A Startup’s Guide to Time Off Management

Most startup CEOs work day in and day out because they have to, but your employees, contractors, and managers could use a bit of time off. Let’s face it; so do the CEOs, but is that even possible when you have to sign off on processes like payroll and marketing material?

Automating your process can help significantly, so does delegation. However, using a time off manager and/or developing your own policies will allow you to handle this process effectively.

The 7-Step Guide to Time Off Management

No matter how many employees you manage, these steps will help you manage requests.

Step 1: Advanced or split-second requests?

While it’s good to have a policy dictating how far in advance your HR staff needs to process requests, life doesn’t work out that way. Sometimes your employees will have an emergency, or they may want to capitalize on a ticket deal. Either way, allow split-second requests.

Your employees may need to get away from their work obligations. If your employees feel that their job will be waiting for them when they return, it’ll lead to a healthier work environment.

Step 2: When can or can’t your team use vacation time?

Most industries have a busy period where they need all hands on deck. Explain to your employees why they can’t book off specific periods, dates, or months (with the exception being emergencies or sick days, of course), so they’re aware when they can’t take a vacation.

Step 3: How will you manage overlapping requests?

If you’ve received a time-off request for the same days, we recommend you focus on reason rather than first-come, first-served. If your employees’ mother died and they need to take a week off, it shouldn’t matter whether they booked their time off a month ago or yesterday.

Although it isn’t always possible, try to make sure both employees can take time off, as it’s possible that your other employee has already paid for their vacation and can’t get a refund.

Step 4: Frequency-based or day-based?

Companies can offer their employees a set amount of vacation days per year, or they can adjust vacation time based on frequency. For example, if an employee books off a week in May, they can’t book off another week until July. Decide based on what you think is best for your workers.

Step 5: How will your employees submit time-off requests?

There should be a designated place where your employees can submit time-off requests, so you don’t have to look through multiple verbal forms or email requests. Only use one. We recommend using an app or software to easily organize and sort through active requests.

It’s better to have an interface that can’t be manipulated. For example, an Excel sheet or calendar won’t have a consistent flow, but an app or software can streamline the process.

Step 6: What should you do if employees are requesting a lot of time off?

We recommend not firing your employees on the spot, as there could be legitimate reasons for their absence. At the same time, you need reliable employees. Speak to your employee about their requested time off and see how you can adjust to a schedule that fits their needs.

Step 7: How will you handle last-minute replacements?

It’s not your employee’s responsibility to find their replacement for their own shifts, and employees shouldn’t be obligated to fill in when you ask them to. The employer should always have a backup plan for sudden absences, like on-call employees or independent contractors.

Alternatively, you could offer a few perks to employees who decide to take on a last-minute shift, like a pay bump or a free lunch, as they’re taking the time out of their day to help you.