Why Summer PTO Is a Balancing Act for Small Teams

Summer is when many employees want to unplug, travel, or just enjoy New England’s short but glorious warm season. For small businesses, this often creates tension: how do you honor employee time off while keeping things moving?

When your team is small, even one person out for a week can feel like a big hit. Add overlapping requests, unexpected absences, or client deadlines, and it can quickly turn into a scramble.

The good news? With proactive planning and a few key HR strategies, you can manage summer PTO without dropping the ball.

Start With a Clear, Consistent PTO Policy

If your time off policy is buried in an outdated handbook or managed informally, now is the time to update it. A good PTO policy should include:

• How and when to submit requests

• Limits on how many people can be off at once

• Blackout dates (if any) during peak business times

• Expectations for coverage planning and communication

Making these expectations clear helps employees plan ahead and reduces friction.

Use a Simple, Visible System to Track Requests

Whether it's a shared calendar, project management tool, or an HR system, make sure everyone can see who’s off and when. This helps:

• Avoid bottlenecks

• Ensure fair distribution of time off

• Prevent last-minute surprises

Some small businesses use spreadsheets, but these can become clunky fast. An HRIS (HR information system) or even a Google Calendar can work well for visibility and coordination.

Encourage Early Planning and Team Collaboration

Remind employees to request time off well in advance—especially during high-demand weeks like July 4 or late August. Make it a team effort:

• Ask team members to coordinate schedules early

• Promote a culture of mutual respect around PTO

• Empower employees to plan for coverage, not just their absence

Creating shared responsibility around time off makes it feel less like a disruption and more like a normal part of work life.

Balance Fairness With Business Needs

Sometimes, not everyone can take off the same week. Here’s how to navigate that:

• Consider a "first come, first served" approach for requests

• Use seniority or rotation when needed

• Be transparent about how decisions are made

Most employees are reasonable when they understand the why behind a no.

Plan for Coverage and Cross-Training

Don’t wait until someone is out to figure out who’s covering their work. Build in redundancy:

• Cross-train employees on essential tasks

• Create simple documentation for critical processes

• Use summer as a chance to test backup plans

Even if you don’t have deep bench strength, basic cross-training helps reduce risk.

Support Managers in Setting Realistic Expectations

Managers need to know how to plan summer workloads with limited capacity. That might mean:

• Adjusting timelines for deliverables

• Communicating proactively with clients

• Prioritizing must-do projects vs. nice-to-haves

HR can help by offering coaching, tools, and structure to support these decisions.

When in Doubt, Ask for Help

If your team is feeling stretched or you’re unsure how to handle overlapping PTO, it’s okay to ask for support. Outsourced HR partners like The Buzz HR can help with:

• PTO policy updates

• Team scheduling tools

• Temporary coverage strategies

• Communication planning

Having a trusted HR partner can make all the difference when things get busy.

Make Time Off Feel Positive, Not Stressful

Time away from work isn’t just a benefit—it’s essential for well-being. When employees feel supported in taking PTO, they come back recharged and more productive.

That’s why handling summer time off with intention and clarity is more than just logistics. It’s part of building a healthy team culture.

Want help making your PTO plan work for everyone? Visit https://thebuzzhr.com/