End of year HR checklist: 10 tasks to ensure you're ready for the new year

As the year draws to a close, many practices are preparing to take a well-earned break. While the end of the year is often a time to slow down and recharge, it’s also a crucial period to ensure your practice is in the best possible shape to start the new year strong.

Here are ten key items to check off your list before switching on the out-of-office notification.

1. Review staff leave and roster planning

Before closing the practice for the year - or even if you’re staying open with a reduced team – take time to review everyone’s leave balances and ensure that leave requests are properly recorded and approved. Proactive leave planning reduces last-minute surprises and ensures continuity of care for patients.

• Confirm leave dates are entered into your system and align with rosters.

• Check whether any team members are nearing excess leave accrual and have a plan in place to reduce this.

• Ensure roster coverage for all shifts and patient bookings during the holiday period.

2. Understand annual shutdown obligations

If your practice is shutting down entirely for a period, ensure you’re meeting your obligations under the relevant Award or industrial instrument.
For example, under the Health Professionals and Support Services Award 2020, employees can be directed to take annual leave during a shutdown if proper notice is given (28 days in writing). If an employee doesn’t have enough accrued leave, you may agree in writing for them to take unpaid leave.

Compliant shutdown periods avoid disputes and ensure fair treatment for all employees.

3. Finalise payroll and public holiday payments

The end-of-year period includes several public holidays. It's essential to get payroll right, especially if staff are working on those days or your practice will be closed. Paying staff accurately and on time helps maintain trust and compliance.

• Double-check Award entitlements for public holidays, particularly penalty rates and substitution rules.

• Ensure payslips are correct and issued in a timely manner before the break.

• If using a payroll service or bookkeeper, confirm their availability over the break in case you need support.

4. Conduct a health check on employment contracts

End of year is an ideal time to review employment contracts to ensure they’re still appropriate and compliant. Up-to-date contracts help protect both employers and employees from disputes.

• Confirm contract terms reflect current working hours, roles and Award classifications.

• Ensure any recent changes in duties or hours have been formalised in writing.

• Review contractor agreements for dentists or hygienists to mitigate sham contracting risks.

5. Ensure compliance with Award and NES changes

Each year brings potential updates to Modern Awards and the National Employment Standards (NES). Making sure your Practice is up to date and remains compliant avoids penalties and keeps your Practice operating ethically.

• Check for any recent Fair Work Commission updates affecting pay rates or conditions.

• Review changes to superannuation, leave entitlements, or flexible work arrangements.

• Ensure sure you’re using the most current pay guide for the Health Professionals and Support Services Award 2020 or relevant instrument.

6. Communicate with your team

Good communication is vital, especially in the lead-up to the holidays. Transparency builds team morale and reduces confusion over the break.

• Hold a team meeting to confirm end-of-year hours, emergency contacts and expectations.

• Let staff know how to report any urgent issues during the break.

• Share any upcoming changes for the new year such as new hires, software rollouts, or revised policies.

7. Audit your policies and procedures

Your Practice’s policies may be due for a refresh, particularly around workplace behaviour, social media use and leave management. Up-to-date policies demonstrate strong leadership and clear expectations.

• Review the staff handbook and ensure policies are still relevant and lawful.

• Update emergency procedures and contact details if needed.

• Re-circulate key policies to staff, especially any related to health and safety or conduct.

8. Prepare for performance and development reviews

Many Practices schedule formal or informal performance reviews in the first quarter of each year. Lay the groundwork now for meaningful conversations - investing in your employees’ development boosts retention and engagement.

• Reflect on team performance across the year - what went well, and where are the gaps?

• Start gathering feedback, patient data, or performance metrics.

• Encourage staff to think about their own development goals ahead of review time.

9. Plan safe and inclusive end-of-year celebrations

While it’s important to celebrate achievements, end-of-year functions can bring risks if not managed well. These celebrations should be fun, but professional boundaries must still apply.

• Remind staff of your workplace behaviour and alcohol policies in advance of events.

• Consider dietary needs, cultural diversity, and inclusion when planning.

• Set clear expectations around conduct, especially if alcohol is involved.

10. Say Thank You

Finally, don’t forget to acknowledge the efforts of your team as the year draws to a close. Good culture attracts good people.

• Organise a thank-you lunch or small celebration.

• Recognise individual and team achievements over the past year.

• Even a simple gesture can go a long way to showing appreciation.

Wrapping Up on the Right Note

Taking some time to run through this checklist could be the difference between a chaotic start to the new year and a confident one. While the end-of-year break is a chance to rest, it also offers a valuable pause to reflect, reset and realign.

Whether you’re closing your doors completely for a time or operating at reduced hours, preparation is key. Tick off these ten tasks and you’ll be setting your Practice up for a productive and positive 2026.