12 Actionable Strategies for Holiday Staffing and Vacation Planning

The holiday season is a busy and exciting time, but for pharmacy owners, it can also bring unique challenges. Balancing increased customer demand with staff vacation requests requires thoughtful planning to keep operations running smoothly and ensure your team feels supported. With the right strategies, you can manage schedules effectively, maintain high-quality service, and create a positive environment for both your staff and patients.

Here are 12 actionable strategies to prepare your pharmacy for a successful holiday season.

1. Start Early with Scheduling Discussions

The earlier you start talking about holiday scheduling, the better. Gathering everyone’s availability in the weeks leading to Thanksgiving allows you to plan and address conflicts while options are still flexible. It also shows your team that their needs are a priority, building goodwill as the holidays approach. A scheduling app can make this process smoother by centralizing requests and approvals.

• Actionable Item: Host a team meeting to discuss holiday availability.
• Why: Early planning provides clarity and reduces the likelihood of last-minute surprises.
• Pro Tip: Use scheduling software (e.g., When I Work, Shiftboard) that allows employees to indicate their availability and preferences.

2. Create a Holiday Coverage Policy

No one likes ambiguity, especially when it comes to time off. A clear holiday coverage policy takes the guesswork out of scheduling. Whether you prioritize seniority or rotate shifts, laying out the rules ahead of time prevents misunderstandings and sets expectations. Sharing this policy at the beginning of the year will give your team plenty of time to plan.

• Actionable Item: Develop a written policy outlining how vacation requests will be handled during the holidays.
  Include criteria like:
  • First-come, first-served requests.
  • Priority for those who worked holidays last year.
  • Limits on consecutive days off.
• Why: Clear guidelines prevent confusion and foster fairness.
• Pro Tip: Share this policy in writing and have staff acknowledge it.

3. Offer Incentives for Holiday Shifts

Let’s face it — working during the holidays isn’t everyone’s first choice. Sweetening the deal with holiday pay, gift cards, or even a catered lunch can make a big difference. It’s not just about monetary rewards; showing your appreciation boosts morale and makes those shifts more manageable.

• Actionable Item: Provide bonuses, gift cards, or extra paid time off for staff who work on key holiday dates.
• Why: Incentives motivate employees to volunteer for less desirable shifts.
• Pro Tip: Acknowledge holiday workers with a catered meal or a small celebration during their shift.

4. Hire Seasonal Staff

If your pharmacy typically sees a holiday rush, consider bringing in temporary help. Pharmacy students or PRN (as-needed) staff are great options to support your core team. Hiring seasonal staff not only lightens the load for everyone but also ensures you maintain high-quality service during peak periods.

• Actionable Item: Recruit temporary staff or pharmacy students to support the increased workload.
• Why: Additional hands reduce pressure on your core team.
• Pro Tip: Start recruitment early, as many industries hire temporary workers during the holidays.

5. Cross-Train Team Members

Cross-training is like giving your team a Swiss Army knife. When employees can step into different roles — like managing the front counter or helping with inventory — you’ll have more flexibility to fill gaps in the schedule. Plus, staff members often enjoy learning new skills, which makes them feel more engaged.

• Actionable Item: Train employees to handle multiple roles within the pharmacy (e.g., cashiering, inventory management, basic dispensing support).
• Why: Flexibility in roles ensures continuity even if key staff are on vacation.
• Pro Tip: Pair newer employees with experienced staff during slower periods for training.

6. Use Technology to Streamline Operations

During the holidays, time is at a premium for everyone. Automation tools like online prescription refills, SMS reminders, or patient communication apps, like RxLocal, can take some pressure off your staff. These tools ensure patients get the service they need, even during your busiest times, while freeing your team to focus on more critical tasks.

• Actionable Item: Implement or optimize tools like automated prescription refills, online order processing, and patient communication platforms.
• Why: Reducing manual tasks frees up staff for customer-facing duties during peak times.
• Pro Tip: Offer digital refill reminders and holiday hours notifications through SMS, email, or the RxLocal app.

7. Stagger Staff Vacations

Allowing multiple employees to take vacation at the same time can leave you shorthanded. Instead, set limits on how many people can be out at once. This ensures you maintain coverage without burning out those who stay. Being fair but firm about staggering vacations will help everyone enjoy their time off without compromising the team’s workflow.

• Actionable Item: Limit the number of concurrent vacations allowed and spread time-off requests across the season.
• Why: This approach ensures coverage without overburdening the remaining staff.
• Pro Tip: Use a "blackout period" policy for critical dates (e.g., Christmas Eve) while offering flexibility on less busy days.

8. Communicate Holiday Expectations Clearly

No one likes last-minute surprises, especially when it comes to work schedules. Sharing the final holiday schedule at least a month in advance helps everyone plan accordingly. Posting it in a visible spot and emailing it to your team ensures the message gets across.

• Actionable Item: Share a finalized holiday schedule at least one month in advance.
• Why: Clarity reduces anxiety and gives staff time to plan around their work commitments.
• Pro Tip: Post the schedule in a central location and send digital copies via email.

9. Monitor Team Well-being

The holidays can be a stressful time, even for the most seasoned professionals. Keep an eye on how your team is holding up — check in regularly and be open to feedback. Offering small gestures like snacks, coffee, or even just a quick "thank you" can go a long way in showing your support.

• Actionable Item: Check in regularly with staff to ensure they’re not feeling overwhelmed.
• Why: Stress and burnout are common during the holidays, and a supportive environment boosts morale.
• Pro Tip: Offer short breaks, snacks, or even stress-relief activities like a gratitude board in the breakroom.

10. Leverage Data for Efficient Staffing

Historical data is your friend. Look at previous years to identify your busiest times and adjust staffing accordingly. Knowing when to have more hands on deck — like evenings or weekends — can help you allocate resources effectively and avoid overstaffing during quieter periods.

• Actionable Item: Analyze past holiday sales and prescription trends to predict peak hours and days.
• Why: Data-driven decisions help you allocate staff more effectively.
• Pro Tip: Use data insights, like those found in your pharmacy software’s reporting tools, to help you schedule more experienced employees during high-demand periods.

11. Prepare for Unforeseen Circumstances

Whether it’s a flu outbreak or a winter storm, the holidays have a way of throwing curveballs. Having a backup plan, such as an on-call system or a list of local pharmacists, ensures you’re ready for the unexpected. This kind of foresight is a lifesaver when things don’t go as planned.

• Actionable Item: Have contingency plans for flu surges, staff illnesses, or extreme weather events.
• Why: Flexibility ensures you can adapt without compromising patient care.
• Pro Tip: Keep a list of pre-vetted local pharmacists or PRN staff you can call on short notice.

12. Celebrate the Holidays as a Team

At the end of the day, your team is your greatest asset. Take time to recognize their hard work during the season. Whether it’s a small holiday party, a thank-you card, or a thoughtful gift, showing appreciation creates a positive work environment and strengthens team morale.

• Actionable Item: Organize a small holiday celebration to show appreciation for your team.
• Why: Acknowledging hard work fosters loyalty and a positive workplace culture.
• Pro Tip: Offer personalized thank-you notes or small gifts to recognize individual contributions.

Final Thoughts

Balancing holiday staffing and vacation schedules is no small feat, but with proactive planning, clear communication, and creative solutions, you can navigate this busy season successfully. Remember, a well-prepared pharmacy ensures excellent patient care while fostering a supportive and engaged team.

Implement these strategies, and your pharmacy will be ready to tackle the holidays with confidence and cheer.