5 best practices for managing your team on vacation — how to keep your work flowing during the holiday season

1. Plan your holidays well in advance — think systemically, not individually

Vacation planning should start well in advance of the holiday season. As early as spring, it is worth asking employees to report their preferred dates and collect them in one place - for example in a common online calendar. Thanks to this, the manager can get a complete picture of the availability of the team and plan the presence of key people so as to avoid overlapping absences in critical areas of the company's activity.

It is worth approaching planning as a team, not individually. It is important to consider which functions in the organization are necessary for the current operation - customer service, project supervision, IT, administration - and make sure that there is always a person in charge in each of them. In practice, this means introducing rules for the rotation of leave, establishing duty weeks and maintaining the so-called “minimum staffing”.

Such a system allows you to avoid nervous situations, overloads and sudden changes of plans. It also builds more trust in the team - everyone knows that his absence has been taken into account and responsibilities are under control.

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2. Separate responsibilities and create a space to share knowledge

Replacements during the vacation period are an organizational challenge. Instead of handing over all tasks to one person, it is worth dividing them between several people - according to competence and availability. This approach reduces the risk of overload and errors.

It is crucial to prepare the person who is leaving. A good solution is to create a handover document, in which the employee describes:

• the status of the tasks performed,
• upcoming deadlines and commitments,
• contacts with customers and partners,
• important findings and potential risks
• instructions on where to find the files or tools you need.

Such a document should be discussed with the persons taking over the tasks, preferably during a short meeting. This will avoid misunderstandings, answer questions and make the work continue without unnecessary interruptions.

It is also worth promoting a culture of knowledge sharing in the company — on a daily basis. Regularly documenting processes, creating checklists, knowledge bases and short instructions makes the organization more resistant to absences and less dependent on individuals.

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3. Establish vacation rotation rules and schedule vacation shifts

It's not about restricting vacation access — it's about maintaining a balance. In any company there are periods of greater operational sensitivity and those in which you can afford more relaxation. In the summer season, it is worth implementing rotational vacation planning, so that someone with a specific function is always present at work.

A good tool is the so-called holiday shifts. They can be recorded in a simple schedule - for example, a weekly one - that clearly indicates who is acting as coordinator, making decisions or receiving urgent calls in a given period. Such on-call duties help to put communication in order and reduce situations in which “no one knows who is in charge.”

It is also worth promoting holidays outside the peak season - for example in June or September - by offering an additional day off, the possibility of remote work or flexible working hours upon return. This approach increases availability in the critical weeks of July and August, while supporting the team's work-life balance.

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4. Communicate with customers in advance — and give space for summer slowdown

During the holiday season, not only the availability of the team changes, but also the customers. Often key decision makers are absent and the purchasing and decision-making processes are lengthened. Projects may be delayed and it may take longer than usual for a budget to be approved or a contract signed.

It is worth approaching this situation with understanding. Instead of pushing — ask what the client's vacation plans are, when it will be possible to return to conversations, and what can be determined beforehand. This is a good time to clarify needs, organize documents, make recommendations and build a better understanding. Sometimes silence in August means a strong start in September — provided we leave order and good relations behind.

It is advisable to inform customers in advance about planned absences. In the message it is worth mentioning:

• exact dates of team vacations,
• contact details of the person replacing,
• the status of the most important works,
• indication of topics to close before departure.

Such transparency is a sign of professionalism and strengthens trust. The customer knows that the company is in control of the situation — even if not everything happens right away.

5. Appreciate the team and ensure a comfortable return after vacation

‍Holiday management isn't just about logistics — it's also about taking care of team morale. Employees who stay with the company during the absence of colleagues often take on additional responsibilities. It is good to see and appreciate this effort. This can be a short thank you during a meeting, a company lunch, a symbolic reward or the opportunity to leave work early on Friday.

No less important is the moment of return from vacation. Instead of burdening the employee with arrears and deadlines, it is worth planning his return with the so-called soft landing. A good idea is:

• a day without appointments in the calendar,
• prepared summary of the most important events,
• time to review the box and talk to the people who replaced it.

Thanks to this, the person returning from vacation finds himself in the new reality faster and returns to full productivity without stress. This is especially important for the long-term commitment and health of the team.

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summary

The holiday season doesn't have to mean chaos. With the right approach, it can become a moment to organize, rethink processes and strengthen organizational culture. A well-managed holiday team is not only peaceful work, but also better relationships — inside the company and outside, with customers.

Basic elements of effective summer management:

• early planning of vacations and the rules for their rotation,
• a fair and thoughtful distribution of responsibilities,
• holiday shifts and flexibility,
• Proactive communication with customers,
• appreciation for the work of the team and care for returning from vacation.

It is worth using this time as an opportunity to build operational resilience — for the summer and for the whole year.

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