How to plan rotas fairly and objectively for public holidays

Planning rotas for public holidays can be a daunting task, especially if you want to ensure fairness and objectivity. However, it’s vital to do so, to ensure that all employees are treated equally and are given fair opportunity to take time off.

Here are our five top tips for planning fair and objective rotas for public holidays.

1. Create a rota well in advance

To plan a fair and objective rota, it is essential to create a schedule well in advance. This will allow your employees to plan their time off and make necessary arrangements where applicable. A well-planned schedule also ensures that each employee gets an equal opportunity to take time off during the holiday season.

Once published, ensure the rota is placed in a visible location for all to see, whether that’s a notice board in the staff room or in the palm of their hand via an online rota tool like Rotify.

Clear communication between all parties ensures that everyone is on the same page and reduces the likelihood of confusion or misunderstandings.

2. Use a rotating schedule

One of the most effective ways to ensure fairness and objectivity in rota planning is by using a rotating schedule. This ensures that each employee gets an equal opportunity to take time off during the holiday season. A rotating schedule can be created by assigning each employee a letter or number, which is then used to create a schedule that rotates evenly amongst employees.

3. Consider seniority

When planning a rota for public holidays, it’s important to consider seniority and job roles. You’ll want to ensure the correct mix of employees to ensure that you’re adequately covered for every eventuality and not left with too many / few senior or junior members of staff.

Additionally, you might want to think about offering first priority to staff members who have a longer tenure. Please note that this is more widely accepted in some sectors rather than others.

4. Be flexible

Being flexible is key when planning a rota for public holidays. Some employees may have family obligations, travel plans, or other commitments that make it difficult for them to work specific shift patterns. By being flexible, you can ensure that all employees are given an equal opportunity to take time off during the holiday season.

5. Work within the law

Last, but by no means least – ensure that your rota planning complies with all relevant laws and regulations, such as the Working Time Regulations, which govern the number of hours an employee can work. Failure to do so could land you in serious hot water.

In conclusion, planning a fair and objective rota for public holidays involves creating a schedule well in advance, using a rotating schedule, considering seniority, being flexible, and working within the law. By following these tips, you can ensure that every employee is given an equal opportunity to take time off during public holidays.