Managing Time-off Requests and Employee Engagement During the Holidays
Elsie González-Leach, Motiva Consulting
September 7, 2023
The dairy industry stands apart when it comes to holiday scheduling. The cows never take a day off, but our hardworking employees certainly deserve one. The challenge: balancing the critical 24/7 needs of animal care with our team's holiday breaks. Here's a guide with specific phrases and considerations to help managers in this task.
Establish Clear Time-Off Guidelines
Detail your time-off policy, so employees know where they stand.
Wording: "To ensure fairness and the well-being of our animals, we'll consider time-off requests based on factors like seniority and past holiday shifts. Thanks for understanding as we try to be fair to all." There are other factors that you may consider instead; here are some factors to help decide:
Seniority: Those who have been with us longer might receive priority.
Rotation System: “If you worked last [specific holiday], you might get a break this year." It is common for farms to consider a rotation system for long-term employees. Or, if an employee covered multiple past holidays, they are due for a break.
First-come, first-served: The sooner you ask, the better your chances.
Department Needs: Some jobs (such as milking, feeding, and fresh cows) are essential during holidays, thus might have restrictions on when employees can take time off.
Employee Performance: Top performers could get preferential time-off. This factor is based on employee performance reviews.
Special Circumstances: Important family events such as a wedding, will be considered.
Start Conversations Early
Begin preparations early. Clearly communicate your holiday policies and set a specific deadline for when holiday requests should be submitted. Communicate this message through various methods, including during an employee meeting, via group text message, by posting it on the bulletin board, and in writing within the employee pay stub.
Wording: "Please submit your holiday time off requests by [specific date] so we can plan the schedules."
Be Flexible and Get Extra Help
Allow more employees to spend time with family by introducing partial days off, where only essential jobs will be completed that day. There are employees whose roles are essential for the whole length of their shift, such as milking or caring for freshening cows; however, with some coordination and communication between employees, partial time off could be possible.
To quote a farm manager, I collaborated with, “If we all suffer a little bit, we can all enjoy time with our families”. With careful coordination, he managed to schedule employees from the shop and managers to help cover critical jobs, such as milking and moving cows for a few hours, so employees in critical positions could have a shorter day. Cross-training and involved management can help in efficiently managing these schedules. Temporary hires, especially students on break, can provide additional support.
Wording: "We're planning to ensure as many of us as possible can enjoy the holidays. If you can work a half-day or you are ok working during a holiday, let's discuss how best to schedule this."
Incentives for Holiday Shifts
Encourage holiday shifts with bonuses or other perks.
Wording: "To express our appreciation, those working on [specific holiday], we are providing [specific incentive].” Some examples of incentives that businesses often offer to employees working during the holidays:
Bonus Pay: Offering a higher hourly rate or a fixed bonus for holiday shifts.
Additional Paid Time Off: Granting an extra day or more of leave that can be used later.
Gift Cards: Providing gift cards for popular retailers, restaurants, or entertainment venues.
Holiday Meals: Catering a special meal for those working.
Free Transportation: Arranging or covering the cost of rides for employees working on major holidays.
Raffle Entries: For each holiday shift worked, the employee gets an entry into a raffle for attractive prizes, such as electronics, entry tickets, or other high-valued items.
Holiday Hampers: Gift baskets filled with treats and festive goodies.
Family Perks: One of my farms offers a family vacation weekend for employees who worked during the holiday, including lodging and entry tickets for a popular local water park.
Celebrate the Season
Never underestimate the impact of a heartfelt 'thank you' and a shared meal.
Wording: "Your hard work doesn’t go unnoticed. Join us for a special meal this [specific day] to celebrate."
Let’s Tak and Improve
After the holiday, encourage feedback sessions to improve future planning. Feedback helps us make next year even smoother.
Wording: "We'd love your feedback. After the holidays, let's chat about what went well and what we can do better."
Managing a dairy farm during the holidays can be tough, but it's essential to take care of both our animals and our team. With clarity, fairness, and a touch of creativity, we can ensure a joyful holiday season for both our team and our animals. Remember, it's not just about managing schedules, but also about valuing the hands that make our operations possible. Here's to a smooth holiday season and a fantastic year to come!