The key to effective scheduling is establishing a straightforward policy for time-off requests.  The employee handbook should set the procedure for requesting time off, including how employees can request time off, how much advance notice is needed, which staff can approve time-off requests, how many employees can be off at one time, and how time-off requests are processed, whether by seniority or by order of request.

For all time-off requests, a formal written record, such as a triplicate form or an e-mail, is recommended to properly document employee time off.  The employee’s supervisor should calendar all approved time off in a place where all affected personnel can see it and arrange for adequate staffing.  Communication is critical to successful scheduling, both between management staff and between managers and employees.  Before the summer rush, employees should be made aware of scheduling deadlines and staffing expectations.

While it’s important to maintain a clear time-off procedure, sometimes flexibility supersedes policy.  Flexibility may be needed when summer is a business’ busy season and doesn’t lend itself well to employee time off.  In that case, the business could adopt summer hours, so employees can work fewer hours and have more time for themselves and their families, in lieu of taking chunks of time off.  Flexibility may also be needed for last-minute time-off requests.  Employers facing this scheduling conundrum should be fair and let employees know why their time-off requests were or were not granted.  Flexibility and communication can go a long way toward employees understanding the decision and feeling like they were treated fairly.  The more employees feel valued, the more they may be willing to schedule time off in advance or to be flexible if someone else needs time off.

Even the most careful planning can lead to scheduling sorrows!  If your business could use advice to more efficiently manage time-off requests, you can trust YES! Your Human Resources Solution, Orange County’s premier HR consultant.  We can work with you on more than vacation policies—we can assist with all aspects of workforce planning.  At YES!, we help you achieve your strategic objectives by connecting your business initiatives with your employee needs.  Our HR experts work hard to gain a strategic overview of your business goals, while working as hands-on managers and project leaders, as needed.  YES! clients say they get the best of both worlds.  See for yourself what we’re all about!  Visit our website or contact us for a free consultation.