Some organizations, such as the Assure Women's Center in Omaha, Neb., opted to let employees carry over more vacation time. Members can get help with HR questions via phone, chat or email. 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. Its also important to provide employees with references to any government or health official guidance, so they can also take that into account. You have successfully saved this page as a bookmark. "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. Some businesses may close down for a week or two at a certain time of the year, and that period is everyone's . In this section, we show how Timetastic, our staff leave app, helps your team take their holidays throughout the year. If you have any questions about your leave balance, or how to reschedule your leave, please reach out to your manager. Another option is for HR to implement PTO blackout dates. There are a lot of stressors now and our biggest concern is our employees becoming burned out. The best approach is a mandatory vacation set at a company-wide level. 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. Select a Friday on the calendar and announce that the company will be giving everyone a paid day off. To help businesses, Paycor is offering businesses a sample communication letter sharing your vaccination policy. Tip#4: Ease any concerns about finishing your projects on time. 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. Limit vacation day rollovers. 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. The disparity in working conditions is becoming evident in the yield of work based on individual work-from-home circumstances. 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. 5 ways to encourage staff to take annual leave. Use imagery around the office. Meanwhile, vacation requests fell roughly 50 percent during the initial months of the pandemic. Policy brief & purpose. Step 3 - Create your direction to take annual leave due to an excessive leave balance letter . Energise your workforce. For our reps, we've developed a simple algorithm for encouraging them to take vacation days and PTO. "It's not necessarily time off, but we encourage our people on no-meeting days to do that extra load of laundry or have . As health officials urge everyone to stay close to home and limit contact with people outside their households during the winter holidays to stop the spread of the coronavirus, many workers are reluctant to use their PTOeven after they postponed summer vacation plans. To help employees feel comfortable taking time off, its important to set up an out-of-office reply that promotes relaxation. HR leaders should also train managers on vacation policies, and encourage employees to speak to HR if they have concerns about taking time off. Please reach out to your direct manager to see about booking time off ASAP to take a well-deserved holiday. Vacations are necessary to help you re-charge and be your best in the office. And finally, activate your team by creating a plan where work is still accomplished, even as people are offline. 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. Taking time off is important and we want you to be able to use your holiday. Managers need to rise to the occasion by encouraging time off from their employees. We showcase this by offering our employees unlimited PTO. You can reach me at [alternate contact info]. Studies show that almost 75% of employees do not take all of their allotted paid time off (PTO.) 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 will be traveling to visit my parents/taking family vacation time. A company's leaders ultimately need to set the tone for the company's vacation policy. Thank you for going the extra mile. On his next half day off, he plans to go for a bike ride and camp on his deck with his daughters. Adjust Job Requirements to Allow for Stress-Free PTO. Smith speculated that employees didn't see the point in taking time off when they were working from home just to stay at home. Note: For privacy reasons, when someone on your team logs into their Timetastic account, they can only see their own individual leave balance. But a template doesnt do anything to solve the root of your annual leave problem. Yet, few employees feel comfortable taking the time off they need, especially as travel plans and other vacations are cancelled. Review these examples of letters and emails sent to candidates during the hiring process: Interview Invitation Letters Candidate Rejection Letters Welcome a New or Returning Employee Whether you're making an initial job offer or welcoming an employee back from an extended leave, here are some samples of what you might say. Build specialized knowledge and expand your influence by earning a SHRM Specialty Credential. ", The request for employees to take vacation "was met with unbridled appreciation," he said, adding that "acknowledgment is important to people.". 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 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. Though annual leave is part of the compulsory benefits of a regular employee, it is always a good gesture when you planned it ahead of time and inform you immediate superior about it.These are the things that you need to consider before writing the letter: 1. It is essential for your employees to take time off from work for their sake, as much as yours. (Campaign Monitor,2019) 3. Review. 11+ Vacation Policy Examples - PDF, Word. This is just a friendly reminder that, as of [DD/MM/YY], you have a remaining leave balance of [X DAYS / X HOURS]. [company] is committed to ensuring that employees make the most of their allotted PTO, so please coordinate with your manager or supervisor to utilize this policy. Generally, there's no formal consequences for not using your mandatory vacation time. Your session has expired. Companies need to ensure that they consider the rights and benefits of the employees whenever certain policies are planned, created and developed. - John Lie-Nielsen, One Park Financial 5. Model time away, standardize. June 05, 2020. 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;}'; Fewer employees want to take vacations given that the pandemic has severely curtailed travel options. Practice what you preach. A vacation leave letter is a written request from employees to their company asking for approval for time off. 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!). Taking time off might seem like an unnecessary luxury given that we all have deadlines looming over our heads all day long; however, these breaks allow both employers and employees to get away from our desks so they can relax and come back refreshed when they return. They can do this through their browser or through our mobile app anytime they want. Many have rediscovered activities within their immediate reach. And there are plenty of ways to do so. 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. When the economy is unstable, employers are faced with difficult decisions around staffing, pay and benefits. Additionally, employees will become more conscious of scheduling their breaks. As of [DD/MM/YY], you have an annual leave balance of [X DAYS /X HOURS]. }); if($('.container-footer').length > 1){ Something went wrong. 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). 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. Employees accrue 15 days of vacation for the first year of employment and 20 days of vacation each year after the first year. ". 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. 1. But ideally, no one will ever be on your Burnout Board. 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. On A Mission to Help Small Businesses to Be a Brand. One of the most important things you can do to ensure that your employees are able to enjoy their time off is to create company holidays. If it has been awhile since you took a vacation, start planning your time off. They dont solve the root of your problem, which is finding out who on your team hasnt taken leave and giving your team a really easy way to book their holiday. Please do not hesitate to reach out with any questions or concernsI look forward to hearing from you soon!. It's important to start having conversations about holiday plans with staff now, even if it's just small talk about how they plan to take a break before the end of the year, MirrorCoop's Linden said. Dear Valued Customer, We are beyond grateful for your continued support and loyalty to our brand and services. These Three Words Describe Me in The Best Way. Unfortunately, the time for booking your annual leave has passed. Review this collection of common PTO questions and answers or watch the embedded HR Party of One video below to prepare accordingly. Its time to make it a habit for your employees to unplug from work often, taking into account their mental well-being. Thank you for a great year. Please log in as a SHRM member. Taking a break from work can be a great way to recharge and re-energize, but it can also do a lot for your mental and physical health. When the economy is unstable, employers are faced with difficult decisions around staffing, pay and benefits. Long Vacation Message. Limit the rollover of unused paid leave days. Unsubscribe anytime. This isn't unusual. var currentLocation = getCookie("SHRM_Core_CurrentUser_LocationID"); You want your employees to take a break from their work and enjoy the world outside. Members may download one copy of our sample forms and templates for your personal use within your organization. advise the employee you would like them to take some of their annual leave, and. 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. "It is important for all of us to step away from time to time and come back to work refreshed and revitalized," Chancellor Rebecca Blank says. Unused vacations have cost U.S. businesses $224 billion a year. This allows your employees to start thinking of dates they might like to request off. Demonstrate care of your employees by offering flexibility, and model behaviors yourself by taking advantage of your own time off. Here are six strategies on how managers can approach vacations when so much of the workforce is working from home. Essentially, we reduce the individual reps sales goal for the month by a ratio equivalent to the number of days off. Take a stand against this trend of all work and little play. 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. With people understandably fearful about their employment, employers need to set up and give people the mental break they need. 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. 1. 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. You may want your employees to feel like theyre getting enough sleep, eating well, and exercisingand also having fun! Learn how SHRM Certification can accelerate your career growth by earning a SHRM-CP or SHRM-SCP. SHRM's HR Knowledge Advisors offer guidance and resources to assist members with their HR inquiries. One way to encourage employees to take some time off is to have one-on-one meetings with them and discuss the importance of taking a break and enjoying some time off. Many HR professionals across the country are struggling with how to convince employees to take vacation. By intentionally taking time off and fully disconnected from work, I signal to others that it's okay to do the same. 3. Others may channel their anxiety about the world into their work so they are reluctant to take time off. Does the organization pay out unused time off? With varying demands for inter-generational care and self-care, encourage your employees to take the time they need to balance competing priorities. A leave allows the workers to have a break to rest and re-energize themselves for their future work. Working from home doesnt mean working all the time. It does not offer legal advice, and cannot guarantee the accuracy or suitability of its content for a particular purpose. Not to mention that according to SHRM, when employees take PTO, theyre often more productive and exhibit lower stress and better mental health. "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. That is why I would encourage employees to take days off by recommending they spend time with their families. (Enovapoint, 2021) Using a name rather than a department in the sender line. Company culture has to promote self-care and wellness for the employees. Research shows that, thanks to remote work, we're spending an average. 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. Leaders can show employees they value this by taking time off themselves. Instead, you can rely on Timetastic a staff leave software that keeps you updated on who needs time off and gives your team an easy way to book their holidays. Virtual & Washington, DC | February 26-28, 2023. What you say is less important than what you do. You can use our sample leave of absence forms to encourage employees to take time off work. That's why it is so important to lead by example. Ease the numbness induced with back-to-back video calls and a long to-do list by reinventing vacations and time off, and encouraging your team to do the same. The point is, you now have the information on hand. Subject Line: Please join us as we re-open our doors on June 05, 2020. David Zaitz/Getty Images. Push Your Employees Offlineand on Vacation Ettore Toppi Senior Consultant "You're taking a vacation? That also means that they're responsible for getting that work done and coordinating with other team members to make that happen. 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. She also suggested that employees reduce their workweek by taking a Friday or Monday off each week until the end of the year. All PTO requests and approvals will be tracked using [system]. But please keep in mind that this leave must be used within the next calendar year or the carry over balance will expire. It is the most valued," Reinberg said. 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. By involving the entire team, you make taking breaks part of the culture along with supporting and being generous with each other. To request permission for specific items, click on the reuse permissions button on the page where you find the item. Encourage managers to set an example by utilizing their vacation time. Education, taking time and truly respecting boundaries are essential to support an employee experience focused on well-being, thriving, inclusion and balance. To solve this problem, you can use Timetastic as your staff leave app. 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. Given below is a leave memo sample. "Time off gives you the opportunity to recharge. I'm saving my vacation time until Europe reopens!" My specific plans notwithstanding, my coworker's comments make sense. 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 help you make things easy for everyone by giving you two things in this article: Lets be honest: You shouldnt really need letter templates. Create a cafe-like office. Offer Time Off As A Sign Of Appreciation Practice patience and sensitivity. The next big thing to solve is making sure your team has the tools to book their holiday. 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. to. 0-5 years of service - [days] PTO days each year for exempt employees; [days] PTO days each year for nonexempt employees. 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. "I think with remote work, it was hard to separate work from home life," Smith said. 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. I've included a sample email template to send to your team today. This strategy will give everyone equal opportunities when it comes to making decisions about how they spend their free time outside of work hours. 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. 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. 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. 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. 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. But do your employees? For some companies, this situation might not prove difficult whatsoeverit's entirely possible that November and December are slow periods for plenty of employers. The pandemic has affected many people. Earn badges to share on LinkedIn and your resume. When you run a small business, it's hard to compete with the big guys in winning the war for talent. Thats what we will discuss next. Knowing who on your team is at risk of burnout or who has a lot of leave left to use is a huge win. Need help with a specific HR issue like coronavirus or FLSA? Pay attention to your email's header and the design of its body . 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. Please confirm that you want to proceed with deleting bookmark. For more info on handling staff leave, check out our articles on: Our customers tell us what makes them tick. There's more to PTO than making adjustments at the end of the year. It gives them space to refresh, a chance to reflect on their own personal growth and health, and helps them come back with renewed energy and focus. 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. A specified amount of time off can be allowed that must be taken in minimum increments of, for example, a week. Build specialized knowledge and expand your influence by earning a SHRM Specialty Credential. This is an easy way to help your employees unplug, refocus, and enjoy themselves. 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. Published Tuesday, Jul 7, 2020 Contact Us Human Resources Address: 120 Whittier Hall Box: 149 * Phone: 212-678-3175 * Email: hr@tc.columbia.edu Disability-related Accommodations To request disability-related accommodations contact OASID at oasid@tc.edu, (212) 678-3689, (646) 755-3144 video phone, as early as possible. Now?" My coworker was incredulous. How Will the Anti-Work Movement Impact Businesses? 2. Employees may be weary because they dont want to appear unwilling to work for fear of losing their jobs or being furloughed. Organizations that utilize a use it or lose it PTO approach may find HR overwhelmed by this careful balancing act during the holiday season. else if(currentUrl.indexOf("/about-shrm/pages/shrm-mena.aspx") > -1) { Design/methodology/approach - - The first step of the analysis identifies the wage policy . If you're in HR, use this email template to communicate to your staff regarding coronavirus and flu prevention. 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. var currentUrl = window.location.href.toLowerCase(); 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. Here are 12 ways you can proactively encourage employees to take time off work: Encourage employees to take a digital detox. 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. Here are five ways to encourage your employees to take a holiday leave: 1. If anyone has any questions or concerns about this email, please feel free to reach out. Sending it in the morning leaves time for your coworkers to get any clarification before you leave. 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. The current crisis is creating more urgency and more work. As a human being, you need rest in your life from these long days of work, so by looking into your hard work and integrity towards your job, the company has decided to offer you a special leave for (mention the time) days, and we will be very happy if you accept it. Template: Check PTO Status HR Reminder These include [dates]. Please do not hesitate to reach out with any questions or concernsI look forward to hearing from you soon!. "In the middle of a global pandemic? Asking employees to take a mandatory leave of absence can give both the employer and employee time to evaluate. The company sent employees reminders to start planning their vacation schedules, with few responses. However, while the number of hours worked is soaring, peoples capacity to focus and produce quality work is diving. It's considered best practice for companies to make their PTO policies easily accessible for all employees, ideally in a comprehensive Culture Guide. It can cause no symptoms, some symptoms, serious illness . 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. 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. Encouraging to take time off is one of the most important things that you can do for your employees. 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. I am reaching out because the recruitment department needs your help! We strongly recommend taking vacation time during this pandemic. Be an example by taking and enjoying time off yourself. $(document).ready(function () { 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. In this case, make a simple process for reaching out and interacting with coworkers to find coverage for time off. You must provide the employee with notice that you require them to take annual leave, in line with the . It's also important to clearly indicate who approves someone's holiday requests. Estimated Read Time: 4 minutes. Be happy when employees book time off. Accelerate your career with Harvard ManageMentor. 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. Dear (mention the name of the recipient). An example of this could simply be sending a calendar invitation via email to remind your employees that you will be out of the office. Many HR professionals report that they've struggled with how to address this trend because vacation is such a sensitive topic. You will need to demonstrate through your own actions that youre serious about time off. 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.