Planning the Perfect Company Shutdown: Tips for a Stress-Free Break

Closing your business for a few days can be a great way to give everyone a much-needed break, especially over Christmas. But let’s face it, company shutdowns aren’t as simple as sticking a “Back in January” sign on the door. Whether it’s Christmas or another time of year, planning a company shutdown requires careful thought, clear communication, and a bit of HR savvy. 

Here’s a guide on how we would approach it. 

1. Check Contracts First 

Before you even think about a shutdown, review your team’s contracts. These will outline how holiday entitlements are managed and whether you can require employees to use their annual leave. 

We chose not to ask our team to use their annual leave for our upcoming Christmas shutdown. But if you decide to go down that route, remember the law: you need to give notice of at least twice the length of the leave being taken. For example, if you’re closing for five days, you need to notify employees ten days in advance. 

Our tip: Give as much notice as possible. No one likes last-minute surprises, and not everyone has leave left to use, so avoid causing unnecessary stress (or disgruntled team members). 

2. Communicate Early and Clearly 

Timing is everything. While no one wants to hear “Christmas” in July, leaving it too late can cause headaches. 

We would recommend communicating shutdown dates through emails, team meetings, and one-on-one chats to keep everyone, from employees to clients and suppliers in the loop. This helps plan workloads in the period and ensure a smooth transition into your break. 

Consider sending out reminders closer to the shutdown date, and be transparent about how it might impact ongoing projects or availability. 

3. Be Inclusive 

Depending on when your shutdown is, be mindful that not everyone celebrates Christmas, and not everyone is thrilled about being unable to work. For some, this period might be a financial strain or just not part of their personal traditions. 

We recommend having individual conversations with your team to understand their needs. Be open to finding workable solutions if the shutdown impacts someone negatively. And remember, if someone raises objections for religious reasons, this may require additional consideration to ensure compliance with discrimination laws. 

4. Plan for Business Continuity 

Just because you’re shutting down doesn’t mean the world stops spinning. For us, many clients rely on time-sensitive processes, and emergencies can crop up despite the best-laid plans. 

To manage this, we recommend having a few team members on call, sharing the responsibility so no one feels chained to their laptop over the holidays or shutdown period. This could be an excellent option for your business too, ensuring continuity while allowing most of your team to truly unplug. 

5. Get Payroll Right 

Sorting out payroll early can save you and your team a world of stress. 

Consider earlier cut-off and pay dates to ensure everything is squared away before your shutdown begins.  

And Finally… Encourage Everyone to Switch Off 

The whole point of a shutdown is to give your team a chance to recharge, so make it easy for them to switch off. 

Remind them to: 

• Set out-of-office replies. 

• Turn off work notifications. 

• Fully enjoy their time off—whether it’s spent with loved ones, indulging in festive traditions, or just having some well-deserved “me time.” 

Managing a shutdown doesn’t have to be stressful. With clear planning, open communication, and a dash of inclusivity, you can create a smooth, stress-free break that benefits both your business and your team. 

Need help figuring out the finer details? Drop us a message—we’re here to make HR a little less complicated (and a lot more enjoyable).