Preparing for the Holiday Shutdown
As the holiday season approaches, many businesses prepare for a well-earned break. Taking the time now to get organised means you and your team can enjoy the festivities without worrying about day-to-day operations.
Below is a practical checklist to help ensure your shutdown runs smoothly and your new year gets off to a strong start.
Internal Team Preparation
Set clear expectations for your staff before the break:
- Confirm final working days and return-to-work dates.
- Plan for staggered returns, as some employees may take extended leave.
- Remind your team of payroll cut-offs and approval deadlines.
Client and Supplier Communication
Keep your clients, customers, and suppliers informed:
- Send a pre-shutdown email advising of closure dates and emergency contacts.
- Add an email banner or out-of-office response.
- Post notices on your website or social media (instead of signage that may draw unwanted attention to an empty premises).
Safety and Security Checklist
Take steps to safeguard your business while it’s unattended:
- Workplace Clean-Up – Empty bins and fridges, and schedule waste collection if needed.
- Mail and Deliveries – Redirect or place a hold on incoming mail if you don’t have a PO Box.
- Data Backups – Confirm servers, laptops, and devices are backed up securely.
- Emergency Contacts – Update and circulate a list of essential service providers (plumbers, electricians, IT support). Display a copy in the office.
- Assets and Equipment – Secure vehicles, tools, and valuable equipment.
- Onsite Access – Coordinate with any contractors performing maintenance or projects during the break, ensuring they understand safety requirements.
- Alarms and Fire Systems – Test alarms, sprinklers, and extinguishers.
Maintenance Opportunities
The shutdown period can be an ideal time to schedule maintenance with minimal disruption:
- Carpet or floor cleaning.
- Building exterior washing
- Pest control or spraying.
- Servicing key equipment or vehicles.
Payroll and Holidays
Holiday pay can be complex, so plan ahead:
- Pre-load and authorise payroll in advance.
- Review employees’ leave balances – in some cases, cashing out one week’s leave may reduce your liability and support staff with extra holiday cash.
- Discuss arrangements with staff who don’t have sufficient leave – whether that means advancing leave or agreeing on leave without pay.
- Consider the impact of bonus payments on holiday pay calculations.
Financial and Tax Planning
Holiday periods often affect cash flow. Be proactive to avoid stress in January:
- Forecast cash flow and talk with your bank or advisor early if you anticipate a shortfall.
- Remember key Inland Revenue due dates over December and January – including provisional tax, GST, and RWT. Lodge returns and schedule payments before you close.
Strategic Planning Opportunity
For many business owners, the holiday break provides valuable thinking time. Use it to reflect on big-picture opportunities:
- Growth strategies or acquisitions.
- Recruitment planning for the new year.
- Possible sale or restructure of assets or shares.
If you have any questions or need assistance as you plan for the upcoming holiday period, our team is happy to help.
The DCH Team
