Employment Planning Matters for Livery Yards

Running a livery yard brings immense satisfaction and plenty of responsibilities.

One critical area that often gets overlooked is employment.
Whether you’re adjusting your business setup or bringing in additional help, having a clear employment plan is essential from the start.

Understanding Your Staffing Needs

Before taking on any staff, it’s important to be clear about exactly what your yard needs. For example:

• Do you require full-time employees, part-time help, or just ad-hoc cover?
• Will the tasks they perform remain the same day-to-day, or will their responsibilities vary?
• Are there likely to be seasonal fluctuations that affect the workload or working pattern?

Considering these questions in advance will help you identify the right type of staff for your yard, plan for any changes in demand, and determine the most appropriate employment arrangements from the outset.

Monitoring and Organising Your Staff

Properly managing staff goes beyond simply employing them, it’s about keeping everything organised and transparent. Make sure you accurately record hours worked and plan rotas or working patterns well in advance, particularly if these are likely to change due to seasonal demands or varying workloads.

Having a clear process in place for staff to request changes, such as time off, helps prevent confusion, ensures fairness, and maintains smooth day-to-day operations on the yard.

Being organised in this way not only protects your business but also supports a positive working environment for your team.

Employing Staff Compliantly

When it comes to hiring, it’s important to understand that there are different types of employment arrangements, and each comes with its own set of rights and responsibilities for both you and your worker.

Options can include:

• full-time or part-time employment
• casual or ad-hoc work
• self-employed contractors
• apprentices, and:
• volunteers

Each category is treated differently under employment law, affecting pay, tax, insurance, and workplace rights.

Getting this right from the start not only keeps your yard legally compliant but also helps build clear expectations and a fair working relationship with your staff.

Beware of False Self-Employment

It can be tempting to take on casual staff or freelancers to cover short periods or unpredictable workloads, especially when you can’t guarantee consistent hours. However, it’s crucial to decide from day one what their employment status should be.

Many grooms and other equestrian professionals are classified as self-employed when, in reality, they meet the criteria to be employed.

Misclassifying staff not only leaves them without proper rights and protections but can also expose your yard to significant legal and financial risks. Setting employment status correctly from the start protects both your business and your team, and ensures everyone knows where they stand.

Hidden Costs of Employment

When planning staffing, it’s important to think beyond the basic wage. Employing staff can bring a range of additional costs that are easy to overlook, such as work clothing, equipment, and protective gear; training requirements like first aid or safeguarding; plus the time or administrative effort needed to manage payroll, tax, and other compliance tasks.

Even the time spent supervising and onboarding new or temporary staff represents a real cost. Considering these factors upfront helps ensure your budget and service prices reflect the true cost of employing reliable people.

Why Getting It Right Matters

The penalties for non-compliance can be steep. Not to mention the stress of legal or reputational fallout. But clarity in employment practices also pays off in reliability. Properly employed staff tend to be more committed, consistent, and invested in your business’s long-term success.

Getting Help and Support

Employment planning may feel like a chore but investing time into it now will save stress, cut costs, and help build a solid foundation for your yard’s future.

By considering all the costs and obligations, and with the right support, you'll establish a workforce that supports your business reliably, and stands the test of time.

Engaging with professionals, like the EEA, early gives you confidence that your staffing model is legally compliant and sustainable.

About the author

Cheryl Johns, owner and founder of LiveryList and the Yard Owner Hub, is a qualified and experienced yard manager, marketing advisor and business consultant with experience across a range of industries. She works as a consultant for equestrian charities and organisations developing their understanding of the livery sector.

About LiveryList

Launched in 2011, LiveryList is the UK’s leading directory of equestrian establishments. In 2023 they launched the Yard Owner Hub, and industry leading and industry recognised resource for the owners of equestrian establishments.