End of Year Housekeeping Tips for Funded Agencies Amid Holiday Staff Leave

As the year winds down, funded agencies face a unique challenge: managing essential end-of-year tasks while many staff members take holiday leave. This guide offers practical tips to help agencies stay on track during this busy season.

Plan Early and Communicate Clearly

Start your year-end preparations well before the holiday season begins. Early planning helps avoid last-minute rushes and errors. Set clear deadlines for submitting reports, financial reconciliations, and other critical tasks. Share these deadlines with your team and stakeholders to ensure everyone knows what is expected.

• Schedule meetings to review outstanding tasks.

• Assign responsibilities to available staff.

• Use shared calendars to track key dates.

  
  

Clear communication reduces confusion and helps maintain momentum even when some team members are away.

Prioritize Financial and Compliance Tasks

Funded agencies must meet strict financial and compliance requirements at year-end. Prioritize these tasks to avoid penalties or funding delays.

• Reconcile all accounts and verify expenses against budgets.

• Complete and submit required financial reports.

• Review grant agreements for any year-end obligations.

• Ensure all documentation is accurate and accessible.

  
  

Assign these responsibilities to staff who will be present during the holidays or arrange for temporary support if needed.

Prepare for Staff Absences

With many employees on leave, it’s vital to prepare for reduced staffing.

• Identify critical functions that must continue uninterrupted.

• Cross-train team members to cover essential duties.

• Create detailed handover notes for ongoing projects.

• Set up automated email responses to manage external inquiries.

  
  

This preparation helps maintain service quality and prevents delays in important processes.

Use Technology to Stay Organized

Leverage technology tools to keep track of tasks and deadlines.

• Use project management software to assign and monitor tasks.

• Store documents in shared cloud folders for easy access.

• Schedule reminders for key deadlines.

• Hold virtual check-ins to keep remote or part-time staff informed.

  
  

Technology can bridge gaps caused by holiday absences and keep the team connected.

Review and Update Policies and Procedures

The end of the year is a good time to review your agency’s policies and procedures.

• Check if any updates are needed based on recent funding changes.

• Ensure staff know where to find policy documents.

• Communicate any changes before the new year begins.

  
  

Keeping policies current supports compliance and smooth operations.

Plan for the New Year

Use the quieter holiday period to prepare for the upcoming year.

• Set goals and priorities for the next funding cycle.

• Schedule training sessions for staff returning from leave.

• Review staffing needs and consider recruitment if necessary.

• Update calendars with important dates and deadlines.

  
  

A proactive approach helps your agency start the new year strong.

Happy Holidays from Joint-Source Consultants.