Valérie Fernandez

By Valérie Fernandez

May 1, 2018


6 Tips to Help You Plan for Employee Vacation Time

Article revised on 30 October 2018

We all know that giving employees a little time off to relax and recharge their battery is important to their being in good spirits and productive throughout the year. However, a good manager must ensure that an employee’s absence causes the least possible disruption to day-to-day operations. That can seem like a major challenge.

The solution? Careful planning!

1. Make sure everyone knows the rules

The summer vacation period is very short. Quite often, there can be overlapping of days off. How do you treat everyone fairly and prevent conflict from arising between unhappy employees?Implement a clear policy that includes all of the terms and conditions relating to vacation entitlement. It can be based on seniority, rotation or a “first come, first served” principle.

2. Prepare an employee vacation calendar

Create an overall calendar that includes the vacation entitlement of all employees. Indicate that everyone must indicate their vacation preferences by a specific date. That way, managers have time to make any adjustments that have to be made, and employees know what to expect.

If you proceed in this way, employees can coordinate the time between themselves and approve of a task distribution that they consider to be fair to everyone.

3. Hire students

Have you ever considered recruiting students? They are eager for learning opportunities and are always looking for significant work experience, especially for a company with operations related to their field of study. By hiring students, you will also participate in training the next generation. And, who knows? Their knowledge may surprise you!

4. Have a backup plan

An organization can find itself in a vulnerable position when a particular employee goes on vacation, especially if that person is the only one who has the necessary information and expertise to carry out certain tasks. For that reason, it is definitely in your interest to implement practices that promote the transfer of knowledge and the training of succession. And, if your company has a number of key employees in “unique” positions, you need to have a backup plan in place.

5. Keep your employees informed

Employees who are leaving to go on vacation should be reminded to ensure that work continues to be done on priority files during their absence. They need to make a point of providing their co-workers with the information necessary in order to keep things going while they’re away on vacation.

6. Encourage employees to take a vacation

Employees who take time off to recharge their battery are more engaged, productive and loyal to their employer. By adopting a positive way of referring to vacation time and instilling practices that make life easier for everyone, you ensure a win-win situation. Your organization will stand out from other employers while boosting the wellness of its employees.

Want to encourage your employees to adopt healthy lifestyle habits?

Discover the VIVA workplace health and wellness program.

Visit our website

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