Please reach out to your direct manager to see about booking time off ASAP to take a well-deserved holiday. John Linden, an interior designer at MirrorCoop, a custom-mirror company in Los Angeles, was so desperate for employees to take time off that he began buying them tickets to local museums so they might consider fun and socially distanced activities for their days off. $("span.current-site").html("SHRM China ");
Then encourage employees to incorporate those activities into their daily routine so they dont forget about them. 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. By having these conversations, you can better understand why your employees arent taking time off, and what factors are preventing them from doing so. part-a (to be filled up by. At this time I am proudly able to announce the reopening of Our Business on June 05, 2020. [Include Template 4] Thanks, Your HR Team TEMPLATE 4: Managers Team Involvement (Every 6 months) Hello Team! HBR Learnings online leadership training helps you hone your skills with courses like Team Management. Sterling R. Morris, Intermountain Healthcare. Establish firm availability boundaries for yourself and share what you did during your time off. In this section, we show how Timetastic, our staff leave app, helps your team take their holidays throughout the year. That is why I would encourage employees to take days off by recommending they spend time with their families. It outlines the employee's intended days off and their plan for coverage at work. 2. A specified amount of time off can be allowed that must be taken in minimum increments of, for example, a week. 0-5 years of service - [days] PTO days each year for exempt employees; [days] PTO days each year for nonexempt employees. But ideally, no one will ever be on your Burnout Board. Sales may also be the job that needs time off the most. These Three Words Describe Me in The Best Way. Need help with a specific HR issue like coronavirus or FLSA? 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. Let them know that, Its time to make it a habit for your employees to unplug from work often, taking into account their, 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, Encouraging your employees to take vacations. Taking time off is something many people will avoid when job security is at the forefront of someones mind. "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.". 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. 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. Some organizations, such as the Assure Women's Center in Omaha, Neb., opted to let employees carry over more vacation time. 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. 5 ways to encourage staff to take annual leave. One of the best ways for managers to encourage their staff to take time off is by taking PTO themselves. document.head.append(temp_style); You may be trying to access this site from a secured browser on the server. Model time away, standardize. $(document).ready(function () {
Access more than 40 courses trusted by Fortune 500 companies. Take a stand against this trend of all work and little play. "[Time off] is the most emotional benefit we have. 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. You can reach me at [alternate contact info]. This letter is to inform [mention the name of the person] from [mention the name of the company or the organization to which you are writing this letter] that I the [mention designation of yours] of [mention name of the company and the organization] would like to encourage you to take a vacation from your work for few days. If taking time off is hard for your employees, there are alternatives that you can consider. 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. On A Mission to Help Small Businesses to Be a Brand. With nowhere to go and much to adjust to, most people have cancelled not only their travel reservations but their time off as well. $(document).ready(function () {
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You may be setting the bar high with your hard work and dedication, but if you arent taking time off yourself (and showing others how its done), then they wont know how to break away from their official responsibilities. 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 . The best way to encourage employees is by setting an example yourself. "Then you know what they have planned, and you can encourage them to follow up on it and take the time off.". By involving the entire team, you make taking breaks part of the culture along with supporting and being generous with each other. 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. 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. Limit vacation day rollovers. We have noticed that you have been working tirelessly for a long time without taking any type of leaves. We really want our employees to take their leave its yours to take and we hope you enjoy it. Push Your Employees Offlineand on Vacation Ettore Toppi Senior Consultant "You're taking a vacation? We showcase this by offering our employees unlimited PTO. 11+ Vacation Policy Examples - PDF, Word. This can help managers optimize workload delegation. We asked nine thought leaders to share their best advice on how to encourage employees to take some well-deserved time off. Help staff ease back into work after their leave. I Am a Self-Taught Marketer with 10 Years of Experience. Ask team members where they can share responsibilities and cover for each other so they can rotate times off without stopping work. 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! "It ended up that a lot of people were not able to use their vacation," said Barb Malek, the center's operations director. var currentLocation = getCookie("SHRM_Core_CurrentUser_LocationID");
Review this collection of common PTO questions and answers or watch the embedded HR Party of One video below to prepare accordingly. "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. Suggest shorter breaks more often, rather than weeklong vacations. Pay attention to your email's header and the design of its body . This allows your employees to start thinking of dates they might like to request off. Please log in as a SHRM member before saving bookmarks. Not to mention that according to SHRM, when employees take PTO, theyre often more productive and exhibit lower stress and better mental health. One way to encourage employees to take some time off is to have, Provide a list of fun activities or places nearby that are great for taking a break (e.g., If its nice out, try going on a hike!), Offer tips on how to stay focused on work while away from the office (e.g., Turn off notifications so they dont distract them!). Paid time off is part of your compensation. But companies should encourage their employees to take and enjoy time off in order to promote employee wellness, happiness, and productivity in the workplace. 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. 1. This is an easy way to help your employees unplug, refocus, and enjoy themselves. 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. Lisa Rabasca Roepe is a freelance writer based in Arlington, Va. You have successfully saved this page as a bookmark. As of [DD/MM/YY], you have an annual leave balance of [X DAYS/ X HOURS]. Note that due to the busy nature of this time of year, some requests may not be approved, depending on availability and workload. However, when a manager (i.e. Employees accrue 15 days of vacation for the first year of employment and 20 days of vacation each year after the first year. Its also important to provide employees with references to any government or health official guidance, so they can also take that into account. }
What you say is less important than what you do. Be Happy to Help: You need to encourage staff members to use their PTO. For our reps, we've developed a simple algorithm for encouraging them to take vacation days and PTO. If you have any questions about your leave balance, or how to reschedule your leave, please reach out to your manager. Im writing to remind you that we have an annual leave policy. They can do this through their browser or through our mobile app anytime they want. If you're going to be on vacation for a week or two, then it's essential you set up your vacation email. By intentionally taking time off and fully disconnected from work, I signal to others that it's okay to do the same. Here are five ways to encourage your employees to take a holiday leave: 1. Employees receive their allotted PTO at the beginning of the calendar year. I will be traveling to visit my parents/taking family vacation time. For more info on handling staff leave, check out our articles on: Our customers tell us what makes them tick. That said, human resources personnel should also communicate regular reminders to employees about making the most of their PTO throughout the year. I have been continuously suggesting people use their vacation time so they do not forfeit it at the end of the year and to ensure they are getting downtime. The SHRM Blog does not accept solicitation for guest posts. Summary. How Will the Anti-Work Movement Impact Businesses? else if(currentUrl.indexOf("/about-shrm/pages/shrm-mena.aspx") > -1) {
First, provide clarity about your time-off policy and any company, government, or health official guidelines and restrictions. But encouraging your employees to use their time off is a win for you and for them. A. shows that employees who take a lunch break are more likely to be satisfied with their job, and say they are as effective and efficient as they would like to be. A policy that is clear and available to all shows that you, as the employer, value the importance of vacation time for employees. The first step to dismissing any negative perceptions about taking time off is to reassure your employees that their jobs are safe. Wed like to avoid you losing your hard-earned time off. 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. Virtual & Washington, DC | February 26-28, 2023. 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]. Subject: Request for one week vacation leave. Members can get help with HR questions via phone, chat or email. In these difficult times, weve made a number of our coronavirus articles free for all readers. Now?" My coworker was incredulous. Overworked employees are unhappy, do not engage and do not contribute to a productive office environment. They will follow suit if they see that you put in your fair share of hours at work. "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. 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. It is the most valued," Reinberg said. Talking to your employees about the coronavirus is no easy feat. Brett Farmiloe is the Founder and CEO and currently CHRO - of Terkel.io, a platform where business leaders can answer questions related to their expertise and get published in articles featuring theirinsights. Be open and transparent. to. Dear Valued Customer, We are beyond grateful for your continued support and loyalty to our brand and services. Note: This is what it looks like when you book a holiday using our mobile app. Employees who take regular time off are less stressed, less likely to burn out, and better equipped to find solutions when problems arise. Is the PTO benefit still competitive with other employers in the industry? You can use our sample leave of absence forms to encourage employees to take time off work. 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. 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. Back in early May, executives at The Insurance Market were worried that numerous employees were canceling their summer vacations. Members may download one copy of our sample forms and templates for your personal use within your organization. This leave can make you more motivated and help you perform more effectively. Employees should clearly understand your organization's vacation policy. 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;}';
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. Find the latest news and members-only resources that can help employers navigate in an uncertain economy. Next year, youll have [CARRY OVER AMOUNT + NEW YEAR AMOUNT] in holiday leave. Please confirm that you want to proceed with deleting bookmark. A leave allows the workers to have a break to rest and re-energize themselves for their future work. Weve given you three different templates above for informing someone about the leave theyre about to lose. the leave type), provide any more details (if necessary), and then submit their request. ", The request for employees to take vacation "was met with unbridled appreciation," he said, adding that "acknowledgment is important to people.". 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. 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. Redefine vacations to mean more than just recreation and travel to include family time, caregiving, and self-care. The best approach is a mandatory vacation set at a company-wide level. Be an example by taking and enjoying time off yourself. Please do not hesitate to reach out with any questions or concernsI look forward to hearing from you soon!. Note: For privacy reasons, when someone on your team logs into their Timetastic account, they can only see their own individual leave balance. Dear Dean, Welcome back! Frequent breaks are more helpful because amped up levels of stress mean we cant always wait for the long-anticipated, lengthy vacations of the past. advise the employee you would like them to take some of their annual leave, and. If there is a negative narrative presented from either HR or management, employees will be fearful of requesting any time off. The next big thing to solve is making sure your team has the tools to book their holiday. Given below is a leave memo sample. 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. 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. Creating a COVID-19 vaccination policy is just the first stepnext you need to communicate the details to your employees. 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. 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. If they see the boss working nonstop, they. 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. 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. Limit the rollover of unused paid leave days. Downloadable (with restrictions)! If anyone has any questions or concerns about this email, please feel free to reach out. Many HR professionals report that they've struggled with how to address this trend because vacation is such a sensitive topic. For some companies, this situation might not prove difficult whatsoeverit's entirely possible that November and December are slow periods for plenty of employers. Organizations that utilize a use it or lose it PTO approach may find HR overwhelmed by this careful balancing act during the holiday season. It also shows your employees that you don't need to spend needless extra time in the office to look busy if you're delivering on your goals. Others may channel their anxiety about the world into their work so they are reluctant to take time off. Tip#4: Ease any concerns about finishing your projects on time. Its time to make it a habit for your employees to unplug from work often, taking into account their mental well-being. 2. Gain the intel you need now to successfully anticipate and navigate employment laws, stay compliant and mitigate legal risks. If you have any queries, you can reach our department of [Mention the details] at [mention phone number] or send your questions through an email at [mention the email address]. 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. In this post, we gave you three sample letters you can send to your team to remind them they have annual leave left to use or letting them know that leave will be carried over. Please log in as a SHRM member before saving bookmarks. 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. Moreover, vacations can also help employees stay healthy by encouraging them to exercise and eat better habits. 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 Restored leave still remaining to the employee's credit at the end of this period will be forfeited without the right to further restoration. How can you encourage employees to take vacation days? Keep your communication and expectations open and transparent. Thank you for being a great leader. Unused vacations have cost U.S. businesses $224 billion a year. The disparity in working conditions is becoming evident in the yield of work based on individual work-from-home circumstances. }
Use imagery around the office. Likewise, as mentioned above, employers might want to completely rework their PTO benefits for the new year. A company's leaders ultimately need to set the tone for the company's vacation policy. A smaller share (16 percent) are requiring employees to take vacation time, and another 22 percent are planning to take or considering that approach. For many employees, working from home has led them to pour more time and effort into their jobs without realizing it. agree on a time for the employee to take the leave. HR circular format for employees are very helpful in this situation. Build a better team and achieve more of what matters. 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. 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. Here is a template you can use when structuring your email: Subject: [type of leave] request - [your name] Dear [employer's name], I would like to request [number of days or weeks] leave days that start from [date] and end on [date]. 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. 10 Types of Leaves to Include in Your Leave Policy, How to Manage Remote Employees over Microsoft Teams. From dress code to time off, my team follows the tone set by the leader. Below is a vacation request email sample for medical reasons: Subject: Medical leave application Dear (Manager's name), I'm writing this letter to request vacation leave from Tuesday (December 15th) through Thursday (December 24th). Some employees have taken limited or even no time off this year because they feel as though they are restricted with travel options," said Tracy Winn, SHRM-SCP, a senior HR advisor at G&A Partners, a payroll and HR firm in Houston. Earn badges to share on LinkedIn and your resume. 1) all the projects you recently finished or are currently working on. In our company time off policy, it states that [X AMOUNT] of your annual leave will be carried over into the next year. Download Template : (pdf, docs, ODT, RTF, txt, HTML, Epub, Etc), Subject: Letter to Encourage Employees to Take Vacations. It gives both the employee and employer time for review. Smith speculated that employees didn't see the point in taking time off when they were working from home just to stay at home. Ask employees to create a vacation plan and mark the due date for filing leaves on their calendars. Encourage Employees to Take a Digital Detox, Remind Employees about the Benefits of Taking Time Off, Make it a Habit to Unplug from Work Often, Show Employees that Work-life Balance is Important, Send Monthly Vacation Balance Reminders to Employees, Have One-on-One Meetings With Employees to Encourage Them to Take Some Time Off, Provide Employees with Tools to Help them Unplug From Work, Set Up an Out-of-office Reply that Promotes Relaxation, Encourage them to Do Something Unproductive, Sample Email to Encourage Employees to Take Annual Leave, Incentives for doing so; i.e., discounts on gift cards, An official no phone zone at work that includes no cell phones or laptops allowed during certain hours of the day, A designated area in the office where people can go when they need some space away from their devices, When you work for a company, you probably know that taking time off is good for your health and well-being.