Summer Staffing Made Simple

For many equestrian yards, summer is one of the busiest times of the year.

Competitions, camps, clinics, breeding activities and longer working days can all place additional pressure on employers and staff.

At the same time, your team may want to take annual leave and enjoy time away from work.

Good planning can help you maintain standards of horse care, support your staff and avoid unnecessary stress throughout the season.

Manage Annual Leave Fairly

Annual leave requests can quickly become challenging if several team members want the same dates off. Having a clear holiday policy helps ensure requests are handled consistently and fairly.

Employers can decide when leave is taken, as long as they follow the rules set out in employment contracts and give the appropriate notice.

Many businesses operate a first-come, first-served approach, while others may limit the number of staff who can be absent at the same time.

Encourage your employees to submit holiday requests as early as possible and regularly review upcoming leave to identify potential staffing gaps before they become a problem.

Plan Ahead for Staff Absences

Summer absences don't just include holidays. Staff may also need unplanned for time off due to illness, family commitments or unexpected emergencies.

It’s a good idea to review your staffing requirements in advance and identify periods when additional support may be needed.

Cross-training team members can help ensure essential tasks continue if someone is unavailable. Having clear procedures and up-to-date yard routines documented can also make it easier for others to step in when required.

The earlier you identify potential gaps, the more options you'll have to cover them effectively.

Use Freelancers Appropriately

Freelance grooms, riders and instructors can provide valuable support during busy periods. However, it's important to ensure working arrangements are genuinely self-employed.

A freelancer should typically have control over how they carry out their work, be able to work for other clients and take responsibility for their own tax and National Insurance arrangements.

Simply calling someone self-employed does not automatically make them so in the eyes of the law.

If you're unsure whether a worker is genuinely self-employed or should be employed, seek professional advice. Getting employment status wrong can lead to significant legal and financial consequences.

Avoid Burnout During Busy Periods

When workloads increase, it can be tempting for everyone to simply work longer hours. However, fatigue can affect decision-making, increase the risk of accidents and impact both staff wellbeing and horse welfare.

Make sure employees take their statutory rest breaks and receive adequate daily and weekly rest. Check in regularly with your team and look out for signs of excessive fatigue, stress or declining morale.

Simple measures such as rotating demanding tasks, ensuring adequate hydration and encouraging staff to take breaks can make a significant difference during busy periods.

Support Staff Wellbeing

Long days, hot weather and increased workloads can all affect wellbeing. Creating a positive working environment doesn't have to involve major expense.

Good communication, realistic expectations, recognition for hard work and opportunities for feedback can all help staff feel valued.

Small actions, such as ensuring access to drinking water, suitable rest areas and regular breaks, demonstrate that you take employee wellbeing seriously.

A supported team is more likely to remain engaged, productive and committed to your business.

Good Planning Benefits Everyone

Successful summer staffing isn't about finding last-minute solutions, it's about planning ahead.

By managing annual leave fairly, preparing for absences, using freelancers correctly and supporting your team throughout the season, you can maintain high standards of horse care while creating a positive workplace for your staff.

The steps you take now can also put your yard in a stronger position for the busy months ahead.

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