Summer Holiday Staffing: Plan Ahead or Pay the Price

HR
Strategy
By Louise

The school summer holidays are the most stressful six weeks of the year for many hospitality managers. Customer numbers go up, but available staff go down. Parents need time off. Students go home. And somehow you still need to deliver the same level of service.

The businesses that handle summer well start planning in spring. Here is how to get ahead of the crunch.

Start Early

June is not too early to start planning for July and August. Ask your team about their holiday plans now. Find out who needs time off, when, and for how long.

The earlier you know, the more options you have. You can approve requests in a way that spreads cover fairly. You can start recruiting temporary staff. And you can avoid the panic of discovering in July that half your team is unavailable for the same week.

Build a Summer Rota

A normal rota will not work in summer. You need a dedicated summer rota that accounts for reduced availability and increased customer demand.

Start by mapping out the six weeks. Mark the weeks where you expect the most pressure (usually the first two weeks of August, when most families go on holiday). Then work out how many staff you need each week and compare it to who is available.

The gap between the two is where you need to focus your efforts.

Hire Temporary Staff Now

If you know you will be short, start recruiting temporary staff in June. Students finishing their exams are looking for summer work. Teachers are available. So are parents whose own children are old enough to be independent.

The key is to hire early and train them before the busy period starts. A temp who starts on their first shift without any training is barely useful. A temp who has done a couple of shadow shifts is a genuine asset.

Manage Annual Leave Fairly

Summer holiday requests are inevitable. The challenge is making sure they do not all land on the same dates.

Set a clear annual leave policy for summer. First come, first served is simple, but it disadvantages people who cannot plan early. A rotating priority system — where the people who missed out last year get first choice this year — is fairer.

And be transparent. Publish approved leave so everyone can see who is off when. It reduces resentment and helps staff plan their own requests.

Use a Swaps System

Even the best summer rota will run into problems. Someone gets ill. A child is off sick. A shift needs to be covered at the last minute.

A shift-swap system — where staff can exchange shifts through your rota software — gives you flexibility without adding to your workload. Staff sort it out among themselves, and you approve the change with one click.

Keep Morale Up

Summer is hard on the staff who do not get time off. They are covering for absent colleagues, working through the hottest months, and watching everyone else go on holiday.

Recognise the effort. A summer bonus, a team outing, or even just genuine thanks goes a long way. And make sure the people who worked through summer get first pick of time off in September.

The Bottom Line

Summer staffing is a challenge every year. But it is a predictable challenge. Plan early, recruit temporary staff, build a flexible rota, and treat your team fairly. The six weeks will still be stressful, but you will get through them without the chaos.