Preparing for the Holiday Shutdown
As the holiday season approaches, it’s essential to take time to prepare so you can relax and enjoy the festivities without worrying about day-to-day business matters.
Holiday shutdown checklist
Here are some areas that may be helpful to consider. Depending on what kind of business you have and where it’s situated, some of the following may be overkill. But take a minute to review. Brainstorm with your team to tailor the best approach for your business.
Internal Team Preparation:
Make sure your team understands expectations during the break:
· Clearly communicate return-to-work dates.
· Plan for staggered returns, as some employees may extend their holidays.
Communicating with Clients and Suppliers:
Ensure your valued clients and suppliers are aware of your holiday closure in advance. Consider using:
· An email banner or automated response.
· An email to notify your client base.
· Notices on your website or physical premises (a sign on the door may attract unwanted attention).
Safety and Security Checklist:
Before closing, ensure these critical tasks are handled:
· Mail and Deliveries: Arrange for mail holds if you don’t have a PO Box.
· Alarms and Fire Systems: Check all fire and intruder alarms, sprinklers, and extinguishers.
· Backups: Confirm that servers, laptops, and other devices are backed up.
· Clean-Up: Empty the fridge and all bins. Arrange for someone to handle waste disposal during the break.
· Emergency Contacts: Update and share the list of emergency contacts (including services like plumbers and electricians). Ensure it’s accessible to your team and displayed prominently in the office.
· Valuables and Equipment: Secure all tools, vehicles, and machinery. Lock away or remove any valuable assets.
· Onsite Access and Safety: Coordinate with staff or contractors performing maintenance or special projects during the break. Review safety procedures with anyone who may be onsite.
Maintenance
Is this an opportune time to arrange maintenance?
· Carpet cleaning
· Washing building exteriors
· Bug spraying
· Servicing key equipment
Holidays
Most payroll systems enable pay-runs to be pre-loaded and authorised before the shutdown. The holidays can be hard for employees, a few things to look at is
· Levels of annual leave – would it be beneficial to you and employees to cash out 1 weeks leave? This can reduce your leave liability, and get cash into employees hands
· Discuss with employees that do not have enough leave for the shut down how this will impact i.e. will leave be paid in advance, or leave taken without pay
· Consider impact of bonus payments on holiday pay calculations
Financial Planning:
Holiday periods can impact cash flow, if you anticipate a shortfall, contact your bank or financial advisor early to arrange solutions and avoid unnecessary stress in January when many professionals may still be on extended leave.
Tax payments
There are a number of tax due dates (provisional, GST, RWT) that fall over the holiday period or shortly after. Ensure you have lodged returns and loaded payments where applicable to avoid late payments.
Strategic Thinking Opportunity:
Many business owners use the holiday break to focus on strategic planning. The downtime allows for reflection on high-level initiatives, such as:
· Business acquisitions.
· Hiring new staff.
· Considering the sale of business assets or shares.
Thank you again for your support of DCH. We wish you a safe and joyful holiday season and look forward to collaborating with you in 2025.
