It’s summer! For most of us, that means making way for summer fun, like vacations, beach time, long weekends at the lake, flex Fridays, and other entertaining forms of warm weather relaxation. For many companies, it means expecting to deal with fewer people in the office and even staff shortages from time to time. We know it’s coming every year, but are we properly mapping out a plan to prepare for it? 

Here’s a closer look at the summer and its impact on companies like yours, as well as our guidance on how to plan ahead for this season’s effect on your staffing needs.

What makes summer a unique challenge when it comes to keeping businesses fully staffed?

In the United States, Memorial Day weekend kicks off the summer holidays at the end of May. That season of holiday fun and summertime traditionally lasts until September’s Labor Day—or when children are scheduled to go back to school in your area (mid-to-late August for some states, September for others). That’s approximately 12.5 weeks in a row that your organization may be short-staffed as people celebrate the summer holidays with days off and vacations.

Dealing with this period is a definite challenge. But it’s important for employers to lean into supporting the time off and finding ways to handle the gaps in workers.

There’s value in letting staff enjoy the fun of summer

We encourage the organizations we serve to look at the positives of the summer season. By supporting your people as they schedule those days off, you are giving your employees an opportunity to enjoy some time to rest and relax. And this has a positive effect on your company. 

Employees who take time off regularly tend to be:

• Happier at work than their peers who don’t get time off
• Healthier than their peers
• Less likely to be absent due to mental or physical stress
• More likely to remain a member of your team
• More effective at their jobs because they’re getting sufficient time to reenergize

According to Forbes, in 2018, Americans used an average of 17.4 days of Paid Time Off (PTO), a slight increase from 17.2 in 2017. Unfortunately, most American employees fail to fully use their PTO. And even when PTO is taken, many employees continue to work from home or by phone. Think about it for a moment: How many meetings have you committed to attending while on holiday? Too many of us say yes to a question like that, without blinking an eye.

Failing to properly rest and recharge is a shame, especially since many employees consider PTO as a top benefit. Employers can help in this area by encouraging staff to take time away from the office, rather than placing pressure on them to be constantly available. 

And from a retention standpoint, supporting this benefit encourages employees to remain in their roles with you longer. So, it’s critical to look for ways to give your employees confidence that the ball will not be dropped while they are away, and ensure that they know they are still valued—that is, they will not be replaced while they take their PTO.  

What can you do to be ready for staffing gaps during summer? 

Be Prepared

Taking steps before summer to prepare for staff shortages is one of the most effective ways to approach the issue—it benefits both the organization and the people who work for it. That’s one reason Who’s Your HR? works with clients to prepare for holiday events. 

Our approach includes:

• Reviewing data to see when there are trends in staff levels
• Helping managers leverage their human resource information systems to support proper scheduling and planning for the holidays
• Collaborating with organizations on recruitment practices that ensure seasonal, freelance, or other staffing options are in place to support the dip during the summertime

We’ll run the numbers for you, provide guidance, evaluate your time-off and holiday policies, and more to get you ready before those staffing gaps begin.

Be Proactive

Across the U.S., summertime holidays are traditionally an ideal time for mid-year personnel reviews, mid-year goal completion reviews for the company, and general discussions about end-of-year planning. Lean into that with forethought rather than letting it take you by surprise.

Take this opportunity to be proactive with the people you employ. Discuss with your employees their plans for taking vacation—and set realistic expectations of what is doable. You’ll want to weigh the personal factors that your staff have to consider during summertime, not just your business’s concerns. This includes planning for:

• The fact that school is out, so parents and guardians may need to be closer to home to keep an eye on children
• Desirable summer events that are seasonal, such as hunting, fishing, and kayaking
• Other personal requirements, such as family gatherings, weddings, doctor’s visits, and more

By understanding the needs of your employees during summertime, you can more effectively set intentional and appropriate HR policies in place to support them. With clear, well-defined time-off rules and paid time-off (PTO) accumulations, you can more effectively discuss in advance how your staff and management can collaborate on scheduling time away. This makes it easier for everyone to truly enjoy their time off, and know that while they are away, the office will run smoothly and they won’t have to come back to a stack of stressful, overdue work. 

Remember also to share with your employees that their having this time away is an indication of your appreciation for their hard work. Lean into the value of PTO and holiday time as a benefit that builds staff engagement and retention.

Be Okay with Outsourcing

In many cases, back-office duties can get behind as the staff in these areas (finance, HR, payroll) are limited. However, the delay in processing the data and information associated with these roles can have huge implications for compliance, timeliness of pay, and understanding of forecasts.  

In other words—don’t forget about supporting these roles. 

There are options for temporary, cost-effective, and efficient outsourcing that can be used to support your needs while employees are away. Having a relationship with an outsourcing firm (like ours) that supports a level of flexibility that meets your needs can be a game-changer, and a lifesaver for you! 

Enjoy Staffing Solutions that Work—Even in Summertime—with the Help of Who’s Your HR?

Summer is a wonderful time and a great opportunity for you to help your employees relax, relate, and release! At Who’s Your HR?, we have solutions to support you! Contact us online or at 539-215-8868 to schedule a consultation or request more information about our services, and let us get creative with your summer staffing solutions and all your HR needs.