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5 Secrets for Stress Free Leave Management

25.09.20 12:16 PM By Karen Parker

Leave Tips Your Team will Love

Hands up who loves holidays!


Holidays can be that much fun, that I bet that even when you are at work, you are dreaming of your next one. I know I do!


Yes, we all know that spending time away from work is a great way to relax and destress and that taking holidays may even provide you with an opportunity to spend some valuable time with friends and family. It seems that holidays just have this awesome way of letting you unwind and recharged - ready for you to return to work to face the next challenge your boss throws your way.


In fact I love holidays so much that I was super excited to read an article by Instant Offices last week that detailed how I can wrangle 48 days off, by only taking 20 days of my annual leave entitlements. Let me tell you - I was so excited by this news that I decided to tell EVERYONE in the office about it. That was until I noticed that everyone was hastily putting in their leave applications - before me!!


So as a Manager or business owner how do you choose who does and does not get to go on holidays and when? How do you balance staff downtime, peak holiday periods, and still run a successful business?


Here are my 5 top tips for managing leave.


Be in the know!

We surveyed our users and found that one of their main pain points is not knowing how much time off their staff actually have owing. This is often followed up with discomfort and embarrassment caused by having to reject an employee’s leave request based on insufficient entitlements.


By partnering with Xero, QicWorks have been able to pull all employees leave balances at pay run completion, and then use inbuilt calculations to give live leave balances for Manager to review.


No longer are you chasing up payroll personnel to provide leave balances from separate software applications. No longer are you unknowingly approving leave for employees who have insufficient entitlements.


Saving the date!

There are many peak holiday seasons throughout the year, from Summer and Winter breaks, to taking time out to celebrate religious holidays. Not to mention the many employees who opt for taking school holidays off, to care for their children.


This means that many Managers are often left trying to not only juggle everyone's needs but also trying to maintain productivity. Transparency is certainly a key aspect of leave management and an easy win is to have a leave calendar that is accessible to all.  This lets your team manage and plan their own leave in a way that can accommodate the needs of all.


Leave calendars that automatically highlight public and company no work days are great, but what if you could go one step further and have this calendar automatically linked to your works schedule. That way you can not only view your team’s availability but also proactively plan for peak production periods.


Getting the balance right!

We all know that managing leave requires some give and take between employees and business. Having a leave approval process will often provides some guidelines.


Apart from unforeseen circumstances, business cannot be expected to approve extended leave the day before an employee plans to take it. Taking leave on short notice often forces managers to scramble and hire or reassign staff to cover programmed works.


Alternatively, leave is encouraged to be routinely taken, not only to ensure employee care and wellness, but accrued leave has the potential to create a financial burden on the business.


Leave management should include a two step approval process, to ensure due diligence. This allows Managers to confirm staff availability, leave type selected and work priorities, as well as having payroll and HR personnel confirm correct loadings are applied and leave is in accordance with statutory requirements.


Planning your adventures!

Planning your leave is often an exciting time. Thinking about overseas holidays (post COVID), planning what adventures you will have on your next road trip with the kids or even taking time out to finish those home renovations or study - nothing brings you crashing back to earth faster than having a long and painful application process.


Once you have submitted your leave request it should automatically flow through for Manager and Payroll approval. Approval should be a simple click of a button, and your team roster and job schedule are automatically updated.


It's all about me!

Damn It! You just caught me thinking about which 20 days of leave I will be taking, to get my 48 days off this year.


Image Source:Instant Offices


I know that to get these days off I will have to lodge a couple of separate leave request forms.  What I really need is somewhere where I can track and manage my own leave applications. Accessing my own leave interface within QicWorks is a great way to quickly see which leave periods I have and have not been successful in getting.


I leave you now, as I head off to submit my leave applications, armed with these handy tips to take the anxiety out of planning your next holiday.


Sign up for QicWorks and see how easy it is to approve, plan and schedule team leave within your job management software.


QicWorks is a business management solution that has been designed to manage complex rate structures, across multiple entities and worksites, all from the one account. QicWorks provides accurate real time field data giving you the confidence to make the right decisions. Contact us today to see how QicWorks can transform how you do business.



The information contained within this blog is of a general nature only. It does not take your specific needs or circumstances into consideration. You should look at your own situation and legislative requirements before making any decisions

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