The Christmas Closure Checklist
For many organisations, the end of the year means a temporary shutdown, reduced staffing or a quieter period.
A well-planned closure can give employees a genuine break while making sure essential operations, compliance obligations and workplace responsibilities are covered.
Whether you're closing over Christmas and New Year, during school holidays or for another planned period, a little preparation can prevent problems when everyone returns.
Before the workplace closes
Plan your skeleton staffing
If your organisation will continue operating with a reduced team, make sure everyone knows:
who is working and when
who is responsible for key decisions
who will monitor urgent enquiries
how to access essential systems, buildings and equipment
who to contact in an emergency
who is responsible for payroll, finance and other critical administrative tasks.
Make sure managers understand their responsibilities during the closure and that employees know who to contact if an urgent issue arises.
Communicate with your team
Give employees plenty of notice about:
the closure dates
when the workplace will reopen
who will be working during the closure
how urgent matters will be handled
any expectations around being contactable or working during the closure.
If employees are expected to remain contactable or on call, make sure this is clear before the shutdown begins. Employees also have a right to disconnect from work outside their working hours, subject to the rules that apply to their circumstances.
Check your annual leave and payroll obligations
This is one area where employers should not rely on what they have done in previous years.
If employees are required to take annual leave during a shutdown, the rules depend on what covers them.
For employees covered by an award or enterprise agreement, the applicable instrument must allow the employer to direct annual leave during the shutdown. There may also be specific requirements around the timing of the shutdown, notice and how the direction must be given.
For employees who are not covered by an award or enterprise agreement, an employer can require annual leave if the requirement is reasonable.
Don't assume a Christmas closure automatically means employees can be directed to take annual leave. Check the applicable award or agreement first.
Read Changes to shutdown clauses in awards: what employers need to know >
Check public holidays
Public holidays that fall during a period of paid annual leave are not deducted from an employee's annual leave balance when the employee would ordinarily work that day.
Employers should check their payroll system to make sure public holidays are being processed correctly and are not accidentally deducted as annual leave.
If employees are working on a public holiday, check the applicable award or agreement for the relevant payment and rostering rules.
Check overtime arrangements
If employees need to work additional hours before or during the closure, check whether overtime applies and what rates or other entitlements are required under the applicable award or agreement.
Don't rely on informal arrangements where additional hours are involved.
Support employee wellbeing
The end of year can be a difficult period for some employees.
Make sure employees know how to access your employee assistance program (EAP) or other workplace support services, particularly if your organisation operates in a sector where employees may continue supporting clients or service users during the shutdown period.
Managers should also know who to contact if an employee raises a sensitive workplace issue while the usual HR team is away.
Protect your workplace and assets
Before closing, consider:
backing up important systems and data
checking IT and cybersecurity arrangements
securing buildings, equipment and confidential information
checking alarms, security systems and emergency procedures
arranging servicing or maintenance for essential equipment
confirming any power, refrigeration or other backup requirements
making sure emergency contacts are current
checking insurance or other relevant business requirements.
Don't forget independent contractors and other external service providers who may need access to your workplace during the closure.
Review your compliance obligations
Workplace obligations can still apply during a closure period.
Before closing, check whether there are any outstanding:
payroll or leave matters
employee complaints or grievances
investigations or other sensitive workplace issues
workers' compensation matters
regulatory or reporting deadlines
client or service delivery obligations
training or compliance requirements.
Make sure someone has responsibility for anything that cannot wait until the workplace reopens.
Read Managing employee annual leave balances >
Plan the return
The first day back can be just as important as the last day before the closure.
Before employees return, make sure systems are operational, rosters are confirmed and managers know what needs attention.
It can also be a good opportunity to review what worked, what didn't and what could be improved before the next planned shutdown.
A smooth closure starts with planning
A temporary shutdown should give your people an opportunity to switch off without creating unnecessary risks for your organisation.
By planning staffing, leave, payroll, communication, workplace safety and operational requirements in advance, you can make the transition into and out of the closure much smoother.
If you're planning a shutdown and aren't sure whether your annual leave, payroll or workplace arrangements are compliant, Workplace Plus can help you work through the requirements that apply to your business or organisation.
Need help getting your workplace ready? Book a confidential discovery call with Workplace Plus.
