The Trade Union Congress (TUC) estimates that over a million UK workers miss out on paid leave every year, costing them a total of more than PS2billion in unclaimed holidays. This shocking figure not only highlights the danger of employee burnout but also reveals the gaps in the way organisations manage leave, particularly in sectors that are dominated by shift work.
When it comes to managing leave, industries that are shift-based, such as retail, hospitality and healthcare, where workers make up the majority, face unique challenges. It is difficult to calculate entitlements when team members are on leave due to the unpredictable schedules of shift-based industries, such as retail, hospitality, and healthcare, where workers often make up a majority of the workforce.
But leave is not a nice to have; it’s an essential business necessity. When leave is mismanaged, it can disrupt operations, frustrate employees, and put companies at risk of legal and reputational risks. The UK is preparing for the Employment Rights Bill which will provide greater protections regarding working hours and cancellations of shifts. Shift-based businesses cannot afford to rely upon outdated or manual leave systems.
Leave in a world of shifts and complexity
The leave entitlements of shift workers are more difficult to calculate than those for salaried office roles. According to the Working Time Regulations holiday entitlements are based on hours of work. But when these hours vary from week-to-week, as they often do for shift workers, it becomes difficult for employers and employees to calculate accurate leave balances.
This confusion is exacerbated for workers with zero-hour contracts and irregular schedules. It’s difficult to know how much time workers have earned, what they can do to get it or if they are entitled to it without transparent policies.
Leave management made easy with technology
Technology plays a crucial role in this. Platforms like Deputy were designed to handle the complexity of shift-based work. By automating leave entitlements and digitising leave requests, Deputy makes it easy for every employee – no matter what contract type they have – to request time off.
Managers can ensure operational continuity, even during periods of high demand, by approving leave, planning ahead and automatically adjusting schedules. AI-driven tools that predict staffing requirements based on historical trends can make it easier to plan coverage and still allow employees the rest they need.
Tech also helps businesses to stay compliant. Employers can schedule staff in accordance with the law by using built-in alerts to flag any potential violations of working time regulations.
Rethinking the management of leave as a competitive edge
Leave management can be seen as a headache, but it is a key competitive advantage for businesses that operate on alternating shifts. Organisations can create a more transparent and trust-based work environment by creating written policies and training managers on how to manage leave fairly. They can also adopt digital tools which give employees autonomy and visibility.
The way that businesses treat employees’ leave will be a reflection of their commitment to employee well-being, as younger generations are increasingly valuing flexibility and the legal pressure is increasing for shift workers to receive a fairer treatment.
Effective leave management is ultimately about achieving balance – meeting the demands of your employees while maintaining smooth operations. It’s possible, with the right systems, to support your staff, stay compliant and unlock performance benefits from a more rested and engaged workforce.
