Summer Staff Gaps? Here’s How to Keep Things Running Without Burning Out Your Team

When the sun finally shows up in the UK, so do the annual leave requests. 
Depending on your industry, you might even need more people to handle the summer rush. And while everyone deserves a break, if you’re running a small team, these summer gaps can cause real headaches, missed deadlines, overworked staff and stressed-out managers. 

But it doesn’t have to be that way. 
With a bit of forward planning and smart communication, you can keep things running smoothly and protect your team from burnout. 

Plan Ahead, Even If It’s Late 

Ideally, leave planning starts early in the year but if you’re just now feeling the pinch, it’s not too late to step in. 

Start by mapping out who’s off and when. Look for critical overlaps and flag weeks where cover might be too light. Consider these questions: 

Do we have enough people to cover customer needs each week? Are certain skills or roles going to be missing at the same time? Can we shuffle projects or deadlines slightly? 

Once you’ve spotted the gaps, you can start plugging them. 

Communicate Honestly with Your Team 

No one likes to feel left in the dark especially when they’re expected to pick up extra work. Be open with your team about the holiday juggle. Most people are understanding if they feel involved and heard. 

You could say: 

“July and August are going to be tight. Let’s agree how we’ll support each other and set expectations with clients.” 

Encourage team members to flag concerns early and speak up if their workload is getting too much. It's better to prevent burnout than fix it. 

Prioritise Ruthlessly 

This is the time to cut the fluff. Ask: 

What must get done? What can wait until September? What can we do differently to lighten the load? 

You might pause non-urgent projects, streamline meetings, or temporarily reduce service offerings. Just be upfront with your clients or customers, this way they are more likley to be understanding. 

Bring in Temporary or Flexible Support 

Hiring a temp, freelancer or part-time support worker can make a big difference, especially for frontline roles or admin-heavy periods. 

If you’re using part-time workers, remember, they still accrue paid holiday. Under UK law, part-time staff are entitled to paid leave on a pro-rata basis  and that applies even if they’re only helping out for the summer. 

Need help calculating it? Our Part-time workers holiday leave and pay guidance notes (available at Dakota Blue Academy) can help you stay compliant and fair. 

Use the Summer to Upskill or Rotate Roles 

If you're running with fewer people, you may need to get creative. Cross-training staff or rotating roles can give your team new experiences while plugging short-term gaps. It also builds resilience for the future. 

For example: 

• Could a marketing assistant shadow the customer service inbox for a week? 
• Can a team member pick up basic finance admin with supervision? 

This can be empowering  as long as it’s temporary and well-supported. 

Watch for Burnout and Model Healthy Boundaries 

When people feel stretched, they often push themselves harder. But long hours and unrealistic expectations don’t help anyone, especially in the high temperatures of summer when energy naturally dips. 

Encourage breaks, limit after-hours emails, and check in with your team regularly. Also, model the behaviour yourself. If you don’t take holidays or rest, your team will assume they shouldn’t either. 

Summer Can Still Be Fun for You 

With the right planning and mindset, you can survive the summer without overloading your team. It might not be business as usual, but with clear expectations, flexible thinking, and a dash of creativity, it can still be business at its best. 

Want a helping hand managing summer holidays? 
Sign up to Dakota Blue Academy and download our Part-Time Worker Holiday Leave & Pay Guidance Notes. 
You'll also get access to practical resources that can support you year-round, not just this summer.