The holidays are a time of joy and celebration — but for schedulers in healthcare facilities, they also bring many challenges. From balancing a surge in time-off requests to ensuring adequate coverage, navigating the holiday season requires a proactive approach to keep operations running smoothly. If the thought of wrangling the upcoming holiday shift requests has you stressed, here are five practical tips to help you keep your sanity intact.
1. Start early and set clear expectations
The best way to handle holiday scheduling is to get ahead of it. Start planning your holiday schedule at least six to eight weeks in advance to give everyone time to submit their availability. Make sure to communicate deadlines for requesting time off and any guidelines around approval. Posting these rules ahead of time can help reduce confusion and prevent last-minute conflicts.
Using scheduling technologies that allow you to broadcast updates and reminders can keep everyone informed and minimize misunderstandings about policies and deadlines.
2. Use a fair and transparent system for approvals
When it comes to handling time-off requests, transparency is important. Implement a process that allows everyone to view the status of their requests and the criteria for approvals. This fosters a sense of fairness and reduces friction between team members.
Technology can streamline this process by offering visibility into who has requested time off and who is scheduled, making it easier to balance requests without leaving gaps in coverage. For example, platforms that support automated workflows for request approvals can speed up decision-making and reduce administrative back-and-forth, ensuring requests are handled fairly and efficiently.
3. Tap into independent professionals for extra coverage
Holidays often bring an increased demand for care, with more residents requiring attention while your regular team members take time off to spend with family. Rather than waiting until the last minute to fill gaps, consider supplementing your schedule in advance by leveraging independent professionals. By planning ahead and adding these professionals into your workforce strategy, you can ensure you’re ready for both planned time-off requests and any last-minute needs.
Leveraging a pool of qualified independent professionals gives you flexibility while ensuring continuity of care. As holiday requests roll in, filling shifts early helps prevent coverage issues during peak times. Whether you need someone for a week or a few hours, accessing these resources early allows you to balance schedules while avoiding burnout for your core team.
Platforms like ShiftKey provide access to credentialed professionals ready to step in as needed. This proactive approach helps alleviate the pressure of handling both planned absences and last-minute changes. With a focus on quality and reliability, these independent professionals help ensure that your residents continue receiving top-notch care throughout the busy holiday season.
4. Cross-train team members for greater flexibility
Cross-training your team can be an effective way to build a more agile workforce. By training your team members to handle a range of duties, you can create a more flexible scheduling pool that’s less dependent on any one individual. This allows you to shift resources around when unexpected absences occur or when additional coverage is needed.
Use downtime in the months leading up to the holidays to identify skills gaps and provide targeted training. Cross-training not only helps cover shifts more effectively but also boosts employee engagement by showing that you’re investing in their growth and development.
5. Leverage technology to optimize schedules
Managing holiday shifts doesn’t have to be a logistical headache. Scheduling technology can make it easier to track availability, view coverage gaps, and adjust schedules on the fly. Whether it’s shift swaps, real-time updates on schedule changes, or using predictive analytics to forecast shift needs, technology is your best ally for maintaining a balanced and compliant schedule during the busiest times of the year.
Platforms like OnShift provide robust scheduling with workers’ preferences and availability, making it easier to optimize schedules while minimizing burnout. By using these tools, schedulers can gain better visibility into workforce data, streamline the scheduling process, and focus on what matters most: delivering quality care.
Putting it all together
Holiday scheduling doesn’t have to be a source of stress. By starting early, setting clear guidelines and using the right mix of technology and flexible workforce options, you can create a schedule that meets your facility’s needs and honors employee preferences. The key is to stay organized, communicate openly and leverage all the resources at your disposal to keep operations running smoothly throughout the season.
With these strategies in place, you can enjoy the holidays with confidence, knowing your facility is fully resourced and your residents receive the quality care they deserve throughout the year.
Don’t let the holiday rush catch you off guard — plan ahead, stay flexible, and look into ShiftKey today to see how to keep your facility running smoothly all season long!
