12/ 05/ 2007
by Maggie Flynn
While keeping track of employees' schedules and availability can be a challenge throughout the year, it can be downright nightmarish during the holiday season. How can you keep your business running smoothly when it seems all of your employees would rather be elsewhere? Here are a few suggestions to keep you and your employees happy during this busy time of year.
Grant requests on a first-come, first-serve basis
Let your employees know that you'll be adopting a first-come, first-serve policy regarding time off, which should save you from having to deal with a deluge of last-minute requests. You might even give your staff a deadline by which to submit their solicitations for time off. Then, even if you normally schedule hours only a week or two in advance, create the schedule for the rest of the holiday season, letting employees know that after the schedule is posted, it's their responsibility to find people to cover for them if something comes up.
Ask employees which holidays they would prefer to work
If your business is going to be open on any of the days that your employees would rather be celebrating—Hanukkah, Christmas Eve, Christmas Day, New Years Eve or New Years Day— ask employees to pick one or two dates when they'd mind coming in the least. Then try to schedule according to employee preferences as best you can. To keep things fair (and to keep grumbling to a minimum), try to schedule everyone for at least one holiday and try not to schedule any employees for more holidays than others will be expected to work.
Break shifts into shorter times
Even if you are closed on the major holidays and attempt to negotiate time-off requests early and fairly, you may still find yourself with employees unwilling to work a regular eight-hour shift on Christmas Eve or New Year's Eve. If possible, break those shifts into shorter periods. It might be easier to get four employees to commit to a two-hour shift on Christmas Eve than to saddle one employee with the whole day.
Provide incentives for covering shifts
Hopefully you're lucky enough to have employees who won't be traveling or hosting this holiday season, and will be willing to step in for co-workers who have limited availability. To sweeten the deal for these dedicated workers, try to offer them some future rewards. For example, give them weekends off in January or let it be known that the employee who works the most hours during December will receive a $100 gift card. If you're having trouble getting the holidays covered, creating such an incentive might motivate employees to volunteer.
Take on extra holiday help
If the holidays are your busiest time of year, you may consider hiring holiday help. And while we'd like to think that holiday help should be willing to cover any time during this busy period, make sure you're clear about when you'll need them. Before you interview any of these potential candidates, make sure you know your existing employees availability so you can tell the new hires the exact dates for which they'd need to be available. If, for example, you are open Christmas morning, ask them if they'll be willing to work then. Getting an up-front commitment can help you rest easy that you'll have those difficult dates covered.
Finally, even with careful planning, emergencies and unexpected conflicts will come up for your staff as they do in all seasons. Try to be sympathetic in these circumstances and help employees get these shifts covered. While the holiday season can be a challenging one for small-business owners saddled with employee requests, it also allows you a great opportunity to let employees know they are appreciated. Don't let the hassles that go along with the holiday season keep you from throwing them a party or showing your thanks in other ways. After all, the better employees feel about working for you, the more likely they will be willing to help out during this busy time of year.
