With the new year comes vacation requests, especially as employees dream of
sunnier days and warmer weather. For business owners, managers and
leaders, coordinating time off can be stressful.
Balancing team needs, and keeping operations running smoothly can feel
overwhelming. The good news is that by introducing a well-thought-out Vacation and
Leave Policy and a process that balances the well being of
employees with the needs of the business, managing requests doesn’t have to be
stressful.
Here are five easy steps to reduce the stress of managing vacation requests:
1. Clarify the rules
Outline vacation entitlements, how they grow with tenure, and how unused
time is handled. Make it simple and easy to understand.
2. Standardize how and when requests are made
Define how and how far in advance requests should be submitted, and what
information is needed. Providing a request template (including workload
coverage plans) reduces back-and-forth and keeps everyone on track.
3. Plan early and name constraints
Encourage employees to flag anticipated time off early. Highlight peak
periods, business-critical times, and blackout windows and remind them to wait
for approval before booking travel.
4. Track requests to ensure fairness
Keep records of approved and denied requests. Tracking by team, department,
or role ensures no group is consistently favored or disadvantaged.
5. Review annually and train managers
Vacation policies should evolve with your workforce and business needs.
Train managers to apply policies fairly and handle difficult conversations,
including when requests must be declined.
Important: Stay legally compliant
Federally regulated employees fall under the Canada Labour Code, while
provincial/territorial requirements fall under employment standards
legislation. Always consult a human resource professional or employment lawyer
when creating or updating policies.
If your workplace policies feel unclear or are creating friction, we can help. We partner with companies to simplify and align policies so they work in practice, not just on paper.
