4 Tips for Organizing Employee Vacations and Absences

If you want to prevent scheduling conflicts, downtime, and a general loss of productivity and profit, you need to have a proper structure for employee vacations and absences. Below, you will find the top tips to create and install the most appropriate system for your business:

Create a Custom Policy

To start, you need to create a fair time off policy for your employees.This will outline how much paid vacation time and personal or sick leave each person is allowed. At the same time, the policy should contain the exact procedures for requesting time off or for reporting absenteeism.


To ensure that you create regulations that work for everyone, consult your employees about the policy. It’s important to have a policy that is considered competitive by industry standards. This can work as an incentive for your employees.  Once you have settled on the standards, it is important to stick to them. Unless it is an emergency or unforeseen circumstances, the rules shouldn’t be bent or changed.

Make Allowances for Collaborations

Many companies engage in a first come, first served process when it comes to vacation. This means that employees who put forward their leave first are prioritized. The downside of this method is that it is not a fair approach and can lead to resentment among employees.


To avoid this, have your employees collaborate with one another at the beginning of each year. This way, each person can make their case for why they need a particular block of time off. This can be especially useful for parents who need to schedule leave around school holidays.


You will need to oversee these discussions to ensure that they remain fair and that each employee is given a chance to take leave. Once all the decisions have been made, they can be entered into the system.

Utilize Proper Tools for Absenteeism

Absenteeism is often trickier to organize than holidays. This is because it almost always happens at the last minute. This can leave everyone confused and scrambling. So, you may want to consider implementing an employee call-out system in place. This way, all the information regarding absenteeism is collected at one point and then distributed to the necessary individuals.


In addition to having a call-in number for employees to contact, it’s just as important to create a system that counteracts absenteeism. For instance, you can create a buddy system for work distribution. Identify workers who are most capable of taking over each position and then distribute the workload equally. This way, there is less loss of productivity during last minute absences.

Review Leave Allowances

It’s important to review leave allowances throughout the year. In some cases, people will save up their leave time to take a longer period off during a particular month or at the end of the year. Unfortunately, multiple employees may be planning the same thing. This will mean that you’re left without most of your employees at that point.


Examine their leave times and encourage your employees to spread it out. At the very least, make sure that not everyone is taking time off at the same time. If this isn’t possible, you just may want to declare that period as company-wide vacation time


These are the main tips to follow to organize vacation time as well as absenteeism. They should help to ensure that every person can take the necessary time off, while the company continues to function efficiently.


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