Managing Holiday PTO Requests
Here's a timely question I want to spend some time answering:
How do you recommend managing holiday schedules and PTO requests in December? What’s the best way to communicate our holiday coverage plan to both clients and team members? And how should I approach declining requests when approving 100% just isn’t possible?
By now, you’re probably seeing vacation requests pile up, and if you’re like the rest of us, you’re starting to feel stretched. So, let’s make this year different. Here are some time-tested ideas to help you keep clients happy, protect your team’s well-deserved time off, and make sure you—yes, you—actually get a chance to step away and recharge.
Communicate Early
Now is the time to let clients know about your holiday schedule so you can manage expectations for what they can (and can’t) expect while the team’s offline. Since your team should have a decent handle on final deliverables for the year, make sure everyone’s in sync on any projects that could sneak into holiday territory. For example, if a client expects a big deliverable right after the New Year, ask your account managers to loop in the creative team now to avoid a last-minute scramble. Better yet, schedule some “holiday check-ins” with clients you think might have last-minute needs. This way, clients have the chance to flag any upcoming projects or deadlines before they become urgent.
Create a Fair PTO Approval Process
More than likely, you won’t be able to grant everyone’s PTO request. To keep things fair, consider setting up a formal “first dibs” policy. This way, team members who don’t get their preferred time off this year automatically get first dibs next year. It’s a simple, consistent way to rotate high-demand days so everyone knows they’ll get their chance. Beyond the first dibs rotation, set up flexible options like rotating on-call shifts so essential coverage is always in place without burning anyone out. This is especially important for agencies managing web hosting or other critical infrastructure projects—most other demands can usually wait.
Key Takeaway
The holiday season doesn’t have to mean a stressed-out team or a stressed-out you. Start by communicating your holiday schedule to clients, set up a fair PTO approval system, and establish flexible coverage as needed. And if you can swing it, close your shop from Christmas through New Year’s. This clear boundary respect your team’s need for rest while giving clients a clear understanding of your holiday availability.
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