If you have any questions about your leave balance, or how to reschedule your leave, please reach out to your manager. Set the example for your employees Discuss the days you will be taking off and encourage your team to do the same. temp_style.textContent = '.ms-rtestate-field > p:first-child.is-empty.d-none, .ms-rtestate-field > .fltter .is-empty.d-none, .ZWSC-cleaned.is-empty.d-none {display:block !important;}'; Please log in as a SHRM member. Team members of some of my clients try things theyve never done, just to infuse novelty such as sketching or singing. It's also important to clearly indicate who approves someone's holiday requests. Sabina Nawaz. Thank you for being a great leader. "I would encourage every employee to take the time off that they are entitled to and deserve." Employees are also reminded of the upcoming deadlines to use personal holiday hours or vacation carryover. HR and managers may find that employees have questions about their time-off benefits throughout the year, including if they can use PTO during their two weeks notice and if employers have the right to turn down time-off requests. The request is automatically sent to the right person usually their direct manager, but this can be anyone you want in charge of reviewing holiday requests. Once the request is approved, the company Wallchart is updated so everyone can see that new time off has been added to the company calendar. Change the Way PTO is Discussed in Your Office. Please enter the text you see in the image below: SHRM provides content as a service to its readers and members. Note: This is what it looks like when you book a holiday using our mobile app. You have always been a very loyal, hard-working, and passionate employee of our team (mention the details), and you have worked for a long time without taking any type of leaves. Here are a few samples to help you draft the perfect vacation request letter. We know that not everyone feels comfortable taking time off work, but trust me: its worth it! Your Burnout Board highlights who on your team is overdue for a break: Your Burnout Board tells you how much time off someone has left to use, when the last time they took a day off was, and if they have any bookings coming up. Essentially, we reduce the individual reps sales goal for the month by a ratio equivalent to the number of days off. Many HR professionals across the country are struggling with how to convince employees to take vacation. Subject Line: Please join us as we re-open our doors on June 05, 2020. 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. At Workhuman, surveys showed that employee stress was on the rise and vacation requests were running below 2019 levels. It's hard to strike the right balance between informing staff of the facts and sharing the protective measures your business is taking without sowing fear or anxiety . ". Establish firm availability boundaries for yourself and share what you did during your time off. I will be traveling to visit my parents/taking family vacation time. 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. if(currentUrl.indexOf("/about-shrm/pages/shrm-china.aspx") > -1) { However, while the number of hours worked is soaring, peoples capacity to focus and produce quality work is diving. Energise your workforce. Please enable scripts and reload this page. 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. I've included a sample email template to send to your team today. This policy is based on mutual trust . The reason for this leave request is purely due to medical reasons. Why it's in your interest for staff to take leave. 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. A company's leaders ultimately need to set the tone for the company's vacation policy. The point is, you now have the information on hand. Use imagery around the office. These include [dates]. Second, you also get Timetastics Firewire, which is sent out quarterly to you and any department managers you have on your team. Not to mention that according to SHRM, when employees take PTO, theyre often more productive and exhibit lower stress and better mental health. Ask team members where they can share responsibilities and cover for each other so they can rotate times off without stopping work. 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. Her complaint wasnt about working in quarantine per se, but about her frantic pace and static productivity. 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. Asking employees to take a mandatory leave of absence can give both the employer and employee time to evaluate. Dear [Name of Manager], I would like to request for one week of leave from [DATE] to [DATE]. But how can they do that if they dont know how to disconnect from work? $("span.current-site").html("SHRM MENA "); Encourage Employees to Take Vacation with a Mindful Vacation Policy An effective employee vacation policy isn't just about the accrual of leave balances and the scheduling of vacations. Employees who take regular time off are less stressed, less likely to burn out, and better equipped to find solutions when problems arise. Timetastic helps make that a reality by giving your team an easy way to see their leave balance, check the companys time off calendar, and book their holiday request. The next big thing to solve is making sure your team has the tools to book their holiday. "Managers who meet with their staff prior to them taking PTO can brainstorm with them about who in the company is best to take over each task, project or client while they're out," Handrick said. var currentUrl = window.location.href.toLowerCase(); We need to refuel early and often. You might need to provide extra flexibility. 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. This is the same information in the Burnout Board, but its sent directly to you, so you dont risk overlooking it. Many HR professionals report that they've struggled with how to address this trend because vacation is such a sensitive topic. Project: Time Off's study found that employees who take all of their vacation time increase their chances of getting promoted and getting a raise by 6.5 percent, compared with people who. Research shows the benefits of vacations to employee productivity and the economy both of which are currently under threat. HBR Learnings online leadership training helps you hone your skills with courses like Team Management. (Campaign Monitor,2019) Add an eye-catching subject line and body. Tami Wolownik, human resources head at Siemens Mobility, North America, a transportation consulting firm in Alpharetta, Ga., suggests that managers encourage employees to take a day or two off to . Limit the rollover of unused paid leave days. "Make it mandatory," says Profico. To help businesses, Paycor is offering businesses a sample communication letter sharing your vaccination policy. Here are six strategies on how managers can approach vacations when so much of the workforce is working from home. 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. This is just a friendly reminder that, as of [DD/MM/YY], you have a remaining leave balance of [X DAYS / X HOURS]. To give the company time to finalize schedules, team members are expected to submit requests by [date] through [communication method]. Drew Gieseke Here are five ways to encourage your employees to take a holiday leave: 1. There are many positive benefits of taking vacation time. Being transparent about leave policies allows individuals to consciously weigh trade-offs and enables everyone to operate from the same set of principles. But do your employees? Ensure youre clear about your organizations current time-off policy and communicate it to your team. 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. Your session has expired. When the economy is unstable, employers are faced with difficult decisions around staffing, pay and benefits. On his half day off, one of my clients created a bouquet for his wife from his garden, repaired a bicycle, and read a book that had been sitting on his shelf for a decade. And if most of your team waits until the end of the year to take their leave, youll struggle to accommodate everyone and end up with an unhappy team, wasted time off, or too much carry-over into the next year. You should also include any rules on how many people from a team/the organisation can be away simultaneously. 2. 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. Sample Welcome Back Letter From Sick Leave. Earn badges to share on LinkedIn and your resume. **Note to employees who are projected to have annual leave that otherwise would be subject to forfeiture (See the bottom section for more information about this process.). temp_style.textContent = '.ms-rtestate-field > p:first-child.is-empty.d-none, .ms-rtestate-field > .fltter .is-empty.d-none, .ZWSC-cleaned.is-empty.d-none {display:block !important;}'; It was hard for all survey respondents to know what to do with an extended vacation of more than a week. All of my survey participants said it was important to take time off, but many were personally reluctant to unplug. Select a Friday on the calendar and announce that the company will be giving everyone a paid day off. This isn't unusual. Here are 12 ways you can proactively encourage employees to take time off work: Contents hide 1 Encourage Employees to Take a Digital Detox 2 Remind Employees about the Benefits of Taking Time Off 3 Do What You Preach 4 Make it a Habit to Unplug from Work Often 5 Create Company Holidays 6 Show Employees that Work-life Balance is Important According to WorldatWork, about $365B of PTO was accrued in 2019 across all companies and organizations in the US. As of [DD/MM/YY], you have an annual leave balance of [X DAYS /X HOURS]. Here are five reasons to encourage your employees to take a vacation. When working from home, encourage your employees to consider vacations as tools for focused family time, caregiving, and self-care. 1. When was the last time you used your PTO to take a vacation? To all employees: COVID-19 is unpredictable. If you can, make a notice as early as 2 months before the actual leave.This will make you look responsible and a good planner. Please do not hesitate to reach out with any questions or concernsI look forward to hearing from you soon!. The nation's workers also eschew lunch to work longer. "In the middle of a global pandemic? Build specialized knowledge and expand your influence by earning a SHRM Specialty Credential. Helping Startups/ It Companies/ and Small Businesses to Enhance Their Business Through Branding and Marketing Ideas. This request is due to [provide reason/s]. Thats why we have an annual leave policyto help you take care of yourself so that youre ready to go when it comes time to come back! In an age where 24/7 connectivity and increasing workloads are the norms, it can be hard for employees to take time off. In fact, 62% of American workers say they eat lunch at their desks. When the economy is unstable, employers are faced with difficult decisions around staffing, pay and benefits. We help you make things easy for everyone by giving you two things in this article: Lets be honest: You shouldnt really need letter templates. "When managers are intentional about making time for themselves during the dayblocking time to eat lunch, regularly scheduled personal development, being strict with their work and nonwork hourstheir teams have followed suit," Winn said. To recap, here's how to ask for time off: Tip#1: Send a vacation request email weeks in advance. Now that there is a boundary, people want to take time off, she explained. Many volunteers have been reluctant to go to the center amid the pandemic, which made it difficult for the 43 employees to take time off. For additional queries, you can reach our department of [Mention the details] at [mention phone number] or directly through an email at [mention the email address]. Review this collection of common PTO questions and answers or watch the embedded HR Party of One video below to prepare accordingly. Dear Dean, Welcome back! Additionally, employees will become more conscious of scheduling their breaks. (Campaign Monitor,2019) 3. When people arent taking their leave, it can be for several reasons, including: Thankfully, there is a better way using a staff leave app that makes it easy for you to see who needs a holiday and makes it easier for them to book it. Sometimes we all need to take some time off and do something completely unproductive. Teams are feeling exhausted, work demands are on the rise, and more and more time is devoted to work instead of ourselves. For many employees, working from home has led them to pour more time and effort into their jobs without realizing it. var currentLocation = getCookie("SHRM_Core_CurrentUser_LocationID"); Restored leave still remaining to the employee's credit at the end of this period will be forfeited without the right to further restoration. Organizations that utilize a use it or lose it PTO approach may find HR overwhelmed by this careful balancing act during the holiday season. Annual allotment vs. accrual bank vs. unlimited? 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. For example, include information about the notice required in advance of a holiday and how much notice is required to refuse a holiday request. On his next half day off, he plans to go for a bike ride and camp on his deck with his daughters. var temp_style = document.createElement('style'); } Here are five tactics that can make a difference: 1. So why not encourage your employees to try scheduling an extra day off on a Friday or Monday once in a while? Working from home doesnt mean working all the time. Does the organization pay out unused time off? How to Encourage Your Team to Use Employee Vacation Time 1. 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. To get all of HBRs content delivered to your inbox, sign up for the Daily Alert newsletter. We strongly recommend taking vacation time during this pandemic. To solve this problem, you can use Timetastic as your staff leave app. We are keen to hear your thoughts on the best way to motivate everyone in the workplace to get involved with our drive to be more energy efficient. Help staff ease back into work after their leave. By intentionally taking time off and fully disconnected from work, I signal to others that it's okay to do the same. Tami Wolownik, human resources head at Siemens Mobility, North America, a transportation consulting firm in Alpharetta, Ga., suggests that managers encourage employees to take a day or two off to focus on family; provide caregiving; volunteer; engage in self-care and hobbies; or do traditional holiday activities such as wrapping presents, decorating their homes or baking cookies. }); if($('.container-footer').length > 1){ She also suggested that employees reduce their workweek by taking a Friday or Monday off each week until the end of the year. 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. var currentLocation = getCookie("SHRM_Core_CurrentUser_LocationID"); This is especially helpful in getting high performers or those gunning for a promotion to take vacation time. 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. "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. You have been a hard-working and sincere employee to our team; you have worked for so long without taking any half-day or leave. Here are a few sample vacation request emails and a reminder email draft to help you get started: 1. This allows HR to properly plan work schedules and project deadlines around planned employee absences. Consider providing informal time off, increasing caps on maximum vacation accrual, and encouraging people to take breaks. 0-5 years of service - [days] PTO days each year for exempt employees; [days] PTO days each year for nonexempt employees. You know who hasnt taken enough time off, and you dont have to trawl through spreadsheets to find out, since its delivered directly to you. They can do this through their browser or through our mobile app anytime they want. Sales teams are notorious for not taking PTO; this is in part because of the ongoing nature of the work and in part because taking time off can be expensive if you miss on commission.