For many HR departments, summer is, the busiest time of the year in terms of operations. Not because operations come to a standstill, but because people management reaches its most stressful point: a backlog of requests, a reduced workforce, conflicting expectations and disputes that could have been avoided with more robust planning. Managing summer holidays effectively is not just an administrative matter; it is a direct lever for work environment, staff retention and productivity.
The challenge for HR in the summer: more applications, fewer staff available
In Spain, more than 60% of the annual holiday days taken by workers fall in July and August. This concentration is due to family, school and cultural dynamics deeply ingrained, and forces HR departments to manage in a matter of weeks what would otherwise be spread out naturally over several months.
A form of pressure with a name and surname
Summer absenteeism can reduce the active workforce by between 30 and 40% in some sectors. In small teams or those with inflexible structures, this not only causes operational stress, but also leads to friction between colleagues when requests overlap and there are no clear criteria for resolving them. The disagreements over holidays It is one of the most common causes of internal tension in summer, with a direct impact on the working environment and, in some cases, on the talent retention.
What the law says about holidays and leave in 2026: new developments to bear in mind
The legal framework provides for a minimum of 30 calendar days’ annual leave. Employees are entitled to be informed of the dates at least two months in advance, and the employer may not unilaterally impose the holiday period without prior negotiation.
Changes affecting planning this year
The agreement of December 2025 extends paid leave following the death of a first-degree relative to 10 calendar days, compared with the previous 2 days. This change, which will come into force in 2026, requires a review of internal policies and an assessment of its impact on staffing levels at a time when the available workforce is already tight. It is also advisable to check the applicable collective agreement, as it may offer better terms than these legal minimums.
How to design a fair and transparent holiday policy
The perception of fairness is just as important as fairness itself. An allocation system may be technically sound, yet still give rise to disputes if the criteria are not known to the entire workforce or if information is communicated too late.
Clear criteria, less friction
The most common models combine seniority with annual turnover: Whoever chooses one year first gets to choose the next one. Some teams opt for direct agreements between colleagues, subject to the manager’s approval, which increases autonomy and reduces the administrative burden. Whatever the criteria, the key is to document them, communicate them in the first quarter and set clear application deadlines. A shared calendar that is visible to the whole team helps to minimise misunderstandings right from the start.
Coverage management: how to ensure service delivery with a reduced workforce
Ensuring business continuity with a reduced workforce requires advance planning. The organisations that manage the summer period most effectively are those that have worked throughout the year to develop their teams’ versatility and cross-training.
Critical functions, concrete plans
The first step is to identify which roles are essential during the summer period and who can cover them in the absence of the usual staff member. This list of critical roles should be updated annually and made known to those concerned. Cross-training is one of the most effective ways of ensuring cover without incurring the costs of temporary staff. From platforms such as Educa.Pro It is possible to design specific learning programmes tailored to this type of need, comprising short training courses geared towards immediate application.
Digital tools for managing holidays without conflict
Manual holiday management remains common in many organisations and is a constant source of errors and friction. Digital tools do not eliminate the underlying problems, but they significantly reduce the operational burden and improve visibility for everyone involved.
What to look for in absence management software
The current HRM systems They enable you to centralise requests, apply automatic approval rules and view the team’s calendar in real time. Some integrate with environments such as Google Workspace or Microsoft 365, which improves visibility without disrupting normal workflows. The key criteria for choosing a tool are ease of use for employees, the ability to configure it in line with company policy, and the ability to generate reports for HR monitoring.
Conflict prevention: communication and mediation before a conflict escalates
The most conflicts around the holidays arise from misaligned expectations or unclear processes. The manager’s role is crucial: they are the ones who receive requests, identify overlaps and can step in before the situation escalates.
A protocol, not improvisation
Having a clear procedure for applications Handling these situations simultaneously prevents decisions from being left to the personal judgement of individual middle managers. Informing the team in advance of periods of greater restrictions and the criteria applied reduces the perception of arbitrariness. Managers who handle these situations most effectively usually have specific training in team management and internal communication. At Educa.Pro, these topics form part of the development programmes for middle managers, with a direct focus on day-to-day application.
Summer need not be the most challenging time of year for people management. With clear policies, the right tools and well-trained managers, this can become an opportunity to demonstrate that the organisation is capable of safeguarding both its employees’ rights and the continuity of its operations.
