Everyone needs time off work. How does your company handle end-of-year time off requests? To learn more about communicating these updates, use the template in, federal holidays like Thanksgiving and Christmas, human resources information system (HRIS), this collection of common PTO questions and answers. Pay attention to your email's header and the design of its body . 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. Managers might also consider reducing the number of meetings around the holidays, or making Mondays and Fridays meeting-free days from Thanksgiving until the end of the year to encourage employees to extend their weekends. Not to mention that according to SHRM, when employees take PTO, they're often more productive and exhibit lower stress and better mental health. We live in Virginia and many drives that are beautiful. "[Time off] is the most emotional benefit we have. Please log in as a SHRM member before saving bookmarks. 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. Subject Line: Please join us as we re-open our doors on June 05, 2020. Here are five tactics that can make a difference: 1. Employees who take regular time off are less stressed, less likely to burn out, and better equipped to find solutions when problems arise. If our content helps you to contend with coronavirus and other challenges, please consider subscribing to HBR. Because paid time off is offered optionally and at employers discretion, employers have the ability to block off periods of time when requests wont be approved (or will be approved in limited quantities or under special circumstances). The fear of being replaced or overlooked for projects or promotions is a potential factor preventing your employees from taking time off. 1) all the projects you recently finished or are currently working on. Consider the following scenarios HR may face during the holiday season: PTO tools with at-a-glance calendars allow for easier staffing decisions, but other employers still may want to audit and update their time off policy to save resources in the long run. Keep your communication and expectations open and transparent. 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 . These Three Words Describe Me in The Best Way. Dear Valued Customer, We are beyond grateful for your continued support and loyalty to our brand and services. For example, include information about the notice required in advance of a holiday and how much notice is required to refuse a holiday request. Accelerate your career with Harvard ManageMentor. What Is a Dependent Care FSA and How Does It Work? Many companies are encouraging employees to take off half days, a day in the middle of the week, or a Monday or Friday to extend the weekend. 2. 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 Is the PTO benefit still competitive with other employers in the industry? Start your free one-month trial today. 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. A subscription purchase is the best way to support the creation of these resources. How Will the Anti-Work Movement Impact Businesses? As of [DD/MM/YY], you have an annual leave balance of [X DAYS /X HOURS]. We encourage team members to take a minimum of 3 weeks (15 work days) of vacation time throughout the year, in addition to the holidays (bank, religious or otherwise) you choose to observe. The PTO issue finally began to resolve itself in mid-June when employees started returning to the office, said Jill Smith, the agency's operations manager. HR circular format for employees are very helpful in this situation. You may want your employees to feel like theyre getting enough sleep, eating well, and exercisingand also having fun! 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. } Managers, Encourage Your Team to Take Time Off. You will need to demonstrate through your own actions that youre serious about time off. Sabina Nawaz. 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. 2. Encourage employees to walk out of the office, turn off their cell phones, shut down the computer, focus on just themselves for at least a couple of hours and simply ask them to enjoy your time. This policy is based on mutual trust . First, when you use Timetastic, you get access to your teams Burnout Board. When you run a small business, it's hard to compete with the big guys in winning the war for talent. Helping to Minimize Lost Days Gain the intel you need now to successfully anticipate and navigate employment laws, stay compliant and mitigate legal risks. A company's leaders ultimately need to set the tone for the company's vacation policy. A vacation leave letter is a written request from employees to their company asking for approval for time off. You should send employees monthly reminders about how much time off they have available for use in the following year. Leaders can show employees they value this by taking time off themselves. Providing transparency into where all your projects stand helps put everyone . How can you encourage employees to take vacation days? Thats what we will discuss next. The nation's workers also eschew lunch to work longer. Download Employee Mandatory Vaccination Policy Letter Template. Please enter the text you see in the image below: SHRM provides content as a service to its readers and members. "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. It gives both the employee and employer time for review. This request is due to [provide reason/s]. Please purchase a SHRM membership before saving bookmarks. 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. You can use our sample leave of absence forms to encourage employees to take time off work. Thank you for going the extra mile. Tip#4: Ease any concerns about finishing your projects on time. The way leaders take a vacation is a signal for employees on vacation expectations. Encourage your staff to take the full amount of time allotted to enjoy themselves and come back refreshed for work. You want your employees to take a break from their work and enjoy the world outside. But encouraging your employees to use their time off is a win for you and for them. Its also important to provide employees with references to any government or health official guidance, so they can also take that into account. $(document).ready(function () { Even if our employees work from home, we ask when they are taking a 'vacation' even if it's a staycation. You don't need us to tell you that taking time off should reduce stress. Youll feel so much better when you get back than if you hadnt taken any time at all, and your coworkers will appreciate having someone healthy around them again! This is just a friendly reminder that, as of [DD/MM/YY], you have a remaining leave balance of [X DAYS / X HOURS]. What you say is less important than what you do. Overworked employees are unhappy, do not engage and do not contribute to a productive office environment. Part time employees accrue vacation on a pro-rated basis. By starting from a place of care and concern for your workforce you reinforce the maxim that people are your strongest asset and that youre there for them in good times and bad, regardless of their individual circumstances. Select a Friday on the calendar and announce that the company will be giving everyone a paid day off. Drew Gieseke For more info on handling staff leave, check out our articles on: Our customers tell us what makes them tick. For instance, you can declare a day off for the entire organization: One of my clients, analytics company, Sisense, has scheduled a monthly company-sponsored, company-wide self-care day, where nobody works. But ideally, no one will ever be on your Burnout Board. Finally, employers can simply remind employees to take their time off before the end of the year. Some employees might not even realize how much PTO they have accrued this year, so it's important for managers to let staff know how many PTO hours they have, especially if company policy limits the number of hours that can be rolled over to the next year. 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;}'; Employees need time to rest and enjoy themselves outside work. Thank you for a great year. Here are 12 ways you can proactively encourage employees to take time off work: Encourage employees to take a digital detox. Many HR professionals report that they've struggled with how to address this trend because vacation is such a sensitive topic. What is important is that they spend time with them, because they never know how long they have with their loved ones regardless if there is a pandemic. 10 Types of Leaves to Include in Your Leave Policy, How to Manage Remote Employees over Microsoft Teams. You can show them that work-life balance is important by: Employees are busy, and it can be easy to forget about the vacation days theyve accrued over the past year. I suggested that she take a few long weekends and do local explorations. Teams are feeling exhausted, work demands are on the rise, and more and more time is devoted to work instead of ourselves. "As employers, we have to be cognizant of the mental health impact that the pandemic is having," Pemberton said. $(document).ready(function () { Putting a cap on this important time doesn't help our effort to achieve high levels of employee satisfaction and productivity. Vacation leave letters may be addressed to your direct supervisor or the human resources department at your company. For some companies, this situation might not prove difficult whatsoeverit's entirely possible that November and December are slow periods for plenty of employers. "It's important for employers to say [to employees], 'We care about you,' " said Jackie Reinberg, North America consulting leader, absence, disability management and life, at London-based Willis Towers Watson. " That is why I would encourage employees to take days off by recommending they spend time with their families. Please enable scripts and reload this page. 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. 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. Here are a few samples to help you draft the perfect vacation request letter. "Make it mandatory," says Profico. 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. [Give a reason for sending the incorrect mail according to you in your own words, this is just an example given]. - John Lie-Nielsen, One Park Financial 5. This program has been very successful in encouraging actual vacation time, which helps our people come back well-rested and ready to continue on our mission. Instead, encourage your team to take shorter breaks more often an afternoon every week or a full day here and there. 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. Unfortunately, the time for booking your annual leave has passed. Be Happy to Help: You need to encourage staff members to use their PTO. } Neither members nor non-members may reproduce such samples in any other way (e.g., to republish in a book or use for a commercial purpose) without SHRMs permission. var currentLocation = getCookie("SHRM_Core_CurrentUser_LocationID"); Wed like to avoid you losing your hard-earned time off. Change the Way PTO is Discussed in Your Office. This person can then quickly approve or decline the request, with a full view of any potential holiday clashes in the app. To request permission for specific items, click on the reuse permissions button on the page where you find the item. Additionally, [company] has the right to identify blackout periods where PTO requests cannot be approved. Teams are feeling . There's more to PTO than making adjustments at the end of the year. Smith speculated that employees didn't see the point in taking time off when they were working from home just to stay at home. Members may download one copy of our sample forms and templates for your personal use within your organization. The reason for this leave request is purely due to medical reasons. 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. But if you dont use it by the end of the year, [DD/MM/YY], then your time off will reset for the new year. "People seem to say, 'I don't want to go to work today,' " she said, adding that the summer weather has also pushed people to use their PTO. 3. "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. We would be very happy to give some of the savings we achieve in reduced electricity costs back to you. 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. 0-5 years of service - [days] PTO days each year for exempt employees; [days] PTO days each year for nonexempt employees. In our company time off policy, it states that [X AMOUNT] of your annual leave will be carried over into the next year. She also suggested that employees reduce their workweek by taking a Friday or Monday off each week until the end of the year. 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. Marketing | Branding | Blogging. Another option is for HR to implement PTO blackout dates. The first step to dismissing any negative perceptions about taking time off is to reassure your employees that their jobs are safe. The PMQ teaches managers to lead effectively, giving HR more time to meet the demands of the workplace. 4. if(currentUrl.indexOf("/about-shrm/pages/shrm-china.aspx") > -1) { 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. Learn how SHRM Certification can accelerate your career growth by earning a SHRM-CP or SHRM-SCP. Dear [Name of Manager], I would like to request for one week of leave from [DATE] to [DATE]. Build specialized knowledge and expand your influence by earning a SHRM Specialty Credential. Here are a few sample vacation request emails and a reminder email draft to help you get started: 1. 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. This is the same information in the Burnout Board, but its sent directly to you, so you dont risk overlooking it. That's why it is so important to lead by example. Leaders can show employees they value this by taking time off themselves. 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. Due to the sluggish economy, employees hesitate to take time off, and/or do not disconnect 100% while on vacation, often checking in once a day or scanning emails.Failing to take vacation days can result in higher levels of stress and greater levels of disengagement at work. Your communication needs to include your companys stance on travel, any restrictions back at work if someone does leave town for example, a lab worker who must be on site after vacation and risks to public and personal safety. From dress code to time off, my team follows the tone set by the leader. Second, you also get Timetastics Firewire, which is sent out quarterly to you and any department managers you have on your team. part-a (to be filled up by. Tip#3: Be sure to use the word "because" when explaining your reasons. It contributes to a great company culture. 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. I'm saving my vacation time until Europe reopens!" My specific plans notwithstanding, my coworker's comments make sense. 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. Yet, few employees feel comfortable taking the time off they need, especially as travel plans and other vacations are cancelled. It is the most valued," Reinberg said. Dear Dean, Welcome back! In an age where 24/7 connectivity and increasing workloads are the norms, it can be hard for employees to take time off. Encouraging to take time off is one of the most important things that you can do for your employees. If you have any questions, please contact [contact]. Build a better team and achieve more of what matters. You might need to provide extra flexibility. We have noticed that you have been working tirelessly for a long time without taking any type of leaves. This allows HR to properly plan work schedules and project deadlines around planned employee absences. Tip#2: Be friendly. $("span.current-site").html("SHRM MENA "); HR leaders should also train managers on vacation policies, and encourage employees to speak to HR if they have concerns about taking time off. Even if your company doesnt offer paid time off, encouraging employees to put down their phones and computers for even just one day a week will be beneficial for their health and productivity. This allows your employees to start thinking of dates they might like to request off. However, in the retail industry, the final two months of every year are almost always the busiest. First, provide clarity about your time-off policy and any company, government, or health official guidelines and restrictions. 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. In these difficult times, weve made a number of our coronavirus articles free for all readers. Ensure youre clear about your organizations current time-off policy and communicate it to your team. Members can get help with HR questions via phone, chat or email. This letter is to inform you from [mention the name of the company or the organization for which the sender is writing this letter] that I, the [mention designation of the sender] of [mention name of the department], would like to encourage you to take a vacation from your work for some days. [Include Template 4] Thanks, Your HR Team TEMPLATE 4: Managers Team Involvement (Every 6 months) Hello Team! 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. 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. Use imagery around the office. 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 $("span.current-site").html("SHRM China "); 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. To get all of HBRs content delivered to your inbox, sign up for the Daily Alert newsletter. They influence President Biden signed the Pregnant Workers Fairness Act into law on December 29, 2022 BerniePortal is the all-in-one HR software solution at a fair price, so HR can focus on providing a good place to work. "This helps reassure the employee that they can truly take time off to relax with family without feeling guilty or stressing out about checking e-mail and phone messages.". 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. Demonstrate care of your employees by offering flexibility, and model behaviors yourself by taking advantage of your own time off. By intentionally taking time off and fully disconnected from work, I signal to others that it's okay to do the same. 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. someone who can approve or decline leave requests) logs into Timetastic, they can see the remaining leave allowances for everyone on the team. 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. 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. For instance, you can give your employees the tools to help them unplug from work. 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. "In the middle of a global pandemic? Others are more likely to follow when company policies express and your behaviors demonstrate what you most value. How does employee seniority impact PTO benefits? It is essential for your employees to take time off from work for their sake, as much as yours. The best way to encourage employees is by setting an example yourself. 4.2.2 Earning Vacation. Limit vacation day rollovers. Many have rediscovered activities within their immediate reach. We showcase this by offering our employees unlimited PTO. Research shows that, thanks to remote work, we're spending an average. You must provide the employee with notice that you require them to take annual leave, in line with the . The SHRM Blog does not accept solicitation for guest posts. Be an example by taking and enjoying time off yourself. There are many positive benefits of taking vacation time. 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! Even though staff taking holiday can be disruptive in the short term, encouraging staff to book annual leave actually holds many benefits to employers in the long run: Cut stress & burnout, and improve productivity. "They were very relieved [by the change in policy], and we are trying to reward them as much as possible for their work.". By setting out a clear policy and making leave easy to book, business owners can set a precedent that taking leave from work is encouraged. Sometimes we all need to take some time off and do something completely unproductive. Format #1. But we know that unplugging from work is important.' 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. Explain the need for leave. Brett is a #SHRM22Influencers and has also been a keynote speaker at several state SHRM conferences around the topic of employee engagement. Managers are also encouraged to be vocal about taking shorter amounts of time off. Taking time off should be encouraged by companies and managers to promote employee wellness, happiness, and productivity in the workplace. 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. "I think with remote work, it was hard to separate work from home life," Smith said. June 05, 2020. David Zaitz/Getty Images. You have successfully saved this page as a bookmark. Likewise, as mentioned above, employers might want to completely rework their PTO benefits for the new year. ref: ltc sanction order no dt (copy to be enclosed) note: this bill should be prepared in duplicate-one for payment and the other as office copy. The pandemic has affected many people. Take a moment to think about what makes your employees happyit could be anything from playing with their dog or cat, reading a book, watching their favorite movie, or listening to music. However, while the number of hours worked is soaring, peoples capacity to focus and produce quality work is diving. To minimize employees' lost days, 24 percent of companies are planning to increase carryover limits. We think that you truly deserve this paid vacation, and we hope you will consider our effort to appreciate your loyalty to the company and will accept this vacation. Talking to your employees about the coronavirus is no easy feat. What Is the Pregnant Workers Fairness Act (PWFA). Be open and transparent. Additionally, employees will become more conscious of scheduling their breaks. 11+ Vacation Policy Examples - PDF, Word. use up to four hours of administrative leave time, or your sick time. 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. If they see the boss working nonstop, they. Now that there is a boundary, people want to take time off, she explained. 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. This works out to a monthly accrual of 1.25 vacation days during the first year and 1.6667 vacation days per month after the first year. At Workhuman, surveys showed that employee stress was on the rise and vacation requests were running below 2019 levels. by. To help employees feel comfortable taking time off, its important to set up an out-of-office reply that promotes relaxation. Set email communication a part of your corporate image . Many HR professionals across the country are struggling with how to convince employees to take vacation. Sample email. This strategy will give everyone equal opportunities when it comes to making decisions about how they spend their free time outside of work hours.
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