Skeleton staffing over the Christmas and New Year period is the most common — and most stressful — leave management challenge of the year. The goal is to keep essential functions running while giving as many employees as possible genuine time off. A well-planned skeleton staff rota achieves both.
Key Takeaways
- Skeleton staffing means the minimum number of people needed to keep essential functions running.
- Plan the skeleton staff at least 2 months in advance — longer if possible.
- Essential functions vary by business — identify what must be covered (customer support, payroll, IT, security).
- Volunteers first, rotas second — start by asking who wants to work, then fill gaps with a rota.
- Compensate generously — holiday work should be rewarded with premium pay or generous lieu time.
Defining Skeleton Staff Requirements
Before you can plan who works, you need to know what must be covered. Not every function needs full coverage. The skeleton staff should cover:
- Customer-facing support — minimum response times for customer enquiries
- Order processing — if your business takes orders over the holidays
- Payroll — year-end payroll processing deadlines
- IT and systems — monitoring, incident response, and server maintenance
- Security and facilities — building access, alarms, and maintenance
- Emergency contact — someone with decision-making authority on call
For each function, define the minimum coverage level — which roles, how many people, and which hours. Everything else can wait until January.
Designing the Skeleton Rota
Step 1: Identify the closure and operating periods. Many businesses close entirely between Christmas and New Year. If you remain open, define hours of operation (e.g., reduced hours 10-4).
Step 2: Ask for volunteers. Some employees prefer to work the holidays — particularly those who do not celebrate Christmas or who want the premium pay. Start with a volunteer call before imposing a rota.
Step 3: Fill gaps with a rota. Use a rotation system so that no one works all the holidays. Common patterns: some work Christmas week and get New Year’s week off, others do the reverse.
Step 4: Identify backup coverage. Who covers if a skeleton staff member calls in sick? Cross-train at least two people for each critical function.
Step 5: Confirm and communicate the rota at least 3 weeks before Christmas. Everyone should know their schedule before December.
Compensating Holiday Work
Fair compensation for holiday skeleton staff is essential:
- Public holiday rates — as required by your award or agreement (typically time and a half or double time)
- Lieu time — additional days off to be taken in January or February
- Priority leave — skeleton staff get priority for leave later in the year
- Gratitude — a genuine thank-you from leadership, visible recognition
Compensation is not just about money — it is about respect. Employees who work the holidays should feel appreciated, not taken advantage of.
Communication With the Team
Clear communication prevents confusion and resentment:
- Publish the skeleton staff dates well in advance
- Explain the rationale — why certain functions must be covered
- Make the rota visible — everyone should know who is working and when
- Set expectations for response times — customers and colleagues should know that responses will be slower
- Handover process — ensure skeleton staff have what they need to operate independently
FAQ
What if no one volunteers for the skeleton staff?
If volunteers are insufficient, use a fair rotation system. The rota should be published with enough advance notice that employees can plan around it. Consider increasing compensation if volunteering is consistently low.
Can my business close entirely between Christmas and New Year?
Yes — many businesses do. If you close, the closure days should be managed through a combination of annual leave direction (with 14 days’ notice in NZ, for example) and the public holidays that fall within that period.
How small can skeleton staff be?
As small as you can safely operate. A skeleton staff of 2-3 people per shift is common for customer-facing functions. For IT and security, a single on-call person overnight is often sufficient.
What about skeleton staff during other holidays?
Easter, summer bank holidays, and local holidays may also require skeleton coverage. The same principles apply — plan ahead, ask for volunteers, use a rota, and compensate fairly.
Should managers be part of the skeleton staff?
Yes — particularly for decision-making authority. Having a manager on the skeleton rota (even if on call rather than on site) ensures that any operational issues can be resolved without escalation.