As the holidays approach, managing your household staff can become a challenging task. Dealing with changing household schedules, paid time-off requests, and increased family responsibilities can cause you to miss out on the joy of the holiday season. However, with thoughtful planning, you can efficiently navigate the holiday rush and get the most out of the season. To get you started, we have compiled some effective strategies for managing household staff schedules during the most hectic (but wonderful) time of the year.
1. Set Clear Guidelines for PTO
Setting clear guidelines for PTO requests and allotments helps prevent confusion and frustration on all sides. Staff should be made aware of which holidays they have off and how much PTO they are allowed to book. You should also ask your staff to request PTO at least two weeks in advance. This will help you plan better for the holidays and avoid being understaffed.
2. Use a Formal PTO Request System
Implementing a PTO request system will help you stay organised. You can opt for a digital or paper-based system that requires staff to fill out a form each time they want to request PTO. This will enable you to keep track of each employee’s schedule and avoid being taken by surprise when staff go on leave.
3. Base PTO on Seniority
Another effective way to manage staff schedules during the holidays is to prioritise PTO based on seniority. This involves allocating time off based on the length of an employee’s service. Those who have been with you the longest can be given priority for holiday PTO requests. This approach rewards hard work and dedication, contributing to a healthy work culture.
4. Use a “First-Come, First-Served” Approach
This approach can be used as an alternative to seniority-based approval of PTO. It encourages staff to apply for their holiday leave far in advance, making holiday planning much easier for you. With a “first-come, first-served” approach, the person who submits their PTO request the earliest will be considered first, regardless of their seniority. This encourages staff to plan ahead and reduces last-minute PTO requests.
5. Practice Flexibility
Holidays can be chaotic for household staff due to increased responsibilities at home and at work. The pressure of additional tasks can easily lead to staff burnout, resulting in a loss of productivity and decreased service quality. To prevent this from happening, you should promote flexibility within your household. You can do this by allowing flexible work hours and hiring temporary replacements for staff with family obligations. This demonstrates your investment in the well-being of your employees and can increase employee satisfaction and retention.
6. Use Employee Scheduling Software
Tracking employees’ schedules manually can be tedious. Scheduling software can simplify this process and free up your time. Platforms like Deel and Connecteam are ideal for tracking schedules and PTO requests. They reflect scheduling changes in real time, reducing confusion and miscommunication.
7. Implement Rotating Schedules
Implementing rotating schedules can provide your staff with more flexibility during the holidays. With a rotating schedule, you can spread out the weekend or holiday shifts. This way, one person isn’t stuck working every Saturday or Sunday. You can also use this approach to alternate who works on holidays like Christmas and Easter each year.
8. Delegate Holiday Tasks
Making sure that each of your employees is aware of their holiday responsibilities is essential to maintaining smooth operations throughout the holiday season. You can delegate tasks like decorating, meal preparation, and gift wrapping so that everything is in place when the big day finally arrives.
9. Track Past Requests for PTO
You should keep a record of past holiday requests and prioritise requests from staff who have missed out in the past. For instance, if your housekeeper was unable to take New Year’s Eve off last year, you may want to prioritise her request this year. This cultivates a fair work environment and minimises the risk of staff feeling resentful or passed over.
10. Practice Open Communication
Practising open communication can help you manage staff schedules effectively during the holidays. You can do this by encouraging staff to communicate their needs and concerns clearly. For example, your chef may tell you that they have a family event to attend during the holidays. Your role is to listen and respond thoughtfully. Maintaining this kind of open dialogue builds trust and cultivates a supportive working environment where staff feel valued and respected.
11. Consider Using a Lottery System
Holidays bring a wave of time-off requests. With several pending requests, it can be difficult to choose which one to approve. To keep things simple and fair, you can implement a lottery system for allocating time off during the holidays. Opting for a lottery system helps eliminate bias and ensures everyone gets an equal chance at PTO, regardless of seniority or other factors. This is a good option when you receive multiple PTO requests for the same day and cannot afford to approve them all.
12. Evenly Distribute Workloads
The workload and responsibilities of household staff increase significantly during the holidays. To prevent your employees from becoming overwhelmed, you should ensure that tasks are evenly distributed and that no single employee has a disproportionate amount of responsibilities to handle. You can also allow staff members to trade tasks as needed.
13. Prepare for Last-Minute Absences
Even if you require your staff to request PTO in advance, you should still prepare for unexpected absences due to illness and emergencies. You can do this by keeping a list of temporary replacements on file or by paying your existing staff overtime to fill in for absent employees.
14. Offer Incentives to Work During Holidays
Incentives can be a great approach to retaining staff during the holidays. Offering extra pay, additional time off later, gift cards, or holiday bonuses for working on Christmas and New Year’s Day can encourage your employees to take extra shifts during the holidays.
Let Charles MacPherson Associates Provide You With Effective Staffing Solutions
Managing household staff schedules during the holiday season is no easy feat. It requires clear communication, organisation, and flexibility. If you find yourself in need of permanent household staff this holiday season, Charles MacPherson Associates can help. We recruit household staff for high-net-worth families and individuals to ensure smooth household operations year round. Contact us today to learn more.