by Alan Price, CEO of BrightHR
As we step into spring and the days grow longer, many of us are already thinking about how we want to make the most of the long-overdue brighter weather. For us employers, this often heralds an increase in annual leave requests. And managing these requests can be tricky, especially if you have several staff members who are hoping to book time off at the same time.
But, with the right strategies in place, it’s entirely possible to keep things running as they should—without disappointing anyone in the process.
Plan ahead and encourage your team to do the same
It’s not unusual for employees to leave their annual leave planning until the last minute. We’ve all been guilty of it. But late requests can lead to staffing shortages, workplace disruption, and denied holidays—none of which are good for team morale.
I always encourage businesses to remind employees early in the year to book their leave in advance, especially if they’re hoping to take popular periods off, like the Easter holidays, summer months, or public holiday weekends. The earlier you start conversations about calendar planning, the easier it is to manage workloads and maintain cover.
Build yourself a fair annual leave policy
A written annual leave policy helps manage expectations and avoid confusion. It should outline how requests are approved, how much notice is needed, and any restrictions you may need to place on leave in busy periods.
In Ireland, the Organisation of Working Time Act 1997 sets out minimum annual leave entitlements—four working weeks for most employees. But how leave is scheduled is generally left to the employer’s discretion. A consistent policy ensures fairness and transparency, which builds trust with your team. If you’re unsure about how to build one of these yourself, there are online document libraries available for ready-to-use templates.
Use a first-come, first-served system
When multiple employees request the same dates off, deciding who gets priority can be difficult. Some businesses opt for a first-come, first-served approach, which is simple but effective in minimising potential claims of unfairness.
Some businesses also use a rotating system, trying to give different staff priority on each month or year. This can unnecessarily complicate things though in my opinion, but ultimately you can choose whatever works best for you as long as it’s fair.
Whichever method you choose, use the right software to log holiday requests and help you maintain and promote impartiality.
Maintain adequate staffing levels
Balancing time off with operational needs is a constant challenge. I’ve worked with many businesses who find themselves short-staffed because they’ve approved too much leave without considering the bigger picture.
It’s important to assess workloads before approving leave requests. Will there be enough cover to maintain customer service standards and meet deadlines? If not, you may need to limit the number of employees off at any one time. Communicating this upfront can help manage expectations.
Promote leave throughout the year
Annual leave doesn’t have to be concentrated in the summer months. Encouraging staff to take leave throughout the year can ease the pressure during peak times. It also benefits employee wellbeing, preventing burnout by ensuring they take regular breaks.
Recent research shows that one in five people in Ireland do not take their full annual leave entitlement. Promoting year-round leave not only supports mental health but also makes holiday planning more manageable for the business in the long term.
Communicate openly & regularly
Good communication is the backbone of effective leave management. Make sure employees know how to request leave, what the policy is, and when popular periods are likely to be oversubscribed.
An open-door policy is equally important. If someone’s request has to be declined, explain why and look for alternative dates. Being fair and transparent helps avoid frustration and keeps morale high.
Managing annual leave as the seasons change requires foresight and fairness. By encouraging early requests, maintaining a clear policy, and communicating openly, employers can meet the needs of both their business and their employees. After all, a well-rested team is a productive one.
About the author
Alan Price leads BrightHR globally and has been at the forefront of championing good business practices for over 23 years. From supporting employees with the trade union movement at the start of his career, to now supporting over 110,000 SMEs covering 3 million employees worldwide as CEO of BrightHR and the Peninsula Group.
Alan is proud to be a Chartered Fellow of the CIPD with 18 years’ experience in employee relations, a Chartered Manager and Fellow of the CMI, a certified practitioner and Fellow of the AHRI (Australian Human Resources Institute), and a Senior Certified professional member of SHRM, Chartered Professional in Human Resources with the Canadian Human Resource Professional Association.
Recognised for his significant contributions to business and society, Alan is also a Fellow of the Royal Society of Arts (RSA)
