Managing Holiday Requests Around Easter: A Guide for UK Small Businesses

Easter can be a tricky time for small businesses in the UK when it comes to managing employee holiday requests. With two public holidays—Good Friday and Easter Monday—creating a long weekend, employees often look to maximize their time off. Here are some tips and best practices to help you manage holiday requests fairly and effectively, ensuring your business runs smoothly.

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1. Understand UK Public Holiday Rules

In the UK, Good Friday and Easter Monday are public holidays in most parts of the country (except Scotland, where only Good Friday is a public holiday). However, employers are not legally required to give employees these days off unless it is specified in their contract. Public holidays can count as part of statutory annual leave (28 days for full-time workers) unless the employment contract states otherwise.

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Best Practices:

• Review employment contracts to confirm your approach to public holidays.
• Clearly communicate your policy on public holidays and how they interact with annual leave.
• If you’re offering these days as additional leave, ensure this is reflected in your employee handbook.

2. Plan Ahead to Avoid Conflicts

Easter is a peak time for holiday requests. Planning ahead helps you avoid situations where too many team members are off simultaneously, potentially affecting operations.

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Tips for Planning:

• Set Deadlines: Require employees to submit holiday requests for the Easter period by a specific date.
• Use a Holiday Tracker: A tool like a holiday tracker can make it easy to see at a glance who has already booked time off and ensure coverage.
• First-Come, First-Served: Consider a transparent first-come, first-served system for processing requests.
• Rotation Policies: Implement a rotation system to ensure fairness year-on-year for those who missed out previously.

3. Be Transparent About Approval Criteria

Having clear criteria for approving or declining holiday requests is key to maintaining trust among employees. Factors to consider might include:

• Business needs (e.g., critical deadlines or busy periods).
• Existing holiday bookings.
• Past holiday patterns (e.g., avoiding the same people always taking key dates off).

Best Practices:

• Communicate your criteria upfront to manage expectations.
• Use a shared calendar so employees can check availability before making requests.
• Offer alternatives, such as swapping shifts or taking leave at another time.

4. Balance Employee Needs with Business Operations

While it’s important to accommodate employees’ needs where possible, business continuity is equally essential. For small businesses, even one or two absences can have a significant impact.

How to Balance:

• Cross-Training: Ensure employees are trained to cover key roles in case of absences.
• Flexible Solutions: Offer flexibility, such as allowing half-days or remote work where feasible.
• Incentives for Working: For employees willing to work over Easter, consider offering perks like an extra day off later, additional pay, or other incentives.

5. Address the Unique Challenges for Small Businesses

Small businesses often operate with lean teams, making effective absence management even more critical.

Special Considerations:

• Public-Facing Businesses: If you run a shop, café, or service that stays open over Easter, plan rotas carefully to ensure adequate staffing.
• Communication: Keep open lines of communication with your team. Employees are more likely to understand your decisions if they feel heard and valued.

6. Leverage Technology for Streamlined Management

Using a holiday tracker can save you time and reduce errors.

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Benefits:

• Employees can view holiday availability and submit requests online.
• Managers can approve or decline requests with a click.
• Use the Blackout Period feature to prevent leave requests during your busiest times.
• Holiday Advance Notice period to ensure you're never left short-staffed at the last moment.

7. Keep It Legal and Fair

Ensure your policies comply with UK employment law and prioritize fairness in your processes.

Disclaimer: This information is for general informational purposes only and does not constitute legal or tax advice. Consult a qualified professional to address your specific situation.

Final Thoughts

Managing holiday requests around Easter doesn’t have to be stressful. By planning ahead, being transparent, and using the right tools, you can create a fair and efficient system that meets both employee and business needs. With these best practices, you’ll be well-prepared to navigate the Easter holiday season smoothly.

Ready to simplify your holiday tracking? Explore how a holiday tracker can help your small business today.

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