How to Schedule Holiday Staffing Without the Stress (Free Template Included!)

How to Schedule Holiday Staffing Without the Stress (Free Template Included!)

The smell of pumpkin spice, the twinkling lights, the endless stream of customers… the holidays are a magical time for restaurants and cafes! But let’s be honest, they’re also a scheduling nightmare. Remember last Christmas when you were scrambling to find someone to cover the dinner rush on Christmas Eve? Or when your best barista, Mark, put in for both Christmas Day AND New Year’s Eve? Yeah, we’ve all been there.

Holiday staffing can feel like a high-stakes puzzle. You need enough staff to handle the surge in customers, but not so many that your labor costs explode. You also need to be fair to your team, who likely have their own holiday plans. Getting the **holiday staffing schedule** right can make or break your bottom line—and your sanity.

1. Start Planning Early (Seriously, Like Now)

Don’t wait until the last minute! The most successful holiday schedules are built well in advance. Ideally, start planning your **restaurant holiday schedule** at least 6-8 weeks before the actual holiday. This gives you time to:

• Assess your historical sales data from previous holiday seasons.
• Project your expected customer traffic.
• Communicate with your team to gather availability.
• Create and finalize your schedule.
• Give your staff plenty of notice!

Starting early also allows your staff to plan their personal lives. They’ll appreciate the heads-up! It’s one of the best ways to reduce employee turnover, as mentioned in How Better Scheduling Reduces Employee Turnover in Restaurants.

2. Gather Employee Availability Like a Pro

The key to a successful holiday schedule is knowing your team’s availability. Don’t assume anything! Send out an availability request form well in advance. You can use a simple Google Form, or if you want to streamline the process, consider using an app. For example, Shifty can integrate employee availability requests directly into its scheduling process.

When requesting availability, be clear about:

• Specific dates and times you need coverage.
• Any special requirements (e.g., must be available for both Christmas Eve and Christmas Day).
• The deadline for submitting availability.

Consider using a Free Employee Availability Form Template for Small Teams to ensure you get all the information you need in a clear and organized format. Sarah, a cafe owner in Austin, uses a simple spreadsheet for availability requests, but admits it’s a constant back-and-forth communication process during the holidays. She’s looking to save time and reduce errors in her scheduling.

Pro Tip: Don’t just ask for availability; ask for *preferences*. If possible, try to accommodate employee requests for specific days or shifts. This shows that you value your team and can boost morale.

3. Prioritize Fairness: The Golden Rule of Holiday Scheduling

Fairness is paramount. Nothing breeds resentment faster than a perceived unfairness in the schedule. Consider these factors when allocating shifts:

• Rotation: If possible, rotate holiday shifts year-over-year. This ensures everyone gets a fair share of the «good» and «bad» shifts. A Free 2-Week Rotating Shift Schedule Template can help you create a fair rotation system in your cafe.
• Seniority: Some owners give preference to long-term employees, but it’s important to balance this with fairness to newer team members.
• Availability: Always prioritize accommodating employee availability when possible, as that impacts morale.
• Offer Incentives: Consider offering extra pay or other perks for working on holidays. This can make the less desirable shifts more appealing.

Manual scheduling makes achieving fairness challenging. Imagine trying to juggle everyone’s requests and preferences while keeping labor costs in check! This is where a scheduling tool can make a world of difference.

4. Leverage Data and Forecast Demand

Don’t guess when it comes to staffing! Leverage your past sales data to forecast demand. Review your sales from the previous holiday season (and the seasons before!) to identify peak hours and days. Consider the following:

• Hourly sales data: Which hours are the busiest?
• Day of the week: Are weekends busier than weekdays?
• Special events: Are there any local events or promotions happening that will impact your business?

Analyzing historical data will help you estimate the number of staff members you’ll need for each shift. Not sure where to begin? Read How Many Staff Do You Need? A Simple Cafe Staffing Calculator to learn how to determine your perfect staffing levels.

5. Choose the Right Scheduling Approach

There are several scheduling approaches you can consider:

• First Come, First Served: Simplest, but not always fair.
• Lottery/Draw: Fair, but can be cumbersome.
• Preference-Based: Prioritizes employee requests, but can be time-consuming.
• Rotation: Ensures fairness over time.

Here’s a quick comparison of the approaches:

Regardless of your chosen approach, make sure your team understands the process. Clarity is crucial!

6. Create the Schedule and Communicate It Clearly

Once you’ve gathered availability, projected demand, and chosen your scheduling approach, it’s time to create the **restaurant holiday schedule**. Here’s where a **free holiday schedule template** can come in handy. We offer a free template to help you get started:

This is where Shifty excels. Rather than juggling spreadsheets, emails, and text messages, you can build your schedule directly in the app. Staff can access their schedules instantly, reducing confusion and miscommunication.

Once the schedule is finalized, communicate it clearly and concisely. Post the schedule in a visible location (like the break room) and distribute it electronically. Make sure everyone has access to their shifts and knows who to contact if they have questions.

7. Anticipate Issues and Have Contingency Plans

Even with careful planning, things can go wrong. Be prepared for last-minute absences, unexpected rushes, and other holiday chaos. Consider these contingency plans:

• On-call staff: Have a list of employees who are willing to work on short notice.
• Cross-training: Train your staff to perform multiple roles, so you can easily shift people around as needed.
• Shift swaps: Have a clear shift swap policy in place. Read How to Create a Shift Swap Policy (With Free Template).
• Overtime tracking: Use a system for tracking overtime to ensure you stay within your budget. Consider using a tool like Free Overtime Tracking Template for Shift Workers to keep on top of those hours.

When an employee no-shows for their holiday shift, you’ll be glad you already have a plan. Knowing how to handle these situations can save your sanity.

Next Steps

Ready to conquer holiday scheduling stress? Here’s what you can do TODAY:

1. Start gathering employee availability immediately.
2. Review your sales data from last year’s holidays to anticipate demand.
3. Try a scheduling app like Shifty to save 3+ hours per week