The end of the year comes with so many expectations, people are ready for a change of routines. And HR professionals are ideally positioned to help see their companies out of the year with a burst of energy.

The season is definitely a time for lifting spirits and bonding. Of course, there is still lots of work to be done. In fact, there may be increased demands on time and resources as the holidays approach. So, taking care of business needs to be the first order of business.

But there are also expectations for celebrations and special events. More than any other period, this is when companies can nurture personal bonds with their employees, and HR can really shine.  

Here are 6 tips to meet the moment.

1. Get on Top of Time Off

Make sure all employees are familiar with your PTO policy and how to request time off. Be clear that your reminders are in preparation for the holidays, and encourage your staff to plan accordingly. If you don’t have written policies in place — or they need to be updated — now is the time to do it. Make sure those policies address topics like holiday accrual, blackout periods, and overtime rules. And make sure your people understand them.

If employees don’t seem to be responding to requests for holiday schedule planning, send reminders and engage your people managers to do the necessary outreach.

2. Plugging Holes in the Schedule

Once sufficient PTO requests are in, look for any gaps in work coverage. Also be prepared for employees scheduling major medical procedures at year’s end with the intention of using holiday time off to recuperate. This means they physically will not be available to work.

If you simply will not be able to honor all the PTO requests, consult with your people managers on how to handle the situation. That conversation may need to go the other way — back to executives — to discuss holiday pay incentives.

You’ll want to know all your options before engaging employees about foregoing holiday time off. It can be an extremely sensitive matter as it may involve their family considerations, travel arrangements, and a host of other factors. You may be better off from a retention standpoint to bring in temporary workers, if possible, instead of impinging on an employee’s holiday plans.

3. Mastering Time and (Remote) Space

You may want to look at restructured work schedules to cover gaps, depending on the number of people, the skills, and times they’re required. If your company allows remote and work-from-home (WFH) schedules, the holidays are the time to make the most of them.

A combination of these strategies may also make sense, having people who work from home start earlier or go later. Even if you don’t currently have a WFH policy, the holidays may be the time for an exception. For a more detailed review of your options, check out 10 Tips for Effective Employee Scheduling in a Busy Workplace.

4. Presents for Their Presence

Since the holidays are a season of gift-giving, it’s an obvious occasion to give employees a token of your appreciation. But, just as with selecting gifts in one’s personal life, make sure the gift will be received in the intended spirit.

If you plan on giving physical gifts, set a budget well in advance and plan accordingly. But also know that money is a favorite. A gift card is always appreciated. So are bonuses, even if they’re expected.

Bonuses have the added advantage of being more flexible in the amounts awarded, since those are (or should be) kept confidential. This will allow you to give gifts in line with employees’ contributions to the business. Because a bonus usually works like a salary supplement, there will likely be withholding; be sure to make the tax considerations clear so employees understand the full value of their bonus.

For more year-end tax advice, you’ll want to grab a copy of the 2024 Year-End Payroll Checklist for Small Businesses and download our year-end payroll checklist.

5. Upbeat Downtime

Planning a party is always a challenge, especially for work colleagues. Remember: A number of different cultures celebrate holidays this time of year. So make sure your theme is as inclusive as possible. And schedule it at a time and location considerate of people’s non-work schedules.

Likewise, make sure the food and beverages have a reasonable range of options by asking in advance what dietary restrictions employees might have. Lastly – and most important of all – if alcohol is being served, be certain that everyone has safe transportation home.

6. Setting the Benefits Table

While we’re talking about employee well-being, it’s worth mentioning that many companies open benefits enrollment near the year’s end. Since the holiday spirit includes getting ready for the year ahead, use the occasion to treat even benefits communications as spirited messages, not just a clerical function.

It’s a great way to really make the benefits feel like benefits, and show employees you appreciate and want the best for them.

How VensureHR Can Help

By understanding that the holidays are a time of heightened engagement, you can plan and implement holiday operations in a way that actually motivates employees to move the entire company forward.

Over decades of managing literally hundreds of thousands of employees on behalf of clients, VensureHR has developed an entire playbook of best practices for every time of year, many of which are now turnkey services. We’re happy to share them with you, and even happier to manage them for you.

See the full range of our PEO services. And, to arrange a customized package specific to the unique needs of your company, schedule a PEO consultation.

It may be the best gift your company ever got.