If you're like most Americans, it's likely been a while, as 55% of workers don't use all their paid time off. It is the most valued," Reinberg said. to. document.head.append(temp_style); You may be trying to access this site from a secured browser on the server. Likewise, as mentioned above, employers might want to completely rework their PTO benefits for the new year. Please confirm that you want to proceed with deleting bookmark. Be an example by taking and enjoying time off yourself. 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. Summary. Employees receive their allotted PTO at the beginning of the calendar year. Being transparent about leave policies allows individuals to consciously weigh trade-offs and enables everyone to operate from the same set of principles. 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 . 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. Set email communication a part of your corporate image . If you can, make a notice as early as 2 months before the actual leave.This will make you look responsible and a good planner. 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. This allows HR to properly plan work schedules and project deadlines around planned employee absences. Back in early May, executives at The Insurance Market were worried that numerous employees were canceling their summer vacations. 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. Some of the best human resource policies and practices are implemented accordingly as the workforce are aware how these can help them have a better work . A subscription purchase is the best way to support the creation of these resources. Itll be a great way to recharge their batteries without sacrificing any work hours. 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. We live in Virginia and many drives that are beautiful. 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. Here are five ways to encourage your employees to take a holiday leave: 1. Your session has expired. 3. 4. 1. In, Template: PTO Communication to Remind Employees to Use Time Off Hours, more productive and exhibit lower stress and better mental health, There's more to PTO than making adjustments at the end of the year. In many companies, employees may even need to find coverage while they're out so their workload isn't interrupted. The company thinks that you truly deserve this vacation, and we hope you will consider our effort to appreciate your hard work and will take this opportunity. Suddenly, a majority of people within an organization want to take time off. But a template doesnt do anything to solve the root of your annual leave problem. Ask employees to create a vacation plan and mark the due date for filing leaves on their calendars. 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. 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. Limit the rollover of unused paid leave days. 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. Dear Dean, Welcome back! Companies need to ensure that they consider the rights and benefits of the employees whenever certain policies are planned, created and developed. Otherwise, youre heading for burnout and thats bad for everyone. That said, human resources personnel should also communicate regular reminders to employees about making the most of their PTO throughout the year. "It's not necessarily time off, but we encourage our people on no-meeting days to do that extra load of laundry or have . Some businesses may close down for a week or two at a certain time of the year, and that period is everyone's . You also want them to come back feeling refreshed and ready for another round of productivity. Taking time off should be encouraged by companies and managers to promote employee wellness, happiness, and productivity in the workplace. The center, which provides counseling services to women with unplanned pregnancies, depends on volunteers to help carry out its mission. What you say is less important than what you do. "Time off gives you the opportunity to recharge. You, your team, and your directors. Fewer employees want to take vacations given that the pandemic has severely curtailed travel options. Smith speculated that employees didn't see the point in taking time off when they were working from home just to stay at home. 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. 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. "With the holidays coming up, we'll continue to remind employees that taking time to recharge benefits everyone, and it will help them be in a better mindset for what will hopefully be a much less chaotic 2021," she said. 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. HR circular format for employees are very helpful in this situation. Please note that all such forms and policies should be reviewed by your legal counsel for compliance with applicable law, and should be modified to suit your organizations culture, industry, and practices. But encouraging your employees to use their time off is a win for you and for them. The SHRM Blog does not accept solicitation for guest posts. Many have rediscovered activities within their immediate reach. It gives both the employee and employer time for review. Not to mention that according to SHRM, when employees take PTO, they're often more productive and exhibit lower stress and better mental health. Lisa Rabasca Roepe is a freelance writer based in Arlington, Va. You have successfully saved this page as a bookmark. To help businesses, Paycor is offering businesses a sample communication letter sharing your vaccination policy. Accelerate your career with Harvard ManageMentor. Sample employee email to encourage them to get vaccinated . Tip#3: Be sure to use the word "because" when explaining your reasons. Establish firm availability boundaries for yourself and share what you did during your time off. To get all of HBRs content delivered to your inbox, sign up for the Daily Alert newsletter. You may be doing a great job as a manager, but are you showing your employees how to be good managers? 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. Plus, you want to give them an easy way to book time off, so they dont need to jump through hoops or read the fine print of a complicated leave request policy just to take a holiday. 2. Please confirm that you want to proceed with deleting bookmark. We have noticed that you have been working tirelessly for a long time without taking any type of leaves. If workers take 29% less vacation for the entire year, this translates into about $60B in additional accrued PTO liability. How Companies Can Encourage Employees to Use Their Vacation Time. Here are 12 ways you can proactively encourage employees to take time off work: Encourage employees to take a digital detox. "In the middle of a global pandemic? Second, you also get Timetastics Firewire, which is sent out quarterly to you and any department managers you have on your team. The company sent employees reminders to start planning their vacation schedules, with few responses. 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. 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. 'We understand you can't travel. For example, if you are going on vacation next week but want to respond to emails while youre gone, consider using an auto-reply that says something like: I am currently out of the office on vacation until July 1st. Talk through these fears and encourage them to use vacation time to spend more time with their families or to lay by the pool as a way to relax and unwind. Additionally, [company] has the right to identify blackout periods where PTO requests cannot be approved. A specified amount of time off can be allowed that must be taken in minimum increments of, for example, a week. 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. The best approach is a mandatory vacation set at a company-wide level. Unused vacations have cost U.S. businesses $224 billion a year. Virtual & Washington, DC | February 26-28, 2023. Find the latest news and members-only resources that can help employers navigate in an uncertain economy. For instance, you can declare a day off for the entire organization: One of my clients, analytics company, Sisense, has scheduled a monthly company-sponsored, company-wide self-care day, where nobody works. And if most of your team waits until the end of the year to take their leave, youll struggle to accommodate everyone and end up with an unhappy team, wasted time off, or too much carry-over into the next year. Have a Clear Employee Vacation Policy First, make sure your employee vacation policy is clearly outlined. The current crisis is creating more urgency and more work. Remind employees to schedule annual leave in advance Have an open talk with your employees about their unused annual leave. I am reaching out because the recruitment department needs your help! Dear [Name of Manager], I would like to request for one week of leave from [DATE] to [DATE]. Generally, there's no formal consequences for not using your mandatory vacation time. According to global staffing firm Robert Half, 28 percent of U.S. office workers anticipated taking fewer days off in the summer months compared to last year because of concerns about COVID-19. }); if($('.container-footer').length > 1){ 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. var temp_style = document.createElement('style'); These Three Words Describe Me in The Best Way. She also suggested that employees reduce their workweek by taking a Friday or Monday off each week until the end of the year. You can reach me at [alternate contact info]. Help staff ease back into work after their leave. This power move does two things: One, it communicates that taking a vacation is okay and two, it reinforces that your company prioritizes employee wellness. Model time away, standardize. 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;}'; 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. We asked nine thought leaders to share their best advice on how to encourage employees to take some well-deserved time off. So why not encourage your employees to try scheduling an extra day off on a Friday or Monday once in a while? 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. Annual allotment vs. accrual bank vs. unlimited? $("span.current-site").html("SHRM MENA "); 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. 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. "As employers, we have to be cognizant of the mental health impact that the pandemic is having," Pemberton said. To keep your mind and body healthy, its important to take some time for yourself every once in a while. Dear Valued Customer, We are beyond grateful for your continued support and loyalty to our brand and services. 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. Keep your communication and expectations open and transparent. The PMQ teaches managers to lead effectively, giving HR more time to meet the demands of the workplace. } When people arent taking their leave, it can be for several reasons, including: Thankfully, there is a better way using a staff leave app that makes it easy for you to see who needs a holiday and makes it easier for them to book it. For example, if you are going on vacation next week but want to respond to emails while youre gone, consider using an auto-reply that says something like: I am currently out of the office on vacation until July 1st. 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. 3) who you are leaving in charge of any project should an emergency or immediate question arise. It has taken jobs, businesses and human lives. Next year, youll have [CARRY OVER AMOUNT + NEW YEAR AMOUNT] in holiday leave. You might need to provide extra flexibility. Here are five reasons to encourage your employees to take a vacation. 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. What Is the Pregnant Workers Fairness Act (PWFA). It's considered best practice for companies to make their PTO policies easily accessible for all employees, ideally in a comprehensive Culture Guide. 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