By Kirstye Todd- Dispex Consultant
As summer approaches, dispensary staff are likely to be requesting time off for their holidays. Managing absences can be a significant challenge. Without proper planning, summer holidays can create pressure on remaining staff and disrupt service. However, with a proactive and fair approach, dispensary teams can navigate this busy time efficiently while ensuring patient safety and maintaining staff morale.
Planning early for a smooth Summer season
Effective holiday planning begins long before the summer months arrive. By setting clear deadlines for holiday requests and reviewing them early, managers can assess staffing levels and identify any potential gaps. A shared holiday planner, whether digital or physical, helps staff to see when others are off. We should be aiming for transparency and fairness.
One of the first steps in holiday management is ensuring that all requests are made in good time. A cut-off date for holiday requests, ideally a couple of months before the summer period begins, allows managers to review and balance the requests against operational needs.
Managing requests fairly
Fairness in holiday approval is crucial, and it’s essential to have a clear process in place. When requests come in early, they can be more easily accommodated, but this requires clear communication and transparency with the staff. For example, if two key staff members request time off during the same week the policy may detail that there is then a random selection process if it cannot be adequately covered by the remaining team.
Another way to manage requests fairly is to create a “Buddy” system. Each team member is paired with a colleague where it is agreed that they can’t take the
same time off. They may even agree to cover some of the shortfall in hours (where appropriate). Some practices may also implement a cap on the number of staff who can take leave during busy periods, particularly in smaller teams. Setting this limit ensures that not too many key team members are off at once, but it’s important to communicate this policy early to avoid disappointment.
Ensuring service continuity during staff holidays
Once holidays are confirmed, the next challenge is ensuring that the dispensary continues to operate smoothly. Cross-training is key to maintaining efficiency when staff are away. By training staff in multiple roles, they can step in to cover colleagues’ duties when necessary. Ensuring that every team member is familiar with core tasks such as prescription handling and stock control helps prevent a disruption in service. Are there any gaps within your team’s competence that can be filled with further training or support?
Managers can also consider adjusting shift patterns to make the most of the available team members. For instance, staggered shifts or extending working hours in key areas can help accommodate patient needs.
Some dispensaries may even consider temporary cover for particularly busy periods, whether through locum dispensers or bank staff. If temporary cover is used, it’s essential to ensure these staff are well-prepared, familiar with your dispensary system, and briefed on the current workflow.
Encouraging Patients to plan ahead
One effective way to manage increased demand during summer is to encourage patients to order repeat prescriptions in advance. This can be done by displaying reminders in the dispensary, sending out communications in advance, or adding to notes to prescriptions to prompt earlier ordering. This proactive approach reduces the likelihood of last-minute requests, which can overwhelm the team during busy periods.
Supporting the Team during high-pressure times
When staff are off and workloads increase, managing team morale is vital. If the remaining team members feel stretched or unsupported, it can lead to burnout and mistakes. Regular check-ins with staff help identify signs of stress early and allow managers to reallocate tasks where necessary.
Recognising the efforts of staff is another simple yet effective way to boost morale. Whether through a quick thank-you, providing some delicious snacks, or acknowledging hard work in team meetings. Recognising individual contributions creates a positive work environment and helps to keep the team motivated during those busy periods.
Summer holiday planning doesn’t have to be a stressful or chaotic process. With early planning, clear communication, and fair handling of holiday requests, dispensary managers can maintain a well-staffed team even during peak holiday periods. Cross-training staff, encouraging patient planning, and offering temporary support where needed ensures that service levels remain high, and staff wellbeing is prioritised.
For more guidance on workforce planning and dispensary management, Dispex offers training and mentoring services designed to support your team throughout the year.