By involving the entire team, you make taking breaks part of the culture along with supporting and being generous with each other. For small teams, granting PTO requests while maintaining an effective workforce is a big challenge, especially around federal holidays like Thanksgiving and Christmas as well as other religious holidays like Hannukah. $("span.current-site").html("SHRM China "); It can cause no symptoms, some symptoms, serious illness . This power move does two things: One, it communicates that taking a vacation is okay and two, it reinforces that your company prioritizes employee wellness. With nowhere to go and much to adjust to, most people have cancelled not only their travel reservations but their time off as well. Why You Need to Encourage Employees to Use Their Vacation Time The current crisis is creating more urgency and more work. Harvards Leslie Perlow showed how consultants at Boston Consulting Group made significant progress in job satisfaction, work-life balance, and collaboration and effectiveness by taking predictable time off from their cell phones while ensuring that their work is covered by a fellow team member during that time. But if youre always putting in extra time because that project needs to be on timeor because theres too much work left over from last weekthen this will send the message that its okay for them not to take any personal days and just keep going without sleep or relaxation. Being transparent about leave policies allows individuals to consciously weigh trade-offs and enables everyone to operate from the same set of principles. We really want our employees to take their leave its yours to take and we hope you enjoy it. (Campaign Monitor,2019) 3. var temp_style = document.createElement('style'); There's more to PTO than making adjustments at the end of the year. Here's how you can encourage your employees to take their vacation time this year, even if it's only a staycation: Set an example. To minimize employees' lost days, 24 percent of companies are planning to increase carryover limits. Organizations that utilize a use it or lose it PTO approach may find HR overwhelmed by this careful balancing act during the holiday season. If workers take 29% less vacation for the entire year, this translates into about $60B in additional accrued PTO liability. Especially amid uncertainty, many people might not feel secure about their jobs and will require extra encouragement from their managers before trusting theyre safe while getting some respite. Step 3 - Create your direction to take annual leave due to an excessive leave balance letter . "In the middle of a global pandemic? What you say is less important than what you do. HR leaders should also train managers on vacation policies, and encourage employees to speak to HR if they have concerns about taking time off. Many HR professionals report that they've struggled with how to address this trend because vacation is such a sensitive topic. Several of my clients executives and managers, along with their human resource partners are increasingly seeking guidance on how to unplug and recharge and encourage their employees to do the same. It outlines the employee's intended days off and their plan for coverage at work. I am reaching out because the recruitment department needs your help! It doesn't have to be outside their home, where they can get infected, but within the boundaries of their home where they can bond with one another. You have successfully saved this page as a bookmark. It's considered best practice for companies to make their PTO policies easily accessible for all employees, ideally in a comprehensive Culture Guide. This combination pushed the company to send an e-mail to its 600 employees last month asking each of them to take five days of vacation before the end of August, said Steve Pemberton, chief human . [company] is committed to ensuring that employees make the most of their allotted PTO, so please coordinate with your manager or supervisor to utilize this policy. Research shows the benefits of vacations to employee productivity and the economy both of which are currently under threat. Please log in as a SHRM member. How Will the Anti-Work Movement Impact Businesses? There are many positive benefits of taking vacation time. 26+ SAMPLE Forced and Mandatory Leave Templates in PDF | MS Word Set email communication a part of your corporate image . Unused vacations have cost U.S. businesses $224 billion a year. }); if($('.container-footer').length > 1){ As a leader or HR professional, navigating how to go about asking employees to use their paid-time-off during these times can be a challenging task. I suggested that she take a few long weekends and do local explorations. Suddenly, a majority of people within an organization want to take time off. 7 Reasons to encourage employees to take time off If there arent any available at your company yet but would like something similar instead then consider adding an incentive program where each employee receives points based on how many hours they worked each week which can then be redeemed at the end of each month towards goods or services such as gym memberships or other activities outside work hours. So it becomes your responsibility to motivate such employees sometimes to take vacation leaves for a few days, and to help you create the appropriate letter for that, I have written some sample letters which you can refer to. The Laurel, Del.-based insurance agency has a "use it or lose it" policy and didn't want its 38 employees to forgo paid time off (PTO), even if they couldn't get away to their usual vacation haunts due to the pandemic. Vacation Policy - 11+ Examples, Format, Pdf | Examples Providing transparency into where all your projects stand helps put everyone . Additionally, employees will become more conscious of scheduling their breaks. Use the following template to remind employees to check their PTO status before the end of the year: As we approach the end of the year, now is the time to check your PTO status to determine if you need to take any time off before your benefit resets. As Limeades CEO Henry Albrecht stated in my survey, Share the rules, show care, model the behaviors, and trust people to do the right thing.. If you have any questions about your leave balance, or how to reschedule your leave, please reach out to your manager. However, in the retail industry, the final two months of every year are almost always the busiest. We showcase this by offering our employees unlimited PTO. Find the latest news and members-only resources that can help employers navigate in an uncertain economy. How to Encourage Your Team to Use Employee Vacation Time 1. Meanwhile, vacation requests fell roughly 50 percent during the initial months of the pandemic. At this time I am proudly able to announce the reopening of Our Business on June 05, 2020. Employees need to feel that their organization understands work-life balance and that they are encouraged to take time away from the office. You may be doing a great job as a manager, but are you showing your employees how to be good managers? An example of this could simply be sending a calendar invitation via email to remind your employees that you will be out of the office. Its not just our commute times that have been co-opted but also our vacations. Please do not hesitate to reach out with any questions or concernsI look forward to hearing from you soon!. The best approach is a mandatory vacation set at a company-wide level. We are so happy to have you back at the Sunshine House. Yet, few employees feel comfortable taking the time off they need, especially as travel plans and other vacations are cancelled. [Include Template 4] Thanks, Your HR Team TEMPLATE 4: Managers Team Involvement (Every 6 months) Hello Team! The best way for employers to encourage employees to use their time off wisely is by creating these days themselvesnot just for their own benefit but also for those who enjoy working at home or remotely from home offices. Members can get help with HR questions via phone, chat or email. This can help managers optimize workload delegation. Others are more likely to follow when company policies express and your behaviors demonstrate what you most value. In this section, we show how Timetastic, our staff leave app, helps your team take their holidays throughout the year. "Then you know what they have planned, and you can encourage them to follow up on it and take the time off.". Part time employees accrue vacation on a pro-rated basis. It contributes to a great company culture. This policy is based on mutual trust . If you have any questions, please contact [contact]. "Encourage To Take Vacation" Letter to Employee: 4 Templates hbspt.cta._relativeUrls=true;hbspt.cta.load(131307, '070b3b46-9e86-40d1-85c0-17bd895480dc', {"useNewLoader":"true","region":"na1"}); Crafting and following a comprehensive onboarding checklist ensures a consistent, As the cost of living continues to rise around the country, many employeesespecially HR professionals play an indispensable role within an organization. var currentUrl = window.location.href.toLowerCase(); Review this collection of common PTO questions and answers or watch the embedded HR Party of One video below to prepare accordingly. }); if($('.container-footer').length > 1){ Thank you for being a great leader. $('.container-footer').first().hide(); We have noticed that you have been working tirelessly for a long time without taking any type of leaves. One of the most important things you can do to ensure that your employees are able to enjoy their time off is to create company holidays. But, according to Balsamiq founder Giacomo Guilizzoni, "It instills an opposite kind of guilt: If I don't take my 20 days I will set a bad example for my team." Make unlimited vacation time work As health officials urge everyone to stay close to home and limit contact with people outside their households during the winter holidays to stop the spread of the coronavirus, many workers are reluctant to use their PTOeven after they postponed summer vacation plans. One of the things employers can do to encourage PTO is to reduce meetings, which allows employees to have a clear schedule and take time off without fear of missing out on work information or opportunities, some experts say. Improving the quality of your break room gives employees the feeling that they are a valuable asset to the company and their overall happiness is essential. someone who can approve or decline leave requests) logs into Timetastic, they can see the remaining leave allowances for everyone on the team. To help employees feel comfortable taking time off, its important to set up an out-of-office reply that promotes relaxation. Keep your communication and expectations open and transparent. The SHRM Blog does not accept solicitation for guest posts. For some companies, this situation might not prove difficult whatsoeverit's entirely possible that November and December are slow periods for plenty of employers. For many employees, working from home has led them to pour more time and effort into their jobs without realizing it. Sometimes we all need to take some time off and do something completely unproductive. If you havent taken a vacation yet this year, I hope youll consider taking some time off soon. Here are some ways you can encourage employees to step away from their devices: Sometimes employees hesitate to take time off because they feel they will be distracted from getting all work-related emails and then having to reply to them instantly. For more info on handling staff leave, check out our articles on: Our customers tell us what makes them tick. Its time to make it a habit for your employees to unplug from work often, taking into account their mental well-being. (Campaign Monitor,2019) Add an eye-catching subject line and body. Model time away, standardize. Help staff ease back into work after their leave. 3. You can do this by offering the following: When you work for a company, you probably know that taking time off is good for your health and well-being. 3) who you are leaving in charge of any project should an emergency or immediate question arise. Ask employees to create a vacation plan and mark the due date for filing leaves on their calendars. 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By providing a modest assortment of refreshments, snack options, and kitchen appliances, you'll make sure your employees feel like a critical part of the team. Please enable scripts and reload this page. Start your free one-month trial today. If taking time off is hard for your employees, there are alternatives that you can consider. Note: This is what it looks like when you book a holiday using our mobile app. They worry that workers' reluctance to take time off is only adding to the anxiety, stress and other mental health problems caused by COVID-19 and the recession. You should send employees monthly reminders about how much time off they have available for use in the following year. Accelerate your career with Harvard ManageMentor. Talk through these fears and encourage them to use vacation time to spend more time with their families or to lay by the pool as a way to relax and unwind. Welcome Back to Work Letter and Email Examples - The Balance Careers Encouraging Employees to Utilize Paid Time Off During a Pandemic You must provide the employee with notice that you require them to take annual leave, in line with the . They considered creating a vacation bank that would accept donations of employees' unused PTO that could be tapped by colleagues facing extraordinary circumstances, but that was found to be too complicated to administer. For example, if you are going on vacation next week but want to respond to emails while youre gone, consider using an auto-reply that says something like: I am currently out of the office on vacation until July 1st. Down time is likely to be devoted to supporting good mental health rather than recreation or travel. 3 templates for reminding your employees to take annual leave Template #1: Reminding your employee that the end of the year's approaching and their holiday time doesn't carry over Template #2: Informing your employee that they missed the cut-off for taking their leave (and explaining how your carry-over policy works) Dear [RECIPIENT'S NAME], Virtual & Washington, DC | February 26-28, 2023. Sample Welcome Back Letter From Sick Leave. $('.container-footer').first().hide(); One of the best ways for managers to encourage their staff to take time off is by taking PTO themselves. This includes ensuring everyone takes their allotted time off and fostering a culture that doesn't make people feel hesitant to take their vacation days. Thats why its a good idea to keep your team updated on how much leave they have and the last time they took a break. Wed like to avoid you losing your hard-earned time off. You should also include any rules on how many people from a team/the organisation can be away simultaneously. Here are five reasons to encourage your employees to take a vacation. if(currentUrl.indexOf("/about-shrm/pages/shrm-china.aspx") > -1) { Through a combination of this survey data and individual coaching conversations, here are six strategies for managers on how to approach vacations when so much of the workforce is working from home. Steve Pemberton, chief human resources officer at the company, which is co-headquartered in Dublin, Ireland, and Framingham, Mass. If there is a negative narrative presented from either HR or management, employees will be fearful of requesting any time off. If you miss the odd day, the world won't implode, but if people don't know you're away for a few weeks and they don't know exactly when you'll be back, or who they can contact in your place, you're going to have some unhappy clients or customers. This could include switching from an accrual bank or lump sum benefit to unlimited PTO, which eliminates the risk of expensive year-end payouts for unused vacation days. For further queries, you can reach our management department at [mention phone number] or directly through an email [mention email address]. To request permission for specific items, click on the reuse permissions button on the page where you find the item. Adjust Job Requirements to Allow for Stress-Free PTO. "Employees may wonder what to do with a week off all at once, so encourage them to take a long weekend, or even a day in the middle of the busy workweek, for a few weeks in a row to lighten their workload," Winn said. Summary. This allows your employees to start thinking of dates they might like to request off. As of [DD/MM/YY], you have an annual leave balance of [X DAYS /X HOURS]. How To Encourage Employees To Take Time Off And Recharge - Forbes The center, which provides counseling services to women with unplanned pregnancies, depends on volunteers to help carry out its mission. For example, include information about the notice required in advance of a holiday and how much notice is required to refuse a holiday request. Noticing that managers are deluding themselves about their own and team members productivity, I surveyed clients and heard back from 20 of them in companies ranging from startups to Fortune 30 and universities located across the U.S. People will be scared and caring about their health and source of income. Second, you also get Timetastics Firewire, which is sent out quarterly to you and any department managers you have on your team. Shift your organizations expectations from what youd do on a traditional vacation or even a staycation to envision creative ways to relax using resources lying in plain sight. For example, one of my direct reports said she was not going to use her vacation as she did not have any plans. Tip#2: Be friendly. If this is the case, HR should consider the following questions when auditing their time-off policy: To learn more about communicating these updates, use the template inthis BerniePortal resource. We need to refuel early and often. When the economy is unstable, employers are faced with difficult decisions around staffing, pay and benefits. On his next half day off, he plans to go for a bike ride and camp on his deck with his daughters. When Crystal Brown-Tatum, a human resources manager at Dallas Summer Musicals, noticed that her staff members were accruing more paid time off (PTO) during the pandemic than they would be able to roll over in 2021, she sent out a list of road trips for employees to consider taking. Please log in as a SHRM member before saving bookmarks. If we take time away from work to recharge and reconnect with loved ones, we can return to work ready to approach our work with energy and purpose. Subject Line: Please join us as we re-open our doors on June 05, 2020. When you set these types of expectations, your team plans ahead and you don't have to get in the middle and manage everyone's schedules. How HR Can Remind Employees to Use PTO Benefits Before - BerniePortal Be happy when employees book time off. Guide To Vacation Leave Letters: Definition, Template and Sample This allows HR to properly plan work schedules and project deadlines around planned employee absences. Plus, you want to give them an easy way to book time off, so they dont need to jump through hoops or read the fine print of a complicated leave request policy just to take a holiday. Sending it in the morning leaves time for your coworkers to get any clarification before you leave. What Is the Pregnant Workers Fairness Act (PWFA). However, when a manager (i.e. For example, from February to June, employees' risk for developing depressive disorders surged 54 percent while the risk of general anxiety jumped 41 percent, according to Total Brain, a San Francisco-based provider of mental health services. As a result, other team members will see that using time off is acceptable, and they will feel they can . They dont solve the root of your problem, which is finding out who on your team hasnt taken leave and giving your team a really easy way to book their holiday. When anyone on your team logs into Timetastic, theyll see their Wallchart: Their Wallchart tells them who has approved time off on the calendar, along with their own leave balance, so they can see how much leave they still have left to use. Leaders can show employees they value this by taking time off themselves. Learn how SHRM Certification can accelerate your career growth by earning a SHRM-CP or SHRM-SCP. First, when you use Timetastic, you get access to your teams Burnout Board. else if(currentUrl.indexOf("/about-shrm/pages/shrm-mena.aspx") > -1) { This helps reduce the risk of burnout, and it helps reduce any stress your team may feel as the year comes to a close and everyone on your staff is trying not to lose their holiday time. SHRM Employment Law & Compliance Conference, Steve Pemberton, chief human resources officer at the, How to Encourage Employees to Take Vacation, New OSHA Guidance Clarifies Return-to-Work Expectations, Trump Suspends New H-1B Visas Through 2020, Faking COVID-19 Illness Can Have Serious Consequences, UK: Employee Who Refused to Wear a Face Mask Fairly Dismissed, New York Rolls Out 12-Week Paid Parental Leave Policy for State Workers. Find the latest news and members-only resources that can help employers navigate in an uncertain economy. Each and every employee of an organization work hard day and night every single day to produce the exact results that the corporation wants and make sure that the reputation of the organization always remains clean and only achievements are what that the organization gets. 5 Ways to Persuade Employees to Take Vacation Before They Burnout You will need to demonstrate through your own actions that youre serious about time off. Returning To Work After Vacation [8 Tips and Email Examples] - BambooHR "They were very relieved [by the change in policy], and we are trying to reward them as much as possible for their work.". All PTO requests and approvals will be tracked using [system]. Helping to Minimize Lost Days Of this total, $210B was used and $155B was unused. We send two emails per month max. Please note that all such forms and policies should be reviewed by your legal counsel for compliance with applicable law, and should be modified to suit your organizations culture, industry, and practices. Ease the numbness induced with back-to-back video calls and a long to-do list by reinventing vacations and time off, and encouraging your team to do the same. The company sent employees reminders to start planning their vacation schedules, with few responses. ". HBR Learnings online leadership training helps you hone your skills with courses like Team Management. How You Can Encourage Your Employees to Take Annual Leave - A Job Thing 14 Tips For Encouraging Employees To Take Time Off - Forbes Vacation Request Email to Boss Sample: 4 Examples Holiday Request Letter to Manager: 4 Templates Annual Leave Letter: 4 Templates Leave Extension Letter Example: 4 Templates Holiday Request Letter example: 4 Templates Engineer Farewell Letter: 28 templates Leave of Absence Letter Template: 4 Emails Leave Application Confirmation Letter: 4 Templates "It is important for all of us to step away from time to time and come back to work refreshed and revitalized," Chancellor Rebecca Blank says. Some organizations, such as the Assure Women's Center in Omaha, Neb., opted to let employees carry over more vacation time. Tip#3: Be sure to use the word "because" when explaining your reasons. Employees may be weary because they dont want to appear unwilling to work for fear of losing their jobs or being furloughed. More employees began requesting vacations in June, but they pulled back again in mid-July July as virus cases roared back, according to Zenefits, a San Francisco-based benefits provider. else if(currentUrl.indexOf("/about-shrm/pages/shrm-mena.aspx") > -1) { These Three Words Describe Me in The Best Way. How does your company handle end-of-year time off requests? According to WorldatWork, about $365B of PTO was accrued in 2019 across all companies and organizations in the US. Be Happy to Help: You need to encourage staff members to use their PTO. Leave request email template. When you run a small business, it's hard to compete with the big guys in winning the war for talent. To all employees: COVID-19 is unpredictable. Ensure youre clear about your organizations current time-off policy and communicate it to your team. Downloadable (with restrictions)! Employees who take time off come to work with a positive mindset and charged to take on challenges. This letter is to inform you on behalf of the company [mention the name of the company or the organization for which the letter is being written] that I, the [mention designation of the sender] of [mention name of the department], would like to encourage you, as our employee, to take a small leave for some days from your work. Everyone needs time off work. Company culture has to promote self-care and wellness for the employees. I will be back at work on [DATE]. Here's How to Encourage Employees to Take PTO - SHRM These employee thank you letters are a perfect way to show the company's gratitude to some employees or even peers for their hard work and effort, as well as their accomplishment to a project. The PMQ teaches managers to lead effectively, giving HR more time to meet the demands of the workplace. When employees know that you value their time off and take it seriously, theyll be more likely to see the importance of taking time off themselves. Marketing | Branding | Blogging. Policy brief & purpose. "It's not necessarily time off, but we encourage our people on no-meeting days to do that extra load of laundry or have . Ask team members where they can share responsibilities and cover for each other so they can rotate times off without stopping work. Please purchase a SHRM membership before saving bookmarks. Written by All of my survey participants said it was important to take time off, but many were personally reluctant to unplug. Working from home doesnt mean working all the time. Companies need to ensure that they consider the rights and benefits of the employees whenever certain policies are planned, created and developed. Employees should clearly understand your organization's vacation policy. A policy that is clear and available to all shows that you, as the employer, value the importance of vacation time for employees. To solve this problem, you can use Timetastic as your staff leave app. Please log in as a SHRM member before saving bookmarks. If you sense that your employee is stressed out and just not telling you,. They can use that time as a mini-weekend getaway with their friends or family. Drew Gieseke Subject: letter to encourage employees to take vacations. 2. Then encourage employees to incorporate those activities into their daily routine so they dont forget about them. The best way to encourage employees is by setting an example yourself. It was hard for all survey respondents to know what to do with an extended vacation of more than a week. Consider providing informal time off, increasing caps on maximum vacation accrual, and encouraging people to take breaks. Build a better team and achieve more of what matters. Unsubscribe anytime.