Handling Vacation Gaps and Production Peaks: 6 Quick Fixes

Longer days and warmer weather bring more than sunshine—they often bring a surge in customers and a parade of PTO requests. Summer vacations, special events, and sudden spikes in demand can leave you shorthanded.  

Whether several team members are off enjoying the season or you’re facing a seasonal rush, small businesses can struggle to keep up. Don’t panic— a little planning and creativity will keep everything running smoothly.

Here are six quick fixes that can help you meet company demands while helping employees enjoy a healthy work-life balance.

1. Plan ahead for absences and peaks

Take a proactive approach by planning well in advance. Encourage employees to submit vacation requests early and use your HRIS shared calendar to track who will be out. Also review last year’s trends or any upcoming projects to forecast demand curves. That way, you will not be caught off guard when a surge hits or key people are out – you will have time to line up coverage or adjust deadlines in advance. 

2. Cross-train your team

Think of cross-training as your built-in safety net. Train employees to handle each other’s key tasks so that when someone is out, another team member can temporarily step in.  

For example, if your only shift supervisor takes a week off, someone else should know the basics to keep staff scheduling and front-of-house operations on track. Cross-training not only fills gaps during vacations but also makes your team more versatile and cooperative. Employees will appreciate learning new skills, and you will appreciate always having coverage for critical roles. 

3. Embrace flexible scheduling

Consider adjusting schedules and shifts to meet your needs.  

If some employees are willing to start earlier, stay later, or pick up extra hours, that can help cover gaps. You could also split shifts or let part‑timers add an extra day. Just be careful not to overwork your team—fatigue kills productivity. 

4. Prioritize and adapt

When you are short-staffed, focus on what must get done first. Tackle high-priority tasks and consider putting less urgent work on hold until things normalize. If one person or department has a lighter load, have them assist where it’s busiest (cross-training makes this possible). Reaching this point is a clear signal that it’s time to bring in extra help, as operating in constant triage mode is not sustainable. 

5. Bring in temporary help

Some companies cover summer gaps by hiring local teens for entry-level work. That can be a win-win, but teens come with strict limits on hours, duties, and supervision. If you are considering that route, check out our Teen Hiring Guide first so you stay compliant. 

If the restrictions feel heavy—or you need specialized skills—partnering with a staffing company may be the smoother path. A good agency can supply pre-screened employees that have the skills you need and are ready to hit the ground running. 

6. Make every short-term hire feel like future talent

Words shape culture. Labeling someone as a “temp” can dampen motivation, whereas treating them as a potential long-term asset does the opposite. Welcome temporary employees the same way you welcome full-time workers: pair them with mentors, loop them into daily huddles, and talk openly about paths to permanent roles.  

Want a quick perspective shift? Check out What Do Temps Mean to Your Organization? to ask yourself the right questions and strengthen your relationship with temporary employees. 

Final Thoughts 

By combining these strategies, you can handle employee absences and workload spikes with confidence. With the right preparation, even the busiest times of year will feel far more manageable for your team. 

For guidance with any of these tips, please reach out to your Stratus account manager. Not a current client? Book a free consultation and our team will contact you shortly.