Vacation Scheduling Guidelines

Vacation Scheduling Guidelines

First thing’s first, realize that there will be conflicts and you cannot please everyone!

Following the guidelines below can help to reduce scheduling conflicts and determine who can help cover while employees are away:

  • Review the vacation policy during the hiring and onboarding process to provide employees with a written document on vacation requests and procedures. It may be best to note the dates/time where vacations may be restricted. If there are any conflicts with major religious holidays or prior commitments, discuss them sooner than later to avoid potential problems. Click Here for more information about religious practice provided by TrackSmart!  
  • Communicate employee vacation schedules must meet company needs/demands and require management approval.
  • Set a vacation request submittal deadline. This will allow management enough time to project how employee absencesmight affect work schedules and office coverage.
  • Prepare for vacation absences. If vacation coverage will be provided, make sure thosetaking time off provide thorough details on current work in progress, any majorresponsibilities , key contact information (name, phone and e-mail), and how to access critical files. If necessary, provide a checklist to ensure all areasa re appropriately covered during the vacation period.
  • Avoid having one employee cover all responsibilities, this will ensure the work gets done and keeps one employee from having to do the work of two!
  • Consider offering a “trade-off” on vacation dates for those with similar jobs provided it will not dramatically affect production schedules or the quality of the work being done. Also consider tracking this with a system to ensure the “trade-offs” are fair to all members of the staff,and that age, gender, ethnic or religious factors are not being used to favor certain employees.

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