Ask the Expert

Got Questions? We’ve Got Answers!  

Welcome to our summer “Ask the Expert” series: The Great Summer Shuffle: HR Survival Tips from June to August. 

For the next three months, we'll tackle a seasonal HR challenge that tends to heat up along with the weather. Whether it’s juggling vacation schedules, deciding if flip-flops count as professional attire, or helping your team refocus after a summer of scattered schedules. We’ll share real-world questions, expert answers, and practical tips to help your business stay cool, collected, and fully staffed all summer long.  

This month’s question is “How can we handle summer PTO without burning out our team?” 

Ah, summer! The season of sun, sand, and … staffing gaps. Summer vacation requests are coming fast (and overlapping). How can you keep the business running without burning out the folks who are still here? When half your team is off the grid and the other half is drowning in extra work, it's a recipe for resentment, stress, and disengagement. 

Here’s how to keep the peace: 

1. Use a PTO Calendar 

Start now. The last thing you need is to discover in mid-July that three team leads are out the same week. Create a shared vacation calendar. Ask employees to request time off as early as possible. Visibility = sanity. 

2. Cross-Train Like a Boss 

Encourage teams to cross-train on key tasks. That way, when Jill’s sipping margaritas in the Keys, Jake can step in without a meltdown. 

3. Prioritize and Push Back 

Everything can’t be urgent. Review projects with your team and hit pause on what can wait. If resources are thin, communicate delays early to both the team and the clients. Your team and clients will appreciate your transparency. 

4. Celebrate the Stay-Behinds 

Little things make a big difference. Take care of the team holding things together. Buy lunch, give shoutouts, or offer a surprise summer Friday to the folks picking up the extra work while their co-workers are resting and recharging. 

5. When You Have to Say No  

Sometimes, multiple people request the same popular week. Someone has to stay behind. Be transparent about how those decisions are made. You might go by first-come, first-served, a rotating system, or business priority. Whatever your approach, communicate it clearly and early in the season. And always show empathy. No one likes being told "not this time." It’s easier to hear when it’s handled with fairness and kindness. 

6. Be a Good Model 

Model good PTO behavior at the top. If leadership never disconnects, no one else will either. 

What strategies have worked for you when scheduling summer PTO? Let’s swap notes in the comments!  Check out more tips and insights on our blog, website, LinkedIn, or just reach out.