How to Manage Vacation Season Staffing in Finance and Administration Without Overburdening Your Team
Holiday periods arrive with a familiar challenge: time-off requests pile up while the work stays constant. Your finance and administration teams face a particular burden during these months. Payroll deadlines don't pause for vacation schedules. Month-end reports still need completion. Client invoicing continues on its regular cycle.
These departments keep your business operational, yet they're often the most difficult to cover when staff takes time off.
The typical solution creates new problems. Remaining team members shoulder extra responsibilities, work longer hours, and handle unfamiliar tasks. What starts as temporary coverage quickly becomes a sustainability issue. Smart planning and strategic staffing decisions can prevent this cycle, protecting both productivity and employee wellbeing during peak vacation months.
Here's how to navigate holiday season without burning out your core team.
7 Ways to Manage Vacation Season Staffing
Here’s how to plan smarter, balance workloads, and bring in the right support—without overburdening your team.
1. Start Planning Before Vacation Requests Roll In
Holiday season planning requires months of preparation, not last-minute adjustments. Many managers struggle with coverage during peak vacation periods because they lack clear vacation calendars and proactive strategies.
A Society for Human Resource Management study found that this planning gap creates unnecessary stress and workflow disruptions, particularly when critical deadlines approach.1 Start your planning process in early spring to identify potential coverage gaps and make informed staffing decisions.
Begin by mapping your critical business functions against your team's planned time off. Create a shared vacation calendar so everyone understands coverage needs and timing conflicts. Focus on non-negotiable tasks like payroll processing, month-end reporting, accounts payable management, and regulatory filings.
This visibility allows you to forecast your busiest weeks and determine where additional support might be necessary before requests become overwhelming.
2. Assess What You Can Handle Internally First
Before seeking external solutions, evaluate your team's actual capacity for coverage. Break down departing employees' responsibilities into specific tasks rather than expecting one person to absorb everything.
Some duties can be temporarily paused or delayed without business impact, while others require immediate attention. Identify which tasks can be redistributed among existing staff without creating unsustainable workloads.
Consider each team member's current bandwidth and skill set when reassigning responsibilities. Rotate coverage duties fairly to prevent resentment and burnout.
Simple incentives like flexible schedules or additional remote work days can acknowledge members who take on extra responsibilities during peak vacation periods. This internal assessment reveals where you have genuine coverage gaps versus areas where better task distribution can solve the problem.
3. Recognize When You Need External Help
Internal redistribution has clear limits, and pushing beyond them damages team morale and performance. Warning signs include consistently high overtime hours, missed deadlines, or declining work quality during vacation periods. When core functions like payroll processing or client communications suffer, the cost of coverage gaps exceeds the investment in temporary support.
Calculate the true expense of overworking your existing team. Factor in overtime costs, potential errors requiring correction, and the long-term impact on employee retention. When internal solutions create more problems than they solve, external staffing becomes a strategic necessity rather than an optional expense.
Read More: Avoiding ‘Wrong Fit’ Hires During a Sprint Hiring Surge: How to Maintain Quality While Speeding Up
4. Track Performance to Improve Next Year
Document what works and what doesn't during each holiday rush to build better strategies over time. Monitor key metrics like overtime hours, error rates in critical functions, and response times for client communications. These numbers reveal where your coverage plan succeeded and where gaps created problems that could impact your business reputation or employee satisfaction.
Use this data to refine your approach for the following year. If customer response times consistently drop during July, plan for additional support before the pattern repeats. If certain task redistributions worked smoothly while others created bottlenecks, adjust your coverage assignments accordingly.
This performance tracking transforms vacation management from annual scrambling into strategic workforce planning.
5. Partner with Specialists Who Know Your Industry
Not all roles can be filled internally, especially when your team is already stretched. That’s where hiring short-term support makes sense. But instead of starting from scratch every time, build a relationship with a staffing agency that understands your business.
For roles like payroll assistants, administrative coordinators, or call center agents, experienced seasonal workers can step in quickly. They don’t need full onboarding or weeks of shadowing. And when you work with staffing agencies that specialize in your industry, they can help you:
- Fill gaps fast
- Vet candidates with the right software skills (like Excel, SAP, QuickBooks)
- Scale up or down based on need
Beyond filling shifts, this protects your core staff from burnout. In fact, companies that use staffing solutions during peak workloads report higher employee satisfaction, lower turnover, and fewer errors in critical functions.
A Gartner survey shows many HR leaders see a direct link between burnout and turnover in administrative and finance roles.2 When you bring in qualified seasonal staff, you ease that burden and keep operations steady.
6. Get a Staffing Partner That’d Be an Extension of Your Team
Staffing challenges during vacation months aren’t just about filling empty desks. They’re about keeping your business running smoothly, without slowing down your finance and admin workflows. That’s where we come in. At
Allied OneSource, we don’t just send resumes, we step in as a true partner.
When you bring us into the conversation early, we help you plan ahead. We get to know your busy cycles. Whether that’s year-end reporting in December or summer schedules that leave gaps across your admin team. And we stay ready to support you.
Here’s how we make that easier:
- We recommend reliable candidates who are ready to step in and contribute
- We keep track of seasonal employees who’ve done well with you before
- We help you adjust quickly if your plans or workload change unexpectedly
When you work with us at Allied OneSource, you’re not starting from scratch every time vacation months rolls around. We become a familiar, consistent part of your team. Ready to step in and keep things moving when it matters most.
Find Out More: Our Accounting and Finance Recruiting Services
7. Keep Communication Short, Frequent, and Focused
Vacation coverage requires more frequent communication, not longer meetings. Schedule brief weekly check-ins to confirm task assignments, adjust workloads as needed, and identify potential issues before they escalate. These conversations keep everyone aligned without consuming valuable work time during already busy periods.
Clear, consistent updates prevent small coverage gaps from becoming major disruptions. Whether you're relying on internal redistribution or external support, regular communication ensures nothing falls through the cracks. A quick message or brief call often prevents hours of cleanup work later, keeping operations smooth regardless of who's handling which responsibilities.
Need extra hands this season?
Want support that keeps your operations running smoothly, even when your core team takes time off? Let
Allied OneSource help.
We specialize in fast, reliable holiday hiring for roles in finance, admin, call centers, and beyond. Our talent pool is ready and trained to jump in when you need them most. Let’s keep your business moving, no matter the season.
References
1. 2023 Employee Benefits Survey: Executive Summary. (2023, March). Society for Human Resources Management. https://shrm-res.cloudinary.com/image/upload/v1685728116/Employee%20Benefits/CPR-222434-Employee-Benefits-Executive-Summary-FINAL-for-PUBLICATION.pdf
2. Cole, S. (2023, December 11). Gartner Survey Shows Finance Employee Attrition Stems from Poor Pay, Lack of Career Opportunity, and Inattentive Management. Gartner. https://www.gartner.com/en/newsroom/press-releases/2023-12-11-gartner-survey-shows-finance-employee-attrition-stems-from-poor-pay-lack-of-career-opportunity-and-innatentive-management
