As we head into the summer holiday period, many UK businesses are facing the annual challenge of maintaining productivity and safety while managing planned staff absences. Whether you're in construction, manufacturing, logistics, or office-based sectors, failing to prepare properly can lead to overworked teams, increased stress, and even a rise in workplace accidents.
Here’s how you can stay safe and compliant — while keeping your team happy and your business running smoothly.
1. Start with a Holiday Absence Plan
Every business should have a clear holiday policy, but planning ahead means more than tracking who’s off when. Consider:
Critical roles and responsibilities: Who covers what when someone is off? Don’t forget first aiders and fire marshalls.
Peak workload periods: Are holidays clashing with key deadlines or busy operational phases?
Team balance: Is one department left short-handed?
Encourage employees to submit holiday requests early, and schedule key projects around known gaps in workforce capacity. Also communicate leave policies, work deadlines, and any shut down periods well in advance so teams have the opportunity to plan accordingly.
2. Redistribute Workload Safely
Overloading remaining staff is a shortcut to increased risk. According to the Health and Safety Executive (HSE), stress and fatigue are leading contributors to workplace incidents. When workers are overstretched, mistakes happen — and those mistakes can cost lives, not just productivity.
To reduce risk:
Delegate realistically: Ensure tasks are reassigned in a way that doesn’t overwhelm others.
Use temporary cover: consider trained temps or contractors if necessary — but ensure they are properly inducted.
Adjust deadlines: Where possible, push non-essential tasks to quieter times.
3. Prioritise Mental Health and Stress Management
Stress isn’t just a wellbeing issue — it’s a legal one. Employers have a duty under the Health and Safety at Work etc. Act 1974 to protect employees from work-related stress. During periods of low staffing, it’s vital to:
Monitor workloads closely
Check in with staff regularly
Provide flexible working where appropriate
Offer support such as mental health first aid or access to EAPs
4. Brief and Train Temporary or Cover Staff
If you're using agency staff or internal employees to cover for absentees, ensure they are:
Competent and properly trained
Briefed on site-specific risks
Familiar with emergency procedures and reporting lines
Poorly prepared cover staff are a common risk factor in holiday-related accidents. Make sure your onboarding isn’t rushed — even for short-term assignments.
5. Keep Communication Clear
During busy summer weeks, miscommunication is often at the root of workplace issues. Improve coordination by:
Holding daily briefings or toolbox talks
Updating shift handovers to account for new responsibilities
Using visual boards or digital apps to track changes in responsibilities
A culture of openness ensures people raise concerns early — whether about stress, unclear tasks, or health and safety issues.
6. Consider employees’ wellbeing when they return from holiday
Prepare Before They Leave
Handover Notes: Encourage them to document key tasks, deadlines, and ongoing responsibilities before their leave. This reduces catch-up stress on return.
Set Expectations: Clarify what will be paused, delegated, or resumed upon return to avoid confusion later.
Back-Up Coverage: Assign someone to manage urgent issues in their absence, and ensure they document what occurred for easy handover back.
Plan their First Day Back
Avoid Overloading: Try not to schedule critical meetings or deadlines on their first day back.
Time to Catch Up: Block out a few hours for them to review emails, updates, or changes while they were away.
Return-to-Work Check-In: A brief, informal meeting with their line manager can help re-establish priorities and identify any immediate support they need.
Support Mental and Physical Readjustment
Acknowledge the Transition: Holidays are a break from routine—don't expect them to be at full capacity immediately.
Be Mindful of Fatigue or Jet Lag: Especially after long-distance travel, it can take time to fully regain focus. Be patient and flexible if needed.
7. Review and Reflect
At the end of the holiday season, review how your business coped. Ask:
Were there any near misses or H&S incidents?
Did employees report feeling overwhelmed?
Could any tasks have been delayed or outsourced?
Learning from this year will help you plan even better next time.
Final Thoughts
Planned absences are a normal part of working life but don’t need to come at the cost of health and safety, although maintaining a safe, well-functioning workplace requires teamwork.
When employers plan strategically and employees communicate responsibly, the result is a seamless holiday transition that keeps people safe and operations running smoothly. With proactive planning, clear communication, and a focus on workload management, businesses can stay productive and protect their most important asset: their people.
If you need any help with your procedures, risk assessments, or training, please call Leanne on 07709 675925, Jane on 07743 198414, or Tracey on 07872 589286. Alternatively, you can drop us a message at hello@influentialmg.com.
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