CHRISTMAS IS COMING! IS YOUR BUSINESS READY?
As the festive season approaches, for HR and Operations teams, that often means becoming the steady hand behind the scenes.
Whether you’re shutting down, scaling back, or staying open, clear planning keeps things compliant, calm, and connected.
We’ve put together 10 simple steps to help you manage the Christmas and New Year period with care, clarity, and confidence.
Step 1. Confirm your Operational Plan
Decide early how your business will operate (i.e. full closure, reduced hours, or business as usual). This clarity sets the foundation for rostering, payroll, and communication.
Step 2. Communicate the Shutdown or Staffing Plan
If you’re closing, provide written notice with key details — the shutdown dates, how client enquiries will be covered, and how employee leave will be managed.
Check your award or agreement for the required notice period.
If employees request unpaid leave or additional annual leave, make sure arrangements are agreed upon upfront and confirmed in writing.
Step 3. Manage Payroll & Leave Accruals
Work with payroll early. Ensure leave is processed, public holidays are paid correctly and pay runs or super lodgements aren’t disrupted by the closure.
Step 4. Review Rostering, Overtime & On-Call
If your office is staying open, plan fair rosters with reasonable hours and rest breaks.
Double-check penalty rates, overtime, and allowances under the correct award.
Allow teams plenty of notice so they can plan around family and travel.
Step 5. Check Compliance & Public Holidays
Confirm public holidays in each state and ensure pay, penalties, and shutdown rules align with the relevant award or enterprise agreement.
Step 6. Set-up Skeleton Staff & Contingency Plans
If only a few team members are working, define roles and responsibilities clearly.
Nominate backups for key functions like payroll, IT, and client support – and make sure access and delegations are set up before the break.
Step 7. Agree on Out-of-Office Communication Protocols
Share clear out-of-office message templates so tone and information stay consistent across the business.
Confirm who’ll monitor shared inboxes, phones, or urgent client queries while others are away.
Update your website and client communications with closure dates, contact details, and response times, so everyone knows what to expect.
Step 8. Plan Christmas & Client Events with Care
Plan events that reflect your culture and values – whether that’s a relaxed team lunch, a formal client function, or something simple and genuine.
Remember, these gatherings are still an extension of your workplace, so set clear expectations around respectful conduct, inclusion, and professionalism.
Support safety with responsible alcohol service, transport options, and visible leadership presence.
Step 9. Support Employee Wellbeing
Recognise that the lead-up to Christmas can bring both professional pressure and personal stress for employees. Encourage realistic workloads, early leave approvals, and genuine time for rest.
If some team members are working through the break, recognise their effort and make sure they feel valued.
Step 10. Wrap up & Reset
Tidy up loose ends (i.e. project deadlines, invoices, rosters, and client deliverables) – so nothing lingers into January.
Lock in early priorities for the new year and make sure the right people have what they need to hit the ground running.
Need help preparing your Christmas plan?
From Christmas planning to leave comms, we’re here to help you get organised and take the pressure off, so your business and your people head into the new year feeling ready.
Explore our Outsourced HR memberships here.
