April is the perfect time to get ahead of the summer scramble by nailing down everyone’s vacation plans. As an office manager, you know that warm weather brings sunshine, sandals—and a flurry of PTO requests that can leave you short-staffed if you’re not careful. The earlier you start organizing summer schedules, the smoother the season will be for everyone.
Here’s how to approach it with fairness, clarity, and just enough structure to keep things running without feeling rigid.
Start the Conversation Now#
Don’t wait for the first 90-degree day to bring up summer time off. In early April, send out a reminder to the team asking them to start thinking about their vacation plans. Be friendly but clear—you’re trying to make sure everyone gets a fair shot at time off while keeping the office running smoothly.
You might say:
“Summer is coming fast, and I want to make sure we can accommodate everyone’s plans as best we can. If you’re planning to take time off between Memorial Day and Labor Day, please submit your requests by [insert date] so we can plan ahead.”
Set a Fair System#
If you know from experience that multiple people will want the same weeks off—like around the Fourth of July—it helps to have a system in place for how you’ll decide who gets priority. This could be first-come, first-served, or a rotation based on past years. Whatever approach you choose, communicate it clearly and stick to it.
If your office is small and flexible, you might be able to take a more informal approach. But even then, it’s good to have a plan for overlap—especially if people in the same department or role want the same days.
Look at the Big Picture#
Once requests come in, map them out visually on a shared calendar or planning tool. This makes it easier to spot coverage gaps or trouble spots early. If you see that a particular week is getting crowded, have conversations with employees before approving overlapping requests. Most people are more willing to adjust if they feel like part of a transparent process.
Encourage Backup Planning#
No one wants to be the only one holding down the fort while everyone else is sipping iced coffee on the beach. If you have a small team, encourage staff to coordinate coverage plans before they leave. This might include handing off responsibilities, leaving detailed notes, or scheduling cross-training in May to cover key tasks.
As the manager, you can help by checking in with staff before their time off to make sure there’s a smooth handoff in place—and stepping in where needed to balance the load.
Don’t Forget Yourself#
Here’s something office managers often forget: You get to take vacation too. Block off your own summer time early and build around it, just like you would for anyone else. Setting boundaries and taking breaks is part of setting a good example for your team.
Getting summer vacations scheduled isn’t just about keeping track of PTO—it’s about making sure your office runs smoothly, your team feels supported, and you avoid last-minute chaos. By opening up the conversation early and approaching it with a clear plan, you can help everyone enjoy their well-earned time off—and keep things humming while they’re away.