clear and consistent approach eliminates guesswork, reduces friction, and helps everyone feel they’re being treated fairly.
2. Use a PTO Policy That Balances Fairness and Flexibility
Your time-off policy should include guidelines for high-demand periods like Thanksgiving, Christmas, and New Year’s. Some companies use:
- First-come, first-served approvals
- A rotation system so everyone eventually gets prime time off
- A seniority or department-based system with built-in equity checks
Whatever method you choose, consistency is key. A well-documented policy gives managers a framework to follow, and gives employees peace of mind that decisions are made justly, not arbitrarily.
3. Leverage Your HCM or Scheduling Technology
If you're using a system like isolved, you already have powerful tools to streamline the PTO process. Automate request tracking, visualize department coverage in real time, and flag conflicts early to avoid blind spots. This gives HR and team leads the visibility they need to make smart, timely decisions.
Bonus tip: Use system alerts to notify managers when coverage is thin, or configure it to close PTO windows automatically after a set date. These features take manual work off your plate while protecting productivity.
4. Cross-Train and Create Holiday Coverage Plans
Rather than scrambling when someone’s out, prepare your team to adapt. Cross-train employees in advance so they can cover essential tasks if a teammate is unavailable. Before the busy season kicks in, put together a simple holiday coverage plan that outlines:
- Who will monitor essential tasks (client inquiries, payroll processing, etc.)
- What needs to get done and by whom each week
- Who’s available for backup support if needed
A little upfront planning makes a big difference in keeping service levels steady during staff absences.
5. Appreciate Those Who Step Up
Don’t let holiday contributions go unnoticed. Employees who work through the holidays or shift their schedules to ensure coverage deserve meaningful recognition. Consider:
- Spot bonuses or incentives
- Public recognition in a team meeting or internal email
- Additional time off (comp time) after the holidays
Even small gestures show your team that their flexibility and dedication are valued, and that you see the extra effort.
6. Set Expectations With Clients (and With Your Team)
If your operations will run on limited hours or staffing during the holidays, notify clients and partners well in advance. Clear communication avoids surprises and sets realistic expectations. Internally, define what’s essential versus what can wait, especially to avoid employees overworking during slower periods.
When everyone understands what’s expected, your team can better prioritize, delegate, and breathe a little easier during the season.
Final Thought: Flexibility Builds Loyalty
The holiday season is a test of your workplace culture. How you support your team, especially when juggling competing needs, leaves a lasting impression. Even when saying no to a request, doing so with empathy and transparency reinforces a culture of trust, fairness, and respect.
And in return, you'll see greater engagement, improved morale, and a team that’s ready to go the extra mile — during the holidays and beyond.
Need help building better time-off workflows or updating your PTO policies before year-end?
Simco’s HR and HCM experts are here to help. Let’s talk about how to balance compliance, efficiency, and employee satisfaction, all year round.
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