A practical guide for SMEs ahead of the school holidays 

Summer’s just around the corner, and for many businesses, it brings a familiar challenge: how to manage annual leave without letting productivity slip.  

With school holidays in full swing, there is often an increased number of staff requesting time off— and this can often be at the same time. 

For small and medium-sized enterprises (SMEs), even one or two absences can create a strain on business. But with forward planning, you can keep operations running smoothly while giving your team the break they deserve. 

Get Ahead of the Rush 

Start by reviewing your current holiday policies.  

Are they clear? Are they fair?  

Make sure your team knows how much notice is required to request their annual leave and whether there are limits on how many people can be off at the same time. 

Encourage employees to book early. A gentle reminder in June can help avoid the last-minute scramble for holiday requests in July and August. That said, discontent can come when someone is deemed to have booked all the ‘key holiday weeks’, so consider fairness in approvals alongside business critical periods. 

You may wish to consider setting a deadline for summer leave requests to help you plan resources accordingly. 

Balance is Key 

Too many absences at once can stretch any team thin. It’s important to balance fairness with the business needs. If your policy allows, approve leave on a first-come, first-served basis—but be mindful of those essential roles within your business.  

You don’t want your entire customer service team off the same week. 

Remember that it’s okay to say no to an annual leave request if the business would suffer—but be transparent with your reasoning and offer alternative dates or split time off if possible. Communication is everything and will ensure that your employees understand the reasons behind the decline of their requests. 

Plan for Holiday Cover 

Once you know who’s off and when, plan cover early. Cross-training can be a lifesaver. Make sure others are briefed to handle critical tasks in someone’s absence. Keep clear handover notes and have a point of contact in case issues do arise. 

Temporary support could also help at certain times of the year. A short-term hire or freelancer might be worth the investment, especially in client-facing or delivery-critical roles. 

Stay Flexible 

Summer also means childcare challenges. With schools closed, some employees might need flexible hours or remote options to be considered.  

Where you can, accommodate these requests—it will help to build trust and in turn it will boost employee retention. 

Use this time to trial flexible working if you haven’t already. It might offer long-term benefits beyond just the holiday season. 

Keep Morale High 

Summer should feel like a perk, not a pressure. Show appreciation to those covering the extra work. A simple thank-you, a free lunch, or an early finish on a Friday can go a long way. 

Better yet, involve your team in planning for these busy holiday months. They may have ideas for improving the holiday process—or be willing to stagger time off to help each other out. 

Planning for the summer holidays doesn’t have to be stressful. With a clear policy, open communication, and a bit of foresight, your business can thrive while your team enjoys a well-earned break. 

Need help refining your holiday policies or planning cover? Let’s chat about how we can support your HR needs this summer.