How to organize a corporate team's vacation

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As a business grows, it is normal for the workforce to increase as well. If this is your case, at some point you will need to manage a vacation calendar to distribute the rest shifts. The business must continue to function unless your strategy involves stopping all your activity, as some small establishments or self-employed workers do.

Balancing this schedule can be either a very fluid thing or a real headache. Employees' holidays must be organised to ensure free time without affecting the needs of the company. Article 38 of the Workers' Statute makes it clear that holidays cannot be exchanged for financial compensation and must be established in the contract or previously agreed by the collective agreement.

There are several ways to carry out this management, but Excel templates are still the most commonly used method . They do not require extensive knowledge of the application, but they do require a clear understanding of what should appear in this type of document. Let's take a look at the points that cannot be missing in them.

How to organize a vacation
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Vacation management: what your workforce can't miss
Human Resources or Administration are responsible for managing canada number data employee rest periods, in coordination with the rest of the departments. Much of this management will depend on the size of the company, but apart from our ability with Excel, there are many pre-designed templates on the web. However, we must adapt them to our needs if we do not want to create our own from scratch.

An organizational approach is important as each employee will have their own preferences and it will certainly be necessary to negotiate on a case-by-case basis so that individual vacations do not affect an entire department. The first thing we need is to have Microsoft Excel installed or alternatively use tools such as Google Sheets . Once done we will have to create a new Excel file and freeze at least four columns on the left to put the current year.

The second row can be a good space to make divisions of 28, 29, 30 and 31 days for each month . In the third row you can create a formula that takes into account the previous number + 1 so that the day number automatically appears. Some fields that cannot be missing in your vacation template are:

Equipment
Employee Name
Total vacation available
Days left
Holidays
With this you will have a skeleton of what your template will be . This way you can keep track of each employee, although adding or removing functions will depend on each need. However, here you can find an example of a pre-designed vacation template .

Download holiday template

How to request vacation time at the company
More aspects to consider and options
Something as simple as scheduling days off can become especially complicated if the company team is large. That is why it is key to establish a protocol , that is, some general rules for organizing vacation shifts. General misinformation can lead to disorganization and, with this, many vacation plans can be ruined.

There are also many other aspects to consider when organising breaks. One of the most common is the company's priority policy. In this regard, communication must be clear from day one. The main objective is for the company to be able to continue operating, for which sufficient coverage will be needed.

The order of priority may be determined by seniority in the company or by circumstances of family conciliation. It is important to make this clear in order to avoid internal conflicts. On the other hand, each member of the company team should try to send their requests as soon as possible: at least two months in advance to be prepared for unforeseen events.