"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. Employees who are able to relax and spend time with their families often report higher job satisfaction than those who dont have this opportunity (and may even want more). **Note to employees who are projected to have annual leave that otherwise would be subject to forfeiture Overworked employees are unhappy, do not engage and do not contribute to a productive office environment. 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). Unused vacations have cost U.S. businesses $224 billion a year. For example, from February to June, employees' risk for developing depressive disorders surged 54 percent while the risk of general anxiety jumped 41 percent, according to Total Brain, a San Francisco-based provider of mental health services. You can also use these meetings as an opportunity to motivate your employees to take a break by explaining how important it is for their health and productivity. A substantial number of companies (42 percent) have made or are planning changes to PTO, vacation and sick-day programs, according to Willis Towers Watson. Putting a cap on this important time doesn't help our effort to achieve high levels of employee satisfaction and productivity. We are keen to hear your thoughts on the best way to motivate everyone in the workplace to get involved with our drive to be more energy efficient. }); if($('.container-footer').length > 1){ 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. } The current crisis is creating more urgency and more work. Tip#2: Be friendly. Please enable scripts and reload this page. Encouraging to take time off is one of the most important things that you can do for your employees. If our content helps you to contend with coronavirus and other challenges, please consider subscribing to HBR. Managers are also encouraged to be vocal about taking shorter amounts of time off. Members can get help with HR questions via phone, chat or email. The way that vacation and PTO are talked about at your company is going to make a huge difference in people taking time off. Creating a COVID-19 vaccination policy is just the first stepnext you need to communicate the details to your employees. Be happy when employees book time off. To get all of HBRs content delivered to your inbox, sign up for the Daily Alert newsletter. You also want them to come back feeling refreshed and ready for another round of productivity. Template: Check PTO Status HR Reminder The company sent employees reminders to start planning their vacation schedules, with few responses. We strongly recommend taking vacation time during this pandemic. 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. The best way to encourage employees is by setting an example yourself. They can do this through their browser or through our mobile app anytime they want. Dear Valued Customer, We are beyond grateful for your continued support and loyalty to our brand and services. You don't need us to tell you that taking time off should reduce stress. There are many good reasons to choose to get a vaccine , but the most important one is that . In our company time off policy, it states that [X AMOUNT] of your annual leave will be carried over into the next year. Limit vacation day rollovers. Not to mention that according to SHRM, when employees take PTO, they're often more productive and exhibit lower stress and better mental health. In general, yes, employers can require employees who physically enter the workplace to be vaccinated for COVID-19, and before the pandemic, other employer vaccine mandates have been applied, such . 10 Types of Leaves to Include in Your Leave Policy, How to Manage Remote Employees over Microsoft Teams. Hi everyone. As a result, other team members will see that using time off is acceptable, and they will feel they can . With nowhere to go and much to adjust to, most people have cancelled not only their travel reservations but their time off as well. I've included a sample email template to send to your team today. Ask team members where they can share responsibilities and cover for each other so they can rotate times off without stopping work. "I think with remote work, it was hard to separate work from home life," Smith said. Sample Welcome Back Letter From Sick Leave. Here are a few sample vacation request emails and a reminder email draft to help you get started: 1. Download Employee Mandatory Vaccination Policy Letter Template. The fear of being replaced or overlooked for projects or promotions is a potential factor preventing your employees from taking time off. You truly deserve this vacation; we hope you will consider our letter and will take this opportunity. Providing transparency into where all your projects stand helps put everyone . You know who hasnt taken enough time off, and you dont have to trawl through spreadsheets to find out, since its delivered directly to you. Access more than 40 courses trusted by Fortune 500 companies. You, your team, and your directors. You must provide the employee with notice that you require them to take annual leave, in line with the . To recap, here's how to ask for time off: Tip#1: Send a vacation request email weeks in advance. Employees receive their allotted PTO at the beginning of the calendar year. We are so happy to have you back at the Sunshine House. Need help with a specific HR issue like coronavirus or FLSA? People will be scared and caring about their health and source of income. I'm saving my vacation time until Europe reopens!" My specific plans notwithstanding, my coworker's comments make sense. "It's important for employers to say [to employees], 'We care about you,' " said Jackie Reinberg, North America consulting leader, absence, disability management and life, at London-based Willis Towers Watson. " 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. On his next half day off, he plans to go for a bike ride and camp on his deck with his daughters. Dear Dean, Welcome back! Virtual & Washington, DC | February 26-28, 2023. 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. This is especially helpful in getting high performers or those gunning for a promotion to take vacation time. However, in the retail industry, the final two months of every year are almost always the busiest. Make sure your message is clear. Note that due to the busy nature of this time of year, some requests may not be approved, depending on availability and workload. We have noticed that you have been working tirelessly for a long time without taking any type of leaves. Teams are feeling . 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. So why not encourage your employees to try scheduling an extra day off on a Friday or Monday once in a while? 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. 4.2.2 Earning Vacation. 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. 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. Company culture has to promote self-care and wellness for the employees. Please enable scripts and reload this page. 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;}'; 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. Some employees might not even realize how much PTO they have accrued this year, so it's important for managers to let staff know how many PTO hours they have, especially if company policy limits the number of hours that can be rolled over to the next year. 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 . If it has been awhile since you took a vacation, start planning your time off. To request permission for specific items, click on the reuse permissions button on the page where you find the item. Find the latest news and members-only resources that can help employers navigate in an uncertain economy. Accelerate your career with Harvard ManageMentor. Posted on August 4, 2021 Managers, Encourage Your Team to Take Time Off. 'We understand you can't travel. Some organizations, such as the Assure Women's Center in Omaha, Neb., opted to let employees carry over more vacation time. 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. 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. 1. Using this circular for declaring holiday format, you can write leave circular for your own company. In these difficult times, weve made a number of our coronavirus articles free for all readers. By using a human resources information system (HRIS) like BerniePortal, HR can make this enhanced employee handbook available for everyone on the team with a few clicks. 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. First, provide clarity about your time-off policy and any company, government, or health official guidelines and restrictions. 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. Otherwise, theyll burn out quickly (and possibly quit). How does your company handle end-of-year time off requests? to. 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. Talking to your employees about the coronavirus is no easy feat. Once downloaded, you can customize the text . Format #1. Explain the need for leave. Paid time off is part of your compensation. 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. $('.container-footer').first().hide(); (Enovapoint, 2021) Using a name rather than a department in the sender line. Sales may also be the job that needs time off the most. Encourage managers to set an example by utilizing their vacation time. Back in early May, executives at The Insurance Market were worried that numerous employees were canceling their summer vacations. 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. We asked nine thought leaders to share their best advice on how to encourage employees to take some well-deserved time off. And there are plenty of ways to do so. As Limeades CEO Henry Albrecht stated in my survey, Share the rules, show care, model the behaviors, and trust people to do the right thing.. Employees need to feel that their organization understands work-life balance and that they are encouraged to take time away from the office. Leaders can show employees they value this by taking time off themselves. Step 3 - Create your direction to take annual leave due to an excessive leave balance letter . On his half day off, one of my clients created a bouquet for his wife from his garden, repaired a bicycle, and read a book that had been sitting on his shelf for a decade. But ideally, no one will ever be on your Burnout Board. Subject Line: Please join us as we re-open our doors on June 05, 2020. However, when a manager (i.e. Here are six strategies on how managers can approach vacations when so much of the workforce is working from home. If you're going to be on vacation for a week or two, then it's essential you set up your vacation email. Drew Gieseke 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. Suggest shorter breaks more often, rather than weeklong vacations. If taking time off is hard for your employees, there are alternatives that you can consider. Note: For privacy reasons, when someone on your team logs into their Timetastic account, they can only see their own individual leave balance. $(document).ready(function () { Encouraging employees getting fresh air and exercise during work hours through outdoor breaks or fitness classes held onsite (many companies offer these types of perks). It's considered best practice for companies to make their PTO policies easily accessible for all employees, ideally in a comprehensive Culture Guide. The best approach is a mandatory vacation set at a company-wide level. Managers need to rise to the occasion by encouraging time off from their employees. For many employees, working from home has led them to pour more time and effort into their jobs without realizing it. 1. 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. If we take time away from work to recharge and reconnect with loved ones, we can return to work ready to approach our work with energy and purpose. We send two emails per month max. For more info on handling staff leave, check out our articles on: Our customers tell us what makes them tick. Take a stand against this trend of all work and little play. "When managers are intentional about making time for themselves during the dayblocking time to eat lunch, regularly scheduled personal development, being strict with their work and nonwork hourstheir teams have followed suit," Winn said. A vacation leave letter is a written request from employees to their company asking for approval for time off. This will help ensure that your employees use their paid time off and dont miss out on valuable benefits. You want your employees to take a break from their work and enjoy the world outside. Build specialized knowledge and expand your influence by earning a SHRM Specialty Credential. Find the latest news and members-only resources that can help employers navigate in an uncertain economy. var temp_style = document.createElement('style'); Pay attention to your email's header and the design of its body . To make sure that you use your annual leave before the end of the year, were writing to inform you that you will be on mandatory leave from [START DATE] to [END DATE]. By involving the entire team, you make taking breaks part of the culture along with supporting and being generous with each other. If you miss the odd day, the world won't implode, but if people don't know you're away for a few weeks and they don't know exactly when you'll be back, or who they can contact in your place, you're going to have some unhappy clients or customers. Ensure youre clear about your organizations current time-off policy and communicate it to your team. Sometimes we all need to take some time off and do something completely unproductive. 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. That also means that they're responsible for getting that work done and coordinating with other team members to make that happen. Here are five tactics that can make a difference: 1. (See the bottom section for more information about this process.). Many HR professionals report that they've struggled with how to address this trend because vacation is such a sensitive topic. Weve given you three different templates above for informing someone about the leave theyre about to lose. Be an example by taking and enjoying time off yourself. 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. Asking employees to take a mandatory leave of absence can give both the employer and employee time to evaluate. There is no maximum vacation recommendation , though there may be more and longer conversations for unique situations in which a teammate might want to take . Members can get help with HR questions via phone, chat or email. 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. Here are 12 ways you can proactively encourage employees to take time off work: Contents hide 1 Encourage Employees to Take a Digital Detox 2 Remind Employees about the Benefits of Taking Time Off 3 Do What You Preach 4 Make it a Habit to Unplug from Work Often 5 Create Company Holidays 6 Show Employees that Work-life Balance is Important Redefine vacations to mean more than just recreation and travel to include family time, caregiving, and self-care. 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. This leave can make you more motivated and help you perform more effectively. If anyone has any questions or concerns about this email, please feel free to reach out. Sabina Nawaz. Company leaders thought it would be too expensive to allow employees to carry over time or pay them for unused vacation days. From dress code to time off, my team follows the tone set by the leader. Please log in as a SHRM member before saving bookmarks. Demonstrate care of your employees by offering flexibility, and model behaviors yourself by taking advantage of your own time off. Download Template : (pdf, docs, ODT, RTF, txt, HTML, Epub, Etc), Subject: Letter to Encourage Employees to Take Vacations. I will be back at work on [DATE]. As of [DD/MM/YY], you have an annual leave balance of [X DAYS /X HOURS]. You will need to demonstrate through your own actions that youre serious about time off. Part time employees accrue vacation on a pro-rated basis. Be Happy to Help: You need to encourage staff members to use their PTO. 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. The next big thing to solve is making sure your team has the tools to book their holiday. They can use that time as a mini-weekend getaway with their friends or family. The reason for this leave request is purely due to medical reasons. 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. if(currentUrl.indexOf("/about-shrm/pages/shrm-china.aspx") > -1) { Thank you for being YOU! You should also include any rules on how many people from a team/the organisation can be away simultaneously. Its also important to provide employees with references to any government or health official guidance, so they can also take that into account. Everyone needs time off work. ", The request for employees to take vacation "was met with unbridled appreciation," he said, adding that "acknowledgment is important to people.". Marketing | Branding | Blogging. Taking time off is important and we want you to be able to use your holiday. But we know that unplugging from work is important.' 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. So, by looking into your efforts and integrity to accomplish your goal in the company, we have decided to offer you a special leave for (mention the period) days, and we will be very happy if you accept it. 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. At this time I am proudly able to announce the reopening of Our Business on June 05, 2020. Its not just our commute times that have been co-opted but also our vacations. Likewise, as mentioned above, employers might want to completely rework their PTO benefits for the new year. In many companies, employees may even need to find coverage while they're out so their workload isn't interrupted. David Zaitz/Getty Images. Companies are offering a range of wellness options but also vary in their policies about taking time off, from we trust you, take care of what you need to to take some of your allotted vacation time to we need all hands on deck right now and we can figure out time off later.. Taking time off should be encouraged by companies and managers to promote employee wellness, happiness, and productivity in the workplace. "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. var currentLocation = getCookie("SHRM_Core_CurrentUser_LocationID"); 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. Im writing to remind you that we have an annual leave policy. In this case, make a simple process for reaching out and interacting with coworkers to find coverage for time off. $("span.current-site").html("SHRM China "); Encourage your staff to take the full amount of time allotted to enjoy themselves and come back refreshed for work. You may want your employees to feel like theyre getting enough sleep, eating well, and exercisingand also having fun! 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. Sales teams are notorious for not taking PTO; this is in part because of the ongoing nature of the work and in part because taking time off can be expensive if you miss on commission. Be open and transparent. According to WorldatWork, about $365B of PTO was accrued in 2019 across all companies and organizations in the US. Policy brief & purpose. Is the PTO benefit still competitive with other employers in the industry? 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. Many companies are encouraging employees to take off half days, a day in the middle of the week, or a Monday or Friday to extend the weekend. 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. 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. You have always been a diligent, hard-working, and loyal team employee (mention the details). But these templates really just help you organise your thoughts. HBR Learnings online leadership training helps you hone your skills with courses like Team Management. To help employees feel comfortable taking time off, its important to set up an out-of-office reply that promotes relaxation. $('.container-footer').first().hide(); Finally, employers can simply remind employees to take their time off before the end of the year. Please log in as a SHRM member before saving bookmarks. 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 section, we show how Timetastic, our staff leave app, helps your team take their holidays throughout the year. If there is a negative narrative presented from either HR or management, employees will be fearful of requesting any time off. By taking time off regularly, you can show everyone else in the company how important it is to take time off so they dont feel guilty about doing so themselves. 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. With people understandably fearful about their employment, employers need to set up and give people the mental break they need. 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. Energise your workforce. Offer Time Off As A Sign Of Appreciation Practice patience and sensitivity. Studies show that almost 75% of employees do not take all of their allotted paid time off (PTO.) 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. Being transparent about leave policies allows individuals to consciously weigh trade-offs and enables everyone to operate from the same set of principles. Her complaint wasnt about working in quarantine per se, but about her frantic pace and static productivity. Shift your organizations expectations from what youd do on a traditional vacation or even a staycation to envision creative ways to relax using resources lying in plain sight. Now?" My coworker was incredulous. $("span.current-site").html("SHRM MENA ");