How to Handle Holiday Time Off Requests Without Creating Chaos

The holiday season brings celebration, family time, and for employers, an influx of time off requests. Balancing employee needs with business operations can feel like a juggling act, especially when multiple requests overlap. The good news is that with a little planning, you can keep operations running smoothly while still giving employees the time they need to recharge.

Set Expectations Early

Don’t wait until December to talk about holiday scheduling. Outline your process for requesting time off well in advance and remind employees of any “blackout dates” or peak business periods where coverage is critical. Putting this in writing, whether in your handbook, scheduling policy, or an internal memo can help avoid surprises.

Use a Consistent Approval Process

Consistency is key. Whether you use first-come, first-served, seniority, or rotation, the important thing is consistency. Communicate the method clearly so employees know what to expect. Inconsistency not only damages morale, it can open the door to claims of favoritism.

Balance Coverage With Flexibility

When appropriate, encourage employees to collaborate on coverage solutions, such as swapping shifts or adjusting schedules. Where possible, offer partial days off or remote work options to give employees flexibility without leaving operations short-staffed.

Don’t Forget Compliance

In California and many other states, holiday scheduling doesn’t override wage and hour laws. Non-exempt employees must still receive proper overtime and meal/rest breaks. If your business provides holiday pay, apply the policy consistently. If an employee requests time off connected to a legally protected leave (such as religious observances), handle it carefully and in compliance with applicable laws.

A Practical Next Step

Take time now to review your holiday scheduling process. Ask yourself:

• Do employees know the rules for requesting time off?

• Is your approval process consistent and documented?

• Are managers trained on how to balance coverage and compliance?

With clear communication and consistent practices, you can manage holiday time off without creating chaos. Need help reviewing your time off policies or training managers ahead of the holidays? Our team is here to support you.