Employees need time to rest and enjoy themselves outside work. Unsubscribe anytime. We are so happy to have you back at the Sunshine House. 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. Thats why we have an annual leave policyto help you take care of yourself so that youre ready to go when it comes time to come back! If there arent any available at your company yet but would like something similar instead then consider adding an incentive program where each employee receives points based on how many hours they worked each week which can then be redeemed at the end of each month towards goods or services such as gym memberships or other activities outside work hours. Your session has expired. Talking to your employees about the coronavirus is no easy feat. Unfortunately, the time for booking your annual leave has passed. 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. 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. Employees who take time off come to work with a positive mindset and charged to take on challenges. Create a cafe-like office. 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. Please confirm that you want to proceed with deleting bookmark. 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. 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). This allows HR to properly plan work schedules and project deadlines around planned employee absences. They can use that time as a mini-weekend getaway with their friends or family. "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. However, in the retail industry, the final two months of every year are almost always the busiest. 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. Here are a few sample vacation request emails and a reminder email draft to help you get started: 1. David Zaitz/Getty Images. 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. Practice what you preach. There are many positive benefits of taking vacation time. Please log in as a SHRM member before saving bookmarks. Additionally, [company] has the right to identify blackout periods where PTO requests cannot be approved. For instance, you can give your employees the tools to help them unplug from work. Need help with a specific HR issue like coronavirus or FLSA? Members can get help with HR questions via phone, chat or email. It can cause no symptoms, some symptoms, serious illness . Note: For privacy reasons, when someone on your team logs into their Timetastic account, they can only see their own individual leave balance. Build specialized knowledge and expand your influence by earning a SHRM Specialty Credential. By giving your team the tools they need to see how much leave they have left to use, and book new requests, youre giving them what they need to take their holiday leave throughout the year. 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. 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. Please purchase a SHRM membership before saving bookmarks. 1. 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. Many have rediscovered activities within their immediate reach. You truly deserve this vacation; we hope you will consider our letter and will take this opportunity. } Disclaimer, Elon Musk's Illusion of Control Undermining Teslas Future, SHRM Partners with William G. McGowan Charitable Fund with Johnny C. Taylor, Jr. and Diana Spencer, The Moment is Now for Emotional Intelligence - #SHRM22, How HR Analytics Can Leverage Performance Appraisal System. 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). 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. Being transparent about leave policies allows individuals to consciously weigh trade-offs and enables everyone to operate from the same set of principles. Please purchase a SHRM membership before saving bookmarks. Demonstrate care of your employees by offering flexibility, and model behaviors yourself by taking advantage of your own time off. There's more to PTO than making adjustments at the end of the year. 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 3 templates for reminding your employees to take annual leave Template #1: Reminding your employee that the end of the year's approaching and their holiday time doesn't carry over Template #2: Informing your employee that they missed the cut-off for taking their leave (and explaining how your carry-over policy works) Dear [RECIPIENT'S NAME], }); if($('.container-footer').length > 1){ I suggested that she take a few long weekends and do local explorations. Ensure youre clear about your organizations current time-off policy and communicate it to your team. If you have any questions about your leave balance, or how to reschedule your leave, please reach out to your manager. (Enovapoint, 2021) Using a name rather than a department in the sender line. 2. Help staff ease back into work after their leave. With the initial adrenaline rush of the crisis passed, vast numbers of my clients are reporting that they and their teams feel flayedand exhausted to the point of being useless, work demands are on the rise, and the time saved commuting has been converted to meetings that creep earlier into the day and fill the space between dinner and (a too-late) bedtime. 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. 2. That is why I would encourage employees to take days off by recommending they spend time with their families. And there are plenty of ways to do so. 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. Limit the rollover of unused paid leave days. And finally, activate your team by creating a plan where work is still accomplished, even as people are offline. 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.. 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. Various studies show that the current environment is taking a toll on employees' mental health and fueling workers' reticence about taking time off. How to Encourage Your Team to Use Employee Vacation Time 1. Select a Friday on the calendar and announce that the company will be giving everyone a paid day off. Employees accrue 15 days of vacation for the first year of employment and 20 days of vacation each year after the first year. Likewise, as mentioned above, employers might want to completely rework their PTO benefits for the new year. Virtual & Washington, DC | February 26-28, 2023. Vacation leave letters may be addressed to your direct supervisor or the human resources department at your company. 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. We showcase this by offering our employees unlimited PTO. They can do this through their browser or through our mobile app anytime they want. You should send employees monthly reminders about how much time off they have available for use in the following year. We would be very happy to give some of the savings we achieve in reduced electricity costs back to you. } Home Letters Templates Encouragement Letters. She also suggested that employees reduce their workweek by taking a Friday or Monday off each week until the end of the year. Format #1. "This helps reassure the employee that they can truly take time off to relax with family without feeling guilty or stressing out about checking e-mail and phone messages.". year after restoration (i.e., restored in leave year 2013 to be used by the end of leave year 2014). Subject: Request for one week vacation leave. This is an easy way to help your employees unplug, refocus, and enjoy themselves. You can reach me at [alternate contact info]. How Companies Can Encourage Employees to Use Their Vacation Time. Organizations that utilize a use it or lose it PTO approach may find HR overwhelmed by this careful balancing act during the holiday season. Knowing who on your team is at risk of burnout or who has a lot of leave left to use is a huge win. Dear Dean, Welcome back! The disparity in working conditions is becoming evident in the yield of work based on individual work-from-home circumstances. "In the middle of a global pandemic? Limit vacation day rollovers. Remind employees to schedule annual leave in advance Have an open talk with your employees about their unused annual leave. 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. As of [DD/MM/YY], you have an annual leave balance of [X DAYS /X HOURS]. Your session has expired. Implement rollover limits. A company's leaders ultimately need to set the tone for the company's vacation policy. It is essential for your employees to take time off from work for their sake, as much as yours. part-a (to be filled up by. 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. The next big thing to solve is making sure your team has the tools to book their holiday. Employees should clearly understand your organization's vacation policy. $("span.current-site").html("SHRM MENA "); The current crisis is creating more urgency and more work. Dear (mention the name of the recipient). Sabina Nawaz. 11+ Vacation Policy Examples - PDF, Word. Essentially, we reduce the individual reps sales goal for the month by a ratio equivalent to the number of days off. Ensure there is appropriate cover. Thank you for being YOU! Adjust Job Requirements to Allow for Stress-Free PTO. For example, include information about the notice required in advance of a holiday and how much notice is required to refuse a holiday request. This allows your employees to start thinking of dates they might like to request off. var currentLocation = getCookie("SHRM_Core_CurrentUser_LocationID"); You must provide the employee with notice that you require them to take annual leave, in line with the . 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. "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. With nowhere to go and much to adjust to, most people have cancelled not only their travel reservations but their time off as well. Another option is for HR to implement PTO blackout dates. Tip#4: Ease any concerns about finishing your projects on time. Marketing | Branding | Blogging. The point is, you now have the information on hand. 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. For some companies, this situation might not prove difficult whatsoeverit's entirely possible that November and December are slow periods for plenty of employers. 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. 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. First, when you use Timetastic, you get access to your teams Burnout Board. First, provide clarity about your time-off policy and any company, government, or health official guidelines and restrictions. 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. 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. 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. var temp_style = document.createElement('style'); 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. 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. To recap, here's how to ask for time off: Tip#1: Send a vacation request email weeks in advance. 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]. Your Burnout Board highlights who on your team is overdue for a break: Your Burnout Board tells you how much time off someone has left to use, when the last time they took a day off was, and if they have any bookings coming up. Moreover, vacations can also help employees stay healthy by encouraging them to exercise and eat better habits. 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. The current crisis is creating more urgency and more work. Encourage holiday talk in your company. Find the latest news and members-only resources that can help employers navigate in an uncertain economy. Drew Gieseke is an aPHR-certified marketing professional who writes about HR, compliance, and healthcare solutions. the leave type), provide any more details (if necessary), and then submit their request. Subject: letter to encourage employees to take vacations. 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 . Creating a COVID-19 vaccination policy is just the first stepnext you need to communicate the details to your employees. What Is a Dependent Care FSA and How Does It Work? However, while the number of hours worked is soaring, peoples capacity to focus and produce quality work is diving. When anyone on your team logs into Timetastic, theyll see their Wallchart: Their Wallchart tells them who has approved time off on the calendar, along with their own leave balance, so they can see how much leave they still have left to use. Providing transparency into where all your projects stand helps put everyone . 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. If you have any questions about your leave balance, or how to book leave, please reach out to your manager. We asked nine thought leaders to share their best advice on how to encourage employees to take some well-deserved time off. Build specialized knowledge and expand your influence by earning a SHRM Specialty Credential. Down time is likely to be devoted to supporting good mental health rather than recreation or travel. 3) who you are leaving in charge of any project should an emergency or immediate question arise. Steve Pemberton, chief human resources officer at the company, which is co-headquartered in Dublin, Ireland, and Framingham, Mass. This works out to a monthly accrual of 1.25 vacation days during the first year and 1.6667 vacation days per month after the first year. Some businesses may close down for a week or two at a certain time of the year, and that period is everyone's . Posted on August 4, 2021 This is especially helpful in getting high performers or those gunning for a promotion to take vacation time. PTO will be available to exempt and non-exempt employees. Here are five reasons to encourage your employees to take a vacation. "It's not necessarily time off, but we encourage our people on no-meeting days to do that extra load of laundry or have . var currentLocation = getCookie("SHRM_Core_CurrentUser_LocationID"); Lisa Rabasca Roepe is a freelance writer based in Arlington, Va. You have successfully saved this page as a bookmark. Encouraging to take time off is one of the most important things that you can do for your employees. Sometimes we all need to take some time off and do something completely unproductive. Suggest shorter breaks more often, rather than weeklong vacations. Putting a cap on this important time doesn't help our effort to achieve high levels of employee satisfaction and productivity. For example, one of my direct reports said she was not going to use her vacation as she did not have any plans. You don't need us to tell you that taking time off should reduce stress. It was hard for all survey respondents to know what to do with an extended vacation of more than a week. To help businesses, Paycor is offering businesses a sample communication letter sharing your vaccination policy. Some organizations, such as the Assure Women's Center in Omaha, Neb., opted to let employees carry over more vacation time. Vacations are necessary to help you re-charge and be your best in the office. Part time employees accrue vacation on a pro-rated basis. Is the PTO benefit still competitive with other employers in the industry? As of [DD/MM/YY], you have an annual leave balance of [X DAYS/ X HOURS]. Its also important to provide employees with references to any government or health official guidance, so they can also take that into account. Working from home doesnt mean working all the time. Remind staff to book annual leave in advance. 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. "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. " This was the concern one of my clients recently. There are many good reasons to choose to get a vaccine , but the most important one is that . 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. Virtual & Washington, DC | February 26-28, 2023. 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.