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Be Happy to Help: You need to encourage staff members to use their PTO. You can use our sample leave of absence forms to encourage employees to take time off work. You also want them to come back feeling refreshed and ready for another round of productivity. Smith speculated that employees didn't see the point in taking time off when they were working from home just to stay at home. You can also use these meetings as an opportunity to motivate your employees to take a break by explaining how important it is for their health and productivity. This will help ensure that your employees use their paid time off and dont miss out on valuable benefits. According to WorldatWork, about $365B of PTO was accrued in 2019 across all companies and organizations in the US. Here are 12 ways you can proactively encourage employees to take time off work: Encourage employees to take a digital detox. Encouraging to take time off is one of the most important things that you can do for your employees. We know that not everyone feels comfortable taking time off work, but trust me: its worth it! Unused vacations have cost U.S. businesses $224 billion a year. 1. Its not just our commute times that have been co-opted but also our vacations. It gives both the employee and employer time for review. Teams are feeling . Drew Gieseke Here are five ways to encourage your employees to take a holiday leave: 1. Please enable scripts and reload this page. Remind employees to schedule annual leave in advance Have an open talk with your employees about their unused annual leave. 1. Note: For privacy reasons, when someone on your team logs into their Timetastic account, they can only see their own individual leave balance. 0-5 years of service - [days] PTO days each year for exempt employees; [days] PTO days each year for nonexempt employees. 4.2.2 Earning Vacation. This policy is based on mutual trust . "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 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. HR circular format for employees are very helpful in this situation. Members can get help with HR questions via phone, chat or email. 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. Her complaint wasnt about working in quarantine per se, but about her frantic pace and static productivity. If you sense that your employee is stressed out and just not telling you,. "They were very relieved [by the change in policy], and we are trying to reward them as much as possible for their work.". 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'm saving my vacation time until Europe reopens!" My specific plans notwithstanding, my coworker's comments make sense. This was the concern one of my clients recently. Be happy when employees book time off. Set the example for your employees Discuss the days you will be taking off and encourage your team to do the same. To solve this problem, you can use Timetastic as your staff leave app. Template: Check PTO Status HR Reminder agree on a time for the employee to take the leave. Employees may be weary because they dont want to appear unwilling to work for fear of losing their jobs or being furloughed. Be open and transparent. Learn if they are planning any fun trips, and remind them to book their vacation as far in advance as possible so you can be ready for it. Let them know that vacation can improve their relationships at work, as well as their productivity and morale. These days will be scheduled so they dont interfere with any other company-wide events, such as annual meetings and retreats, and will allow everyone in your organization a chance to relax, recharge and reconnect with family or friends. } ", The request for employees to take vacation "was met with unbridled appreciation," he said, adding that "acknowledgment is important to people.". 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 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. 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. Some organizations, such as the Assure Women's Center in Omaha, Neb., opted to let employees carry over more vacation time. Estimated Read Time: 4 minutes. Subject Line: Please join us as we re-open our doors on June 05, 2020. 2. 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. 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 encouraging your employees to use their time off is a win for you and for them. 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. 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;}'; They can do this through their browser or through our mobile app anytime they want. 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. If you're like most Americans, it's likely been a while, as 55% of workers don't use all their paid time off. Demonstrate care of your employees by offering flexibility, and model behaviors yourself by taking advantage of your own time off. If you're in HR, use this email template to communicate to your staff regarding coronavirus and flu prevention. With people understandably fearful about their employment, employers need to set up and give people the mental break they need. [Include Template 4] Thanks, Your HR Team TEMPLATE 4: Managers Team Involvement (Every 6 months) Hello Team! the leave type), provide any more details (if necessary), and then submit their request. When the company's needs override those of the employee, you may ask an employee to take a scheduled leave or use accrued vacation hours to compensate for. Why it's in your interest for staff to take leave. For our reps, we've developed a simple algorithm for encouraging them to take vacation days and PTO. Ask employees to create a vacation plan and mark the due date for filing leaves on their calendars. We send two emails per month max. 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. else if(currentUrl.indexOf("/about-shrm/pages/shrm-mena.aspx") > -1) { For more info on handling staff leave, check out our articles on: Our customers tell us what makes them tick. Additionally, employees will become more conscious of scheduling their breaks. Adjust Job Requirements to Allow for Stress-Free PTO. Sometimes, it's also about finding ways to encourage employees to take well-deserved time off. var temp_style = document.createElement('style'); "In the middle of a global pandemic? Build specialized knowledge and expand your influence by earning a SHRM Specialty Credential. Tip#3: Be sure to use the word "because" when explaining your reasons. This is just a friendly reminder that, as of [DD/MM/YY], you have a remaining leave balance of [X DAYS / X HOURS]. 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 . With varying demands for inter-generational care and self-care, encourage your employees to take the time they need to balance competing priorities. Some fear that taking time off may make them appear less dedicated or essential, attributes that no one wants to project amid layoffs across many industries. Also, push your team to unplug for at least a day on the weekend, never checking any work messages. Model time away, standardize. It was hard for all survey respondents to know what to do with an extended vacation of more than a week. 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. We would be very happy to give some of the savings we achieve in reduced electricity costs back to you. document.head.append(temp_style); You may be trying to access this site from a secured browser on the server. One of the best ways for managers to encourage their staff to take time off is by taking PTO themselves. Restored leave still remaining to the employee's credit at the end of this period will be forfeited without the right to further restoration. The first step to dismissing any negative perceptions about taking time off is to reassure your employees that their jobs are safe. If they see the boss working nonstop, they. We were worried about you during your absence, and I speak for everyone here when I say that we are all thankful for your quick recovery. Step 3 - Create your direction to take annual leave due to an excessive leave balance letter . They will follow suit if they see that you put in your fair share of hours at work. 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], At this time I am proudly able to announce the reopening of Our Business on June 05, 2020. Members can get help with HR questions via phone, chat or email. I will be back at work on [DATE]. It is the most valued," Reinberg said. A leave allows the workers to have a break to rest and re-energize themselves for their future work. Drew Gieseke is an aPHR-certified marketing professional who writes about HR, compliance, and healthcare solutions. 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. You have successfully saved this page as a bookmark. To help employees feel comfortable taking time off, its important to set up an out-of-office reply that promotes relaxation. Its time to make it a habit for your employees to unplug from work often, taking into account their mental well-being. Many have rediscovered activities within their immediate reach. The PMQ teaches managers to lead effectively, giving HR more time to meet the demands of the workplace. Remind staff to book annual leave in advance. } Everyone needs time off work. 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. Redefine vacations to mean more than just recreation and travel to include family time, caregiving, and self-care. The best paid time off tracking software (3 options), The best vacation tracking software (2 options), The best annual leave calendar for your business, The best way to track employee time off: plus, 2 alternative methods. You want your employees to take a break from their work and enjoy the world outside. We live in Virginia and many drives that are beautiful. Moreover, vacations can also help employees stay healthy by encouraging them to exercise and eat better habits. How Companies Can Encourage Employees to Use Their Vacation Time. I Am a Self-Taught Marketer with 10 Years of Experience. Dear Dean, Welcome back! Overworked employees are unhappy, do not engage and do not contribute to a productive office environment. If you have any questions, please contact [contact]. There are many positive benefits of taking 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. Paid time off is part of your compensation. This person can then quickly approve or decline the request, with a full view of any potential holiday clashes in the app. Ensure there is appropriate cover. In fact, 62% of American workers say they eat lunch at their desks. This allows your employees to start thinking of dates they might like to request off. It is essential for your employees to take time off from work for their sake, as much as yours. In these difficult times, weve made a number of our coronavirus articles free for all readers. Please purchase a SHRM membership before saving bookmarks. Now that there is a boundary, people want to take time off, she explained. else if(currentUrl.indexOf("/about-shrm/pages/shrm-mena.aspx") > -1) { } "While traditional vacations and large events are not available to all employees this year, the best thing we've done to support our team is reframe what time off could look like," said Courtney Wilson, head of people operations at HealthJoy, a Chicago-based benefits platform. Organizations that utilize a use it or lose it PTO approach may find HR overwhelmed by this careful balancing act during the holiday season. 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. 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. 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 a result, other team members will see that using time off is acceptable, and they will feel they can . In many companies, employees may even need to find coverage while they're out so their workload isn't interrupted. In our company time off policy, it states that [X AMOUNT] of your annual leave will be carried over into the next year. We know it can be difficult to remember, especially when youre in the middle of a busy day, but taking small breaks throughout the day will actually help keep you and your employees feeling energized, happy and inspired. And finally, activate your team by creating a plan where work is still accomplished, even as people are offline. 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. Annual allotment vs. accrual bank vs. unlimited? Even if our employees work from home, we ask when they are taking a 'vacation' even if it's a staycation. I suggested that she take a few long weekends and do local explorations. Dear (mention the name of the recipient). Please confirm that you want to proceed with deleting bookmark. If employees are constantly connected to their colleagues and the office, theyre more likely to feel like they need to be at their desks answering emails and taking calls. 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). If our content helps you to contend with coronavirus and other challenges, please consider, Unused vacations have cost U.S. businesses, women academics are publishing fewer papers. Note that due to the busy nature of this time of year, some requests may not be approved, depending on availability and workload. 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. Earn badges to share on LinkedIn and your resume. var currentLocation = getCookie("SHRM_Core_CurrentUser_LocationID"); Purpose - - The purpose of this paper is to explore the impact of the employer's wage policy on the wage dynamics of vulnerable groups of employees at large firms, including younger employees, employees on fixed-term contracts, and employees who take parental leave. 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. I've included a sample email template to send to your team today. Limit the rollover of unused paid leave days. Be an example by taking and enjoying time off yourself. And there are plenty of ways to do so. Long Vacation Message. 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. Another option is for HR to implement PTO blackout dates. A company's leaders ultimately need to set the tone for the company's vacation policy. 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. Posted on August 4, 2021 Here are five reasons to encourage your employees to take a vacation. $('.container-footer').first().hide(); 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. 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. var currentUrl = window.location.href.toLowerCase(); We need to refuel early and often. Employees need to feel that their organization understands work-life balance and that they are encouraged to take time away from the office. 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]. "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. Create a cafe-like office. Please log in as a SHRM member. But we know that unplugging from work is important.' But do your employees? However, while the number of hours worked is soaring, peoples capacity to focus and produce quality work is diving. By involving the entire team, you make taking breaks part of the culture along with supporting and being generous with each other. Learn how SHRM Certification can accelerate your career growth by earning a SHRM-CP or SHRM-SCP. 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. How Will the Anti-Work Movement Impact Businesses? That is why I would encourage employees to take days off by recommending they spend time with their families. Its very important that our employees stay balanced in their life. Helping Startups/ It Companies/ and Small Businesses to Enhance Their Business Through Branding and Marketing Ideas. The pandemic has affected many people. 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. A vacation leave letter is a written request from employees to their company asking for approval for time off. Your session has expired. Disclaimer, Elon Musk's Illusion of Control Undermining Teslas Future, SHRM Partners with William G. McGowan Charitable Fund with Johnny C. Taylor, Jr. and Diana Spencer, The Moment is Now for Emotional Intelligence - #SHRM22, How HR Analytics Can Leverage Performance Appraisal System. 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. Please confirm that you want to proceed with deleting bookmark. That's why it is so important to lead by example. We strongly recommend taking vacation time during this pandemic. Now?" My coworker was incredulous. To keep your mind and body healthy, its important to take some time for yourself every once in a while. Asking employees to take a mandatory leave of absence can give both the employer and employee time to evaluate. With the initial adrenaline rush of the crisis passed, vast numbers of my clients are reporting that they and their teams feel flayedand exhausted to the point of being useless, work demands are on the rise, and the time saved commuting has been converted to meetings that creep earlier into the day and fill the space between dinner and (a too-late) bedtime. Design/methodology/approach - - The first step of the analysis identifies the wage policy . That also means that they're responsible for getting that work done and coordinating with other team members to make that happen. The current crisis is creating more urgency and more work. Find the latest news and members-only resources that can help employers navigate in an uncertain economy. Please enter the text you see in the image below: SHRM provides content as a service to its readers and members. If taking time off is hard for your employees, there are alternatives that you can consider. The fear of being replaced or overlooked for projects or promotions is a potential factor preventing your employees from taking time off. 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. Sample employee email to encourage them to get vaccinated . All PTO requests and approvals will be tracked using [system]. But do your employees? 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. This is especially helpful in getting high performers or those gunning for a promotion to take vacation time.