Staff Holiday Problem - What Would You Do?

[locutus]

Recently, a staff member went back home for 2 weeks, and shortly after returning back to work, they put a holiday request in to go back home about 2 months later, for 2 weeks again, which I approved for 2 reasons, no one else had put in a holiday request then (primary reason), second that they had booked tickets already before. When they told me they had booked the flights, I told them what the policy was. This staff member is fulltime.

Then another staff member today put a request in for holiday for the same period as the other is away - 1 week for this staff. They told me that they had booked the flights a few months ago. I asked them why they had booked the flights without asking, they said they thought they had to give me a month or more notice, I said that it is true, BUT you need to get approval from me first before you book anything, because of this very reason. They became very sheepish after this. It was a family holiday as well. They are parttime (2 shifts a week).

Now, it's possible (POSSIBLE) that we can make the schedule work without them, but it makes the schedule extremely tight, meaning, that if anyone is sick, or can't come, that's it, there is no one else to cover.

As it so happened, I had put an advert on the day before looking for casual staff because of staff wanting holiday, in a short period. If we can get an extra person to help out, it's fine, no problem, both can be away.

If worst-comes-to-worst, I was thinking, that it's the first person to request holiday that goes away on holiday - you didn't tell me you were looking to go away on holiday during this time.

 

[Newchodge]

First person to request holiday gets it. That should always be the rule. However, if you can cover 2 shifts I would let the second person go as well. At the same time you reinforce to everyone that holidays are not guaranteed at any particular time.

 

[Bob Morgan]

How to deal with Annual Leave? - Planning Ahead, and discuss with staff!

 

[Mr D]

Some places I have worked have had a staff holiday diary. First one to book a date gets it - and staff could look through to find a date or set of dates they could apply to have off.

Often a limit on how many staff could be off at any one time - and that tended to be enforced regardless of people booking holidays with family months in advance. Permission granted first or booking irrelevant.

OP - either put your foot down now or allow this holiday and put foot down to squelch it happening again.
Or accept that staff will do as they please regarding holiday booking.

 

[BustersDogs]

I had a wallchart calendar up on the wall, I always put my holiday up asap. So that way, everyone could see what dates were available when searching for their own holidays. I would let two people go at once if I could cover the work, but it was very hard on me do that as I'd be doing 12 hour days while they were away. But good staff are worth the effort. I'd just chat to them about trying to book time off when no one else was off, booking early as possible to be sure to get the time they want, I can cover this time, but might not always be able to, and please send me a postcard.

Always if I have to say no, the first person who requested the time off would get it. I always processed holiday requests fast, to get the info on the wallchart asap for the others.

 

[WaveJumper]

All good advice from above, you definitely need a wall chart or open diary, make sure you got some ‘rules’ ie and obviously depending on size of business maybe not more than two people off at the same time, you may even want some blacked out periods especially if your in retail.

I always found the more open the process staff actually managed to sort out the leave and cover before getting it approved.

One last thought get all the holiday requests in as early as possible. My wife as already had to submit her 2020 dates.

 

[antropy]

First person to request holiday gets it. That should always be the rule.

Most places are like that first come, first served. However if they have already booked flights then you have done the right thing in warning them not to do it again but it is very frustrating and they clearly have not thought about the consequences for you. Alex

 

[STDFR33]

I am going to go out on a limb here and say that the problem is the employer.

You can't possibly have all the problems you post without some problems been cause by the employer, whether that's lack of policies, communication or something else.

 

[Bob Morgan]

It is all about 'Planning!' - And NOT adopting Draconian Policies!

 

[Andy Davies]

We use an online holiday management tool called timetastic. It lets me set the max number of people that can be on holiday from the same team at the same time, manages allowances, syncs to my calendar and anyone can use it from their phone.

The great thing is that if someone is looking to book a holiday/flights etc during the evening/weekend they can instantly see if there are any clashes.

No doubt there are lots of other platforms that do the same thing but we’ve been using this one for 18 months and we love it. It’s a UK company too!

 

[phil192]

We have recently launched LeaveDates which is an online staff holiday system. With LeaveDates everyone shares a virtual wallchart which they can access on their laptop, tablet or mobile phone. With everyone being able to see when each other is off, staff are able to plan ahead more easily and avoid these types of situations from occurring.

In your case, however, I would say you either need to decline the second request or find a way to make your tight schedule work. Good luck