Summer Schedules and PTO: Setting Expectations Without Burning Bridges

Summer is peak season for vacations, long weekends, and adjusted schedules. It’s also when workloads can become lopsided, team coordination more difficult, and employee frustrations more common.

For HR leaders, this is a chance to get ahead of the chaos and create a framework that balances business needs with employee well-being—without becoming the “no-fun” department.

The Challenge

Multiple team members out at once
Coverage gaps and unclear delegation
Perception of favoritism or inequity
Employees hesitant to use PTO due to guilt or pressure

Handled poorly, summer scheduling can lead to burnout for those holding down the fort—and resentment among those who feel discouraged from taking time off.

What HR Can Do

1. Set and Communicate Clear Expectations

Remind employees of:

PTO policies and blackout dates (if any)
The proper process for requesting time off
Expectations around coverage and communication

A clear, consistent message early in the season can reduce confusion and frustration later.

2. Encourage (Don’t Guilt) PTO Use

Promote a culture where time off is normalized—not something to feel bad about. Model this from leadership down and remind teams that rest supports performance, not the opposite.

3. Support Managers with Tools to Plan Ahead

Provide managers with planning templates or scheduling tools that help map out team availability over the summer. Encourage team-wide transparency about who’s off when, and who’s covering what.

4. Offer Flexibility Where Possible

Summer is also a great time to experiment with flexible options like:

Summer Fridays
Compressed workweeks
Half-day PTO options
Even small perks like these can go a long way in boosting morale and retention.

Final Thought

Summer should be a time for recharging, not resenting. With proactive planning, clear communication, and a flexible mindset, HR can help teams stay productive and positive—no matter how many OOO messages hit your inbox.