When school and summer holidays come closer, companies, regardless of their size or sector of activity, are eager to planning their teams’ holidays.
An organization can quickly turn into a puzzle if requests are not rigorously centralized and if communication with employees is not controlled.
How can you manage time off requests fairly?
How can you avoid potential tensions within your company’s teams in a context when certain requests are approved while others are not?

Good reasons for anticipating leave approval

The key priority of a company is to ensure, in all circumstances, the operational continuity of its services. This major constraint makes the issue of absences particularly sensitive for a manager. The manager holds the final decision on the leave approval of its co-workers since he has the overview of the projects in progress and knows their level of criticality.

In addition, for the company’s flagship projects, it is in the manager’s best interest to identify, before they approve leaves applications, the available employees to take charge of absentees’ duties. However. if there are no internal resources who can handle this additional workload, the manager may resort to external solutions such as fixed-term contracts or temporary employment. Finally, the manager plays a crucial role in their communication with their team. They must be able to listen to and empathize with employees who are denied approval of holidays period.

Compromise is always possible and acceptable by an employee if the decision is justified. The manager can possibly decide to give priority to the given employee in the upcoming leave applications.

Simplify the visibility of all your team’s holidays

The use of a centralized monitoring tool remains one of the most effective ways to manage Time Off Requests of a team. This collaborative tool is used to collect leave requests, follow their validation processes, create a customized access for each employee and their manager simultaneously (even if both collaborators do not work on the same site). Thus, the shared picture simplifies these processes, makes them visible and clear, and avoids scheduling errors.

For example, the tool could include the following information:
• Name of employee;
• Duration of absence (number of days);
• Start and end (date and time range);
• Reason for absence (illness, training, unpaid leave, paid leave, RTT (reduction of working hours), etc.;
• Validation (Approved or not);
• Email of the collaborator;
• Comment;
• Justification.

Sign up now and try this table template to manage Time Off Requests.

From an operational point of view, once the leaves are approved, employees will be required to give advance notice of their upcoming absences. They will have to provide their customers and suppliers with the contact details of the person in charge of their back-up.

Rigorous organization of the leave and absence monitoring in the workplace facilitates the service continuity, but it also preserves the team cohesion. Employees who are informed in advance and who are listened to will be cooperative during their colleagues’ vacation periods. Consult without further delay the models of collaborative tables offered by RowShare!