As the Christmas and New Year period approaches, businesses often find themselves juggling the challenges that come with the busy holiday season. From wrapping up the current year to setting up for the year ahead, it can feel overwhelming.
But before you can think about activating that ‘out of office’ reply, there are a few important factors that need to be considered and prepared for well in advance. These may include preparing for a Christmas shutdown, handling employee leave requests, or hiring Christmas casuals to help cover a festive rush.
Don’t worry, though – we have some practical tips to help you prepare.
Key points to consider when planning a Christmas Shutdown:
- Check employee leave balances: To understand and determine which employees will and will not have sufficient leave to cover the shutdown period, businesses should monitor employee annual leave balances throughout the year.
- Review or Consider a Leave Policy: It is beneficial to have a policy that provides clear guidelines outlining employee and employer obligations around annual leave to avoid any potential misunderstandings or disputes
- Determine Closure Dates: Establish the dates for the closure as early in the year as possible. This gives employers time to plan ahead and manage workloads effectively leading up to the shutdown.
- Early Communication: Inform employees, customers and any other relevant parties, such as vendors, of any Christmas closures or changes to business hours well in advance. Clear communication through multiple channels such as email, social media and website helps everyone plan accordingly and ensures a smoother transition into the new year.
- Wrap Up Loose Ends: Encourage employees to complete any pending tasks before the closure. This reduces the likelihood of unfinished work piling up and causing stress when business resumes.
Can employees be directed to take Annual Leave during a Christmas Shutdown?
Whether an employer can direct employees to take annual leave during a Christmas shutdown depends on the relevant award, enterprise agreement, or employment contract. Should you determine this is allowed under the employee’s award or agreement, please be mindful of other key factors to consider when planning a shutdown:
- Notice Period: Employers need to provide written notice before directing employees to take annual leave during a shutdown. This notice period is usually specified in the relevant award or agreement. Most awards are often 28 days or one month, however don’t be caught off guard, some Awards reference up to 3 months’ written notice so ensure you look into this well in advance.
- Annual Leave Balance: If an employee does not have enough annual leave accrued to cover the shutdown period, the employee and employer can agree to other options for the days not covered, such as:
o Leave without pay
o Annual leave in advance
o Or other paid leave, such as time off in lieu - Fair Work Act Compliance: Even if not specifically covered by an award or agreement, the Fair Work Act allows employers to direct employees to take leave if it is reasonable. What is “reasonable” depends on the circumstances, including the length of the notice given and the reasons for the shutdown.
- Consultation: Employers should consult with employees and provide clear written communication about the shutdown and the requirement to take leave. This helps ensure transparency and reduce potential disputes.
Alternatively, if the festive season brings a surge to business and a need to hire in extra help, here are some practical tips for managing Christmas Casuals:
- Early Recruitment: Start the recruitment process early to secure the best talent. Advertise positions through multiple channels, including online job boards, the company website and social media platforms.
- Clear Job Descriptions: Provide detailed job descriptions to ensure applicants understand their roles and responsibilities. Clear expectations help prevent misunderstandings and improve job performance.
- Comprehensive Training: Invest time in training your Christmas casuals. Even though they are temporary, well-trained employees are more likely to perform effectively and provide a positive customer experience.
- Integration with Permanent Staff: Foster a welcoming environment for temporary staff. Encourage your permanent employees to support and guide the new hires, creating a cohesive and collaborative team.
- Manage Rosters Efficiently: Create rosters that accommodate the availability of your casual staff while ensuring you have adequate coverage during peak times.
- Compliance: Ensure all employer obligations are met, including but not limited to:
o Understanding the definition of ‘casual employment’
o Accurate payment of wages and penalties
o Providing necessary breaks in accordance with their relevant award
- Performance Feedback: Provide regular feedback to Christmas casuals. Acknowledging their contributions and offering constructive feedback can enhance their performance and engagement.
- Consider Future Opportunities: If some of your Christmas casuals perform exceptionally well, consider offering them longer-term positions or inviting them back for future seasonal work.
Why is this important?
Managing the holiday season requires careful planning, clear communication, and a focus on both employee and business needs.
By taking a thoughtful and proactive approach, businesses can minimize disruptions to operations and customers, maintain positive employee relations, and continue to deliver excellent services.
How can we help?
If you feel you need any support in the lead up to the holiday season, there are a number of ways we can help you tackle your ‘to do’ list and maintain best business practices, such as:
- Interpreting the relevant Awards and providing you custom advice on what you can or can’t do in regards to shutdown periods applicable to your specific business and industry
- Understanding your obligations around notice period and consultation with your teams
- Reviewing or preparing a Leave Policy
- Support in preparing written communications for your teams
- Discuss options if an employee does not have the annual leave balance to cover the Christmas shutdown period, or if they refuse
- Any recruiting needs pre or post Christmas
- Understanding your employer obligations for Casual employees
- If you would like any further information or advice, reach out today!
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