Managing Competing Holiday Requests During the Summer Period

With the summer period approaching, there will be numerous holiday requests coming through. One common challenge businesses face is managing competing holiday requests, particularly during school holidays when demand for time off is often much higher.

Whilst employers may wish to accommodate employees with children where possible, it is important to remember that parents should not automatically be given priority over non-parents when approving annual leave requests. Doing so could lead to allegations of unfair treatment or discrimination.

 

Having a Clear Annual Leave Policy

One of the most effective ways to manage competing holiday requests fairly is to ensure your business has a clear and consistent annual leave policy in place.

A common policy used is a “first come, first served” system, as it reduces scope for discrimination allegations or favouritism. Having a transparent process also helps employees understand how requests are assessed and approved.

Employers should ensure that all employees are aware of:

• How annual leave requests are submitted
• The maximum number of employees permitted to take leave simultaneously
• Any busy periods or restrictions that may apply
• How competing or consecutive holiday requests will be managed

 

Ensure Holiday Requests are Approved in Writing

Employers should ensure that all annual leave requests are approved in writing. This helps avoid confusion and provides a clear record of what has and has not been authorised.

Written communication can also help prevent situations where employees make arrangements before receiving approval and then attempt to coerce managers into granting leave.

Where only a limited number of employees can be absent at one time, employers should be able to demonstrate that approving additional leave requestions would negatively impact the business operations, staffing levels or customer service.

 

Dealing with Requests Fairly and Consistently

Consistency is key when managing annual leave requests.

Employers should apply policies fairly across the workforce and avoid making exceptions that could create tension amongst employees or expose the business to potential risks. Managers should also be trained to handle holiday requests appropriately.