By Brian Lenehan, HR Consultant
As the summer season approaches, HR professionals and managers face a familiar yet complex challenge: managing a wave of holiday requests while ensuring business continuity. With employees eager to make the most of the ‘warmer’ months (here’s hoping), the role of HR and managers becomes crucial in aligning personal time off with organisational needs.
Proper planning is the foundation of a smooth summer. According to a 2024 report by the CIPD (Chartered Institute of Personnel and Development), over 68% of HR teams experienced last-minute holiday requests that disrupted workflows. Organisations should actively encourage staff to submit holiday requests well in advance. Clear and accessible time-off policies help set expectations, while tools such as shared calendars and automated leave-tracking systems can streamline the approval process and prevent scheduling conflicts. Encouraging teams to coordinate early allows for better visibility and ensures that workflows remain covered.
Fairness and flexibility are also key during peak holiday periods. A 2023 Gallup survey found that employees who believe their workplace treats time-off requests equitably are 35% more likely to feel engaged at work. Summer often sees overlapping requests, particularly from employees with school-age children. HR departments should consider a variety of strategies to manage this, such as using a first-come, first-served system, rotating peak holiday approvals year to year, or offering flexible work options like half-days or remote working. This approach not only ensures fairness but also demonstrates trust and support for employees’ needs.
To maintain productivity, HR must work closely with managers to develop effective coverage plans. Cross-training staff is a valuable tool that not only fills gaps but also supports skill development and team resilience. Additionally, teams should consider adjusting project timelines and deadlines to account for planned absences, ensuring a smoother workflow throughout the summer months.
Summer holidays also present an opportunity to reinforce a healthy work-life balance. Research from the World Health Organization shows that prolonged periods without meaningful time off can increase the risk of burnout by up to 27%. Organisations should promote a culture that encourages employees to take their full annual leave and disconnect fully during their time off. Clear communication, such as out-of-office protocols and task delegation plans, helps everyone feel comfortable switching off. Managers who take and respect time off set a powerful tone for the rest of the organisation. Team events, appreciation gifts, and summer-themed wellness activities can enhance team spirit.
Finally, HR plays a vital role in supporting employees as they return from their holidays. Jumping back into work can feel daunting, especially if employees return to a packed inbox or missed updates. Encouraging managers to schedule catch-up time, host quick debriefs and be mindful of workloads can make this transition smoother.
With proactive planning, open communication, and a genuine commitment to work-life balance, HR teams can help ensure the summer is a season of rest, renewal, and sustained productivity. When employees return refreshed, the entire business benefits from renewed energy, creativity, and engagement.