Best practices for employee scheduling during busy periods

One of the busiest seasons for retail and hospitality businesses is fast approaching! Yes, we’ve started to hear whispers of the “C word” around the office.

And with it being less than 100 days away, there’s no better time than now to get ahead of staff scheduling.

For retail managers, restaurant owners, and HR managers, it’s essential to start planning now if you want to survive the festive season.

Keep reading to uncover top tips for handling employee scheduling and avoiding understaffing during peak business seasons.

Hire seasonal employees

Hiring extra hands can be lifesaving during busy periods. In sectors like retail and hospitality, it’s quite common for businesses to hire temporary staff every year solely to cover shifts over Christmas and New Year. Particularly when demand is high and permanent staff are unavailable.

Create schedules as early as possible

Create schedules for busy periods as early as possible so staff have time to plan ahead and submit vacation requests.

Top tip:

Look back on data from previous years to pinpoint your busiest days. Knowing exactly when you’ll need extra hands makes it easier to create efficient schedules ensuring you have enough staff scheduled to cover the workload.

Cross-train your staff

Pair new hires with experienced staff so they learn on the job and grow their skills. When ALL staff are well equipped to perform varied tasks, you’ll find your business always runs smoothly even during busy times.

You can also have managers train senior staff on simple managerial tasks, so you’re covered when they’re away.

Top Tip:

Cross training also supports workplace safety. You’ll maintain compliance if a “responsible person” is always on site. Consider offering extra health and safety training for staff who’ll be covering shifts for their colleagues.

Establish a clear vacation policy

You’ll avoid disappointment among staff if you have a clear HR policy outlining the rules for vacation requests and shift scheduling. If you need more hands during busy periods—like the festive season—communicate any time-off restrictions early so employees know which days are off-limits.

Your policy should be clear, concise and easily accessible so staff can review it whenever they need to. You should also keep this up to date, so it reflects the needs of your business each year.

Be fair and flexible

The holidays might be a busy time of the year for business, but it’s also a special time for some of your staff. That’s why it’s important to find a balance between keeping things running smoothly and being fair with scheduling.

For instance, if someone worked on Christmas Day last year, try giving them the day off this year to spend with family. A simple “year-on, year-off” system can go a long way in keeping things fair. This also works well for other busy periods, not just Christmas.

Streamline shift planning with smart scheduling tools

Managing shifts without the right tools can be a juggling act. Inefficient scheduling could mean failing to meet your customers’ needs and disrupting your bottom line during one of the busiest periods of the year.

With BrightHR’s award-winning scheduling tools, you’ll fill shifts and share schedules in seconds. Instant alerts and notifications ensure everyone is updated, so you’re never left short staffed or scrambling to cover shifts at the last minute.

From the festive rush to everyday operations, smart scheduling gives you the visibility and control you need to confidently plan ahead.

Book your free demo today and see how BrightHR helps you manage shifts, save time, and keep your team in sync.