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. }); if($('.container-footer').length > 1){ You, your team, and your directors. These include [dates]. This is the same information in the Burnout Board, but its sent directly to you, so you dont risk overlooking it. We asked nine thought leaders to share their best advice on how to encourage employees to take some well-deserved time off. We set very clear performance metrics with our employees and allow them flexibility in accomplishing those goals. Creating a COVID-19 vaccination policy is just the first stepnext you need to communicate the details to your employees. Suddenly, a majority of people within an organization want to take time off. But these templates really just help you organise your thoughts. When Crystal Brown-Tatum, a human resources manager at Dallas Summer Musicals, noticed that her staff members were accruing more paid time off (PTO) during the pandemic than they would be able to roll over in 2021, she sent out a list of road trips for employees to consider taking. Policy brief & purpose. 10 Types of Leaves to Include in Your Leave Policy, How to Manage Remote Employees over Microsoft Teams. That said, human resources personnel should also communicate regular reminders to employees about making the most of their PTO throughout the year. If anyone has any questions or concerns about this email, please feel free to reach out. 4. As of [DD/MM/YY], you have an annual leave balance of [X DAYS/ X HOURS]. You can reach me at [alternate contact info]. 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. "Time off gives you the opportunity to recharge. How Companies Can Encourage Employees to Use Their Vacation Time. We are so happy to have you back at the Sunshine House. We know it can be difficult to remember, especially when youre in the middle of a busy day, but taking small breaks throughout the day will actually help keep you and your employees feeling energized, happy and inspired. Taking time off is important and we want you to be able to use your holiday. Sample employee email to encourage them to get vaccinated . Please enter the text you see in the image below: SHRM provides content as a service to its readers and members. A leave allows the workers to have a break to rest and re-energize themselves for their future work. You may want your employees to feel like theyre getting enough sleep, eating well, and exercisingand also having fun! "In the middle of a global pandemic? 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 . - John Lie-Nielsen, One Park Financial 5. Generally, there's no formal consequences for not using your mandatory vacation time. Remind employees to schedule annual leave in advance Have an open talk with your employees about their unused annual leave. 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. 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. In our company time off policy, it states that [X AMOUNT] of your annual leave will be carried over into the next year. You truly deserve this vacation; we hope you will consider our letter and will take this opportunity. 2. But do your employees? Here are five tactics that can make a difference: 1. 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. 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). 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. Limit the rollover of unused paid leave days. 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 Steve Pemberton, chief human . Employees need to feel that their organization understands work-life balance and that they are encouraged to take time away from the office. ", The request for employees to take vacation "was met with unbridled appreciation," he said, adding that "acknowledgment is important to people.". HR circular format for employees are very helpful in this situation. The way leaders take a vacation is a signal for employees on vacation expectations. It has taken jobs, businesses and human lives. 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. 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). 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. 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. 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. 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. Implement rollover limits. We encourage team members to take a minimum of 3 weeks (15 work days) of vacation time throughout the year, in addition to the holidays (bank, religious or otherwise) you choose to observe. 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. Vacation leave letters may be addressed to your direct supervisor or the human resources department at your company. Ask employees to create a vacation plan and mark the due date for filing leaves on their calendars. Find the latest news and members-only resources that can help employers navigate in an uncertain economy. } Various studies show that the current environment is taking a toll on employees' mental health and fueling workers' reticence about taking time off. A vacation leave letter is a written request from employees to their company asking for approval for time off. if(currentUrl.indexOf("/about-shrm/pages/shrm-china.aspx") > -1) { document.head.append(temp_style); You may be trying to access this site from a secured browser on the server. $(document).ready(function () { 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. 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. Take a stand against this trend of all work and little play. Keep your communication and expectations open and transparent. Moreover, vacations can also help employees stay healthy by encouraging them to exercise and eat better habits. Accelerate your career with Harvard ManageMentor. Likewise, as mentioned above, employers might want to completely rework their PTO benefits for the new year. 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.. 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. When some of your employees are using time off, share that information with the rest of the team and encourage them to do so as well. Ask team members where they can share responsibilities and cover for each other so they can rotate times off without stopping work. 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. First, provide clarity about your time-off policy and any company, government, or health official guidelines and restrictions. It gives both the employee and employer time for review. Members may download one copy of our sample forms and templates for your personal use within your organization. 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. But how can they do that if they dont know how to disconnect from work? Be open and transparent. Learn if they are planning any fun trips, and remind them to book their vacation as far in advance as possible so you can be ready for it. 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. "They were very relieved [by the change in policy], and we are trying to reward them as much as possible for their work.". Drew Gieseke is an aPHR-certified marketing professional who writes about HR, compliance, and healthcare solutions. Informal vacation request email Subject: Vacation request June 1-15 Hi Jean, I'd like to request vacation time from Monday, June 1st through Tuesday the 15th. Even if our employees work from home, we ask when they are taking a 'vacation' even if it's a staycation. PTO will be available to exempt and non-exempt employees. HBR Learnings online leadership training helps you hone your skills with courses like Team Management. Others are more likely to follow when company policies express and your behaviors demonstrate what you most value. 1. Here are five ways to encourage your employees to take a holiday leave: 1. Lisa Rabasca Roepe is a freelance writer based in Arlington, Va. You have successfully saved this page as a bookmark. Thank you for being YOU! This policy is based on mutual trust . Tip#3: Be sure to use the word "because" when explaining your reasons. Taking time off should be encouraged by companies and managers to promote employee wellness, happiness, and productivity in the workplace. } var temp_style = document.createElement('style'); 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. I'm saving my vacation time until Europe reopens!" My specific plans notwithstanding, my coworker's comments make sense. Being transparent about leave policies allows individuals to consciously weigh trade-offs and enables everyone to operate from the same set of principles. The fear of being replaced or overlooked for projects or promotions is a potential factor preventing your employees from taking time off. More employees began requesting vacations in June, but they pulled back again in mid-July July as virus cases roared back, according to Zenefits, a San Francisco-based benefits provider. Employees need time to rest and enjoy themselves outside work. by. Second, you also get Timetastics Firewire, which is sent out quarterly to you and any department managers you have on your team. Employees who take time off come to work with a positive mindset and charged to take on challenges. However, while the number of hours worked is soaring, peoples capacity to focus and produce quality work is diving. "[Time off] is the most emotional benefit we have. Step 3 - Create your direction to take annual leave due to an excessive leave balance letter . 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. For example, women academics are publishing fewer papers, presumably because of their disproportionate responsibility at home. 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 . Helping Startups/ It Companies/ and Small Businesses to Enhance Their Business Through Branding and Marketing Ideas. Explain the need for leave. Your session has expired. advise the employee you would like them to take some of their annual leave, and. Smith speculated that employees didn't see the point in taking time off when they were working from home just to stay at home. You 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. If our content helps you to contend with coronavirus and other challenges, please consider subscribing to HBR. Unused vacations have cost U.S. businesses $224 billion a year. $("span.current-site").html("SHRM China "); Restored leave still remaining to the employee's credit at the end of this period will be forfeited without the right to further restoration. HR leaders should also train managers on vacation policies, and encourage employees to speak to HR if they have concerns about taking time off. Encouraging to take time off is one of the most important things that you can do for your employees. $("span.current-site").html("SHRM MENA "); 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. Make sure your message is clear. According to WorldatWork, about $365B of PTO was accrued in 2019 across all companies and organizations in the US. To recap, here's how to ask for time off: Tip#1: Send a vacation request email weeks in advance. We've all missed you, and the residents have been anxious for your return. 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. At Workhuman, surveys showed that employee stress was on the rise and vacation requests were running below 2019 levels. You can use our sample leave of absence forms to encourage employees to take time off work. Another option is for HR to implement PTO blackout dates. 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. Once the request is approved, the company Wallchart is updated so everyone can see that new time off has been added to the company calendar. Sample Welcome Back Letter From Sick Leave. This person can then quickly approve or decline the request, with a full view of any potential holiday clashes in the app. Establish firm availability boundaries for yourself and share what you did during your 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. 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. If taking time off is hard for your employees, there are alternatives that you can consider. "While traditional vacations and large events are not available to all employees this year, the best thing we've done to support our team is reframe what time off could look like," said Courtney Wilson, head of people operations at HealthJoy, a Chicago-based benefits platform. If you have any questions, please contact [contact]. Perhaps a team competition with a free lunch to the winning team . Let them know that vacation can improve their relationships at work, as well as their productivity and morale. For some companies, this situation might not prove difficult whatsoeverit's entirely possible that November and December are slow periods for plenty of employers. However, in the retail industry, the final two months of every year are almost always the busiest. Ensure youre clear about your organizations current time-off policy and communicate it to your team. "It ended up that a lot of people were not able to use their vacation," said Barb Malek, the center's operations director. For many employees, working from home has led them to pour more time and effort into their jobs without realizing it. You can reach me at [alternate contact info]. document.head.append(temp_style); You may be trying to access this site from a secured browser on the server. If employees are constantly connected to their colleagues and the office, theyre more likely to feel like they need to be at their desks answering emails and taking calls. Pay attention to your email's header and the design of its body . This leave can make you more motivated and help you perform more effectively. Thank you for going the extra mile. Some organizations, such as the Assure Women's Center in Omaha, Neb., opted to let employees carry over more vacation time. 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. They are now allowed to carry over two weeks instead of just one. 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. Leaders can show employees they value this by taking time off themselves. Vacation Request Letter: 4 Templates and Emails, Vacation Request Email to Boss Sample: 4 Examples, Holiday Request Letter to Manager: 4 Templates, Leave Extension Letter Example: 4 Templates, Holiday Request Letter example: 4 Templates, Leave Application Confirmation Letter: 4 Templates, Leave of Absence Letter Template: 4 Emails, Commercial Credit Analyst Cover Letter Example: 4 Templates, Commercial PropertyManager Cover Letter Example: 4 Templates, Commercial Real Estate Broker Cover Letter Example: 4 Templates, Commis Chef Cover Letter Example: 4 Templates, Clinical Application Specialist Cover Letter Example: 4 Templates. Team members of some of my clients try things theyve never done, just to infuse novelty such as sketching or singing. 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. 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. To request permission for specific items, click on the reuse permissions button on the page where you find the item. What is important is that they spend time with them, because they never know how long they have with their loved ones regardless if there is a pandemic. But companies should encourage their employees to take and enjoy time off in order to promote employee wellness, happiness, and productivity in the workplace. Company leaders thought it would be too expensive to allow employees to carry over time or pay them for unused vacation days. How Will the Anti-Work Movement Impact Businesses? To help businesses, Paycor is offering businesses a sample communication letter sharing your vaccination policy. If there is a negative narrative presented from either HR or management, employees will be fearful of requesting any time off. First, when you use Timetastic, you get access to your teams Burnout Board. Managers are also encouraged to be vocal about taking shorter amounts of time off. That's why it is so important to lead by example. Thats what we will discuss next. The company sent employees reminders to start planning their vacation schedules, with few responses. Sometimes we all need to take some time off and do something completely unproductive. A company's leaders ultimately need to set the tone for the company's vacation policy. Energise your workforce. **Note to employees who are projected to have annual leave that otherwise would be subject to forfeiture This request is due to [provide reason/s]. It is essential for your employees to take time off from work for their sake, as much as yours. With people understandably fearful about their employment, employers need to set up and give people the mental break they need. The pandemic has affected many people. var currentUrl = window.location.href.toLowerCase(); This helps reduce the risk of burnout, and it helps reduce any stress your team may feel as the year comes to a close and everyone on your staff is trying not to lose their holiday time. "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. Organizations that utilize a use it or lose it PTO approach may find HR overwhelmed by this careful balancing act during the holiday season. To keep your mind and body healthy, its important to take some time for yourself every once in a while. Youll feel so much better when you get back than if you hadnt taken any time at all, and your coworkers will appreciate having someone healthy around them again! I Am a Self-Taught Marketer with 10 Years of Experience. Taking time off is something many people will avoid when job security is at the forefront of someones mind. 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. The nation's workers also eschew lunch to work longer. Asking employees to take a mandatory leave of absence can give both the employer and employee time to evaluate. For example, include information about the notice required in advance of a holiday and how much notice is required to refuse a holiday request. As of [DD/MM/YY], you have an annual leave balance of [X DAYS /X HOURS]. Others may channel their anxiety about the world into their work so they are reluctant to take time off. Using this circular for declaring holiday format, you can write leave circular for your own company. Redefine vacations to mean more than just recreation and travel to include family time, caregiving, and self-care. It's considered best practice for companies to make their PTO policies easily accessible for all employees, ideally in a comprehensive Culture Guide. This allows HR to properly plan work schedules and project deadlines around planned employee absences. Employees who take regular time off are less stressed, less likely to burn out, and better equipped to find solutions when problems arise. 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. 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. To all employees: COVID-19 is unpredictable. Helping to Minimize Lost Days Its not just our commute times that have been co-opted but also our vacations. 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. 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.