Holiday Planning and Cover: Keeping Operations Smooth Over Christmas

Learn how to plan staff holidays and maintain business continuity during the busy Christmas period. Practical guidance for scheduling, communication and managing festive-season cover.

Why Christmas holiday planning matters for small businesses

For many small businesses, the run-up to Christmas is one of the most challenging periods of the year. Demand often increases, deadlines tighten and many employees understandably want to take annual leave to spend time with family.

With smaller teams, even one or two absences can create pressure on service delivery and workload.

Unlike during summer, the Christmas period often includes bank holidays, shortened working weeks, client shutdowns and year-end tasks - all of which require careful coordination.

Early planning is essential.

Without it, workloads can snowball, customers may experience delays and those working through the festive period can become overstretched.

Clear policies, fair decision-making and strong communication can help smooth what is otherwise a peak-pressure season.

Managing Christmas holiday cover effectively

Start by reviewing your operational needs in December and early January. Identify key periods when cover is essential, such as:

• deadlines before Christmas shutdowns

• customer-facing commitments

• financial year-end processes

• service-level responsibilities that cannot pause

  
  

Then ask staff to submit holiday requests well in advance. A transparent holiday approval process, whether first-come-first-served or a fair rotation system, helps manage expectations and reduces the risk of last-minute issues. (From a legal standpoint, employers are entitled to refuse specific annual-leave dates if there is a legitimate business reason, provided the refusal is applied fairly and consistently.)

Cross-training is especially valuable at this time of year. Training team members to cover core tasks ensures the business does not grind to a halt when key individuals are off.

For small teams, this can be one of the most effective ways to maintain resilience.

Using a shared holiday calendar, whether in Microsoft Teams, Outlook, or Google Workspace, provides instant visibility of who is in the office and who is away.

Communicate changes to customers and key stakeholders

If your opening hours or service levels will differ over Christmas, tell customers early and clearly. You can do this through:

• website updates

• Google Business Profile announcements

• social media posts

• automated email responses

• voicemail messages

  
  

Updating your Google Business Profile is particularly helpful for new or infrequent customers searching online. It prevents frustration and sets realistic expectations about when your team will be available.

Leverage technology to maintain productivity

Christmas leave periods do not need to disrupt operations if the right systems are in place.

Cloud-based tools allow authorised staff to access documents or processes remotely, which is especially useful for those providing temporary cover.

Automation also plays a key role. Tools that schedule social content, trigger invoice reminders, or send out standard email communications help maintain consistency without adding pressure to reduced teams.

Use flexible working options where appropriate

Temporary flexible working arrangements can help plug short-term gaps.

For example:

• adjusted start and finish times

• compressed working hours in the run-up to Christmas

• occasional remote working

• voluntary additional hours (ensuring Working Time Regulations are respected)

If offering this flexibility, ensure it is applied fairly and documented clearly. Transparent decision-making is important both for morale and for minimising the risk of perceived unfairness.

Keep communication clear and consistent

During a period when many people are away, communication must be proactive. Shared calendars, daily or weekly check-ins, and agreed handover notes are invaluable.

Ask employees taking leave to provide:

• a clear handover document

• task status updates

• key contacts

• any risks or deadlines that may arise during their absence

This not only helps colleagues cover tasks effectively but also reduces the risk of errors or missed deadlines.

Plan early to avoid disruption

Encourage staff to submit holiday requests for December and early January as early as possible — many organisations set an internal deadline.This is lawful and reasonable as long as the policy is communicated in advance and applied consistently.

You may also consider:

• limiting leave on peak operational days

• using a rota system for Christmas Eve or early-January cover

• offering incentives for working throughout the festive period (e.g., time off in lieu, recognition bonuses, optional but often appreciated)

  
  

Cross-train staff to boost flexibility

Cross-training adds resilience to small teams year-round, but it is particularly valuable over Christmas. If unexpected absences arise, including illness, which is more common during winter, having trained backup employees ensures business continuity.

This type of skills-sharing also supports professional development and a more agile workforce.

Be transparent about business needs

Employees generally understand that Christmas is a critical period for many small businesses. Being upfront about operational requirements, customer expectations, and staffing constraints helps ensure any decisions about leave feel fair and balanced.

Where possible, involve your team in discussions about how best to manage peak weeks — collaborative planning often leads to smoother outcomes.

Keep your business running smoothly this Christmas

Holiday planning over Christmas is a balancing act, but with early preparation, clear communication, and the right systems, your business can stay productive while supporting your team’s well-earned time off.

A well-structured holiday plan ensures:

• fewer last-minute staffing gaps

• consistent customer service

• reduced pressure on employees who remain at work

• a more organised start to the new year

With thoughtful planning, your business and your team can enjoy a smooth and successful festive season.

Need help navigating an HR challenge this Christmas?

Book a free 30-minute consultation call with our HR experts and get tailored, practical guidance to keep your business running smoothly during the festive period.

Schedule your call today and get the clarity and confidence you need to move forward.