Demonstrate care of your employees by offering flexibility, and model behaviors yourself by taking advantage of your own time off. Here's How to Encourage Employees to Take PTO - SHRM advise the employee you would like them to take some of their annual leave, and. 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. It is the most valued," Reinberg said. Learn how SHRM Certification can accelerate your career growth by earning a SHRM-CP or SHRM-SCP. What you say is less important than what you do. Please reach out to your direct manager to see about booking time off ASAP to take a well-deserved holiday. Follow this simple memo to staff on . What Is the Pregnant Workers Fairness Act (PWFA). 1. year after restoration (i.e., restored in leave year 2013 to be used by the end of leave year 2014). If you have any questions, please contact [contact]. If you have any queries, you can reach our department of [Mention the details] at [mention phone number] or send your questions through an email at [mention the email address]. 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. 14 Tips For Encouraging Employees To Take Time Off - Forbes 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. In an age where 24/7 connectivity and increasing workloads are the norms, it can be hard for employees to take time off. The pandemic has affected many people. Wed like to avoid you losing your hard-earned time off. var currentLocation = getCookie("SHRM_Core_CurrentUser_LocationID"); if(currentUrl.indexOf("/about-shrm/pages/shrm-china.aspx") > -1) { $("span.current-site").html("SHRM MENA "); This will help ensure that your employees use their paid time off and dont miss out on valuable benefits. $("span.current-site").html("SHRM China "); 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. Asking employees to take a mandatory leave of absence can give both the employer and employee time to evaluate. Policy brief & purpose. Being transparent about leave policies allows individuals to consciously weigh trade-offs and enables everyone to operate from the same set of principles. In this section, we show how Timetastic, our staff leave app, helps your team take their holidays throughout the year. 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. As of [DD/MM/YY], you have an annual leave balance of [X DAYS /X HOURS]. If our content helps you to contend with coronavirus and other challenges, please consider subscribing to HBR. Not to mention that according to SHRM, when employees take PTO, they're often more productive and exhibit lower stress and better mental health. For many employees, working from home has led them to pour more time and effort into their jobs without realizing it. We set very clear performance metrics with our employees and allow them flexibility in accomplishing those goals. You may want your employees to feel like theyre getting enough sleep, eating well, and exercisingand also having fun! If workers take 29% less vacation for the entire year, this translates into about $60B in additional accrued PTO liability. 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 . Have a Clear Employee Vacation Policy First, make sure your employee vacation policy is clearly outlined. Now that there is a boundary, people want to take time off, she explained. Employees who take regular time off are less stressed, less likely to burn out, and better equipped to find solutions when problems arise. 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. 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. Suggest shorter breaks more often, rather than weeklong vacations. If You're in HR, Send this Email About Coronavirus to Staff - Workest How to encourage employees to take annual leave - Breathe HR Everyone needs time off work. - John Lie-Nielsen, One Park Financial 5. 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. You have successfully saved this page as a bookmark. 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. Employees need to feel that their organization understands work-life balance and that they are encouraged to take time away from the office. Teams are feeling exhausted, work demands are on the rise, and more and more time is devoted to work instead of ourselves. Ensure youre clear about your organizations current time-off policy and communicate it to your team. 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. Here are some ways you can encourage employees to step away from their devices: Sometimes employees hesitate to take time off because they feel they will be distracted from getting all work-related emails and then having to reply to them instantly. Note that due to the busy nature of this time of year, some requests may not be approved, depending on availability and workload. Thank you for being a great leader. It was hard for all survey respondents to know what to do with an extended vacation of more than a week. Company leaders thought it would be too expensive to allow employees to carry over time or pay them for unused vacation days. 4.2.2 Earning Vacation. 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. The reply should explain when the employee will be away and for how long, but also include some language that indicates that the employee is taking a break from work and is not available during this time. "People seem to say, 'I don't want to go to work today,' " she said, adding that the summer weather has also pushed people to use their PTO. If this is the case, HR should consider the following questions when auditing their time-off policy: To learn more about communicating these updates, use the template inthis BerniePortal resource. 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. 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. On A Mission to Help Small Businesses to Be a Brand. "Make it mandatory," says Profico. How to write a letter to your employee to take annual leave: 3 templates Hi everyone. Organizations that utilize a use it or lose it PTO approach may find HR overwhelmed by this careful balancing act during the holiday season. ref: ltc sanction order no dt (copy to be enclosed) note: this bill should be prepared in duplicate-one for payment and the other as office copy. If you're like most Americans, it's likely been a while, as 55% of workers don't use all their paid time off. 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. Posted on August 4, 2021 Subject: Request for one week vacation leave. Your team can also easily book a holiday through their Wallchart: They simply select the dates they want off, list the reason (i.e. 3) who you are leaving in charge of any project should an emergency or immediate question arise. 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. 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. 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. One of the most important things you can do to ensure that your employees are able to enjoy their time off is to create company holidays. [company] is committed to ensuring that employees make the most of their allotted PTO, so please coordinate with your manager or supervisor to utilize this policy. You must provide the employee with notice that you require them to take annual leave, in line with the . If you have any questions about your leave balance, or how to book leave, please reach out to your manager. 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. Even if our employees work from home, we ask when they are taking a 'vacation' even if it's a staycation. 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! But encouraging your employees to use their time off is a win for you and for them. Keep your communication and expectations open and transparent. It can cause no symptoms, some symptoms, serious illness . Here is a template you can use when structuring your email: Subject: [type of leave] request - [your name] Dear [employer's name], I would like to request [number of days or weeks] leave days that start from [date] and end on [date]. However, while the number of hours worked is soaring, peoples capacity to focus and produce quality work is diving. Redefine vacations to mean more than just recreation and travel to include family time, caregiving, and self-care. This policy is based on mutual trust . Steve Pemberton, chief human resources officer at the company, which is co-headquartered in Dublin, Ireland, and Framingham, Mass. Managers are also encouraged to be vocal about taking shorter amounts of time off. "As employers, we have to be cognizant of the mental health impact that the pandemic is having," Pemberton said. Staff motivation email examples - Ergon Energy For example, one of my direct reports said she was not going to use her vacation as she did not have any plans. June 05, 2020. 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. But ideally, no one will ever be on your Burnout Board. Its time to make it a habit for your employees to unplug from work often, taking into account their mental well-being. If you have any questions about your leave balance, or how to reschedule your leave, please reach out to your manager. Why you should encourage staff to take annual leave Here are six strategies on how managers can approach vacations when so much of the workforce is working from home. By involving the entire team, you make taking breaks part of the culture along with supporting and being generous with each other. $('.container-footer').first().hide(); If you're in HR, use this email template to communicate to your staff regarding coronavirus and flu prevention. Now?" My coworker was incredulous. 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 Vacation leave letters may be addressed to your direct supervisor or the human resources department at your company. agree on a time for the employee to take the leave. How does your company handle end-of-year time off requests? For additional queries, you can reach our department of [Mention the details] at [mention phone number] or directly through an email at [mention the email address]. Through a combination of this survey data and individual coaching conversations, here are six strategies for managers on how to approach vacations when so much of the workforce is working from home. A policy that is clear and available to all shows that you, as the employer, value the importance of vacation time for employees. (Campaign Monitor,2019) 3. "Encourage To Take Vacation" Letter to Employee: 4 Templates 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. But do your employees? By intentionally taking time off and fully disconnected from work, I signal to others that it's okay to do the same. 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 you sense that your employee is stressed out and just not telling you,. Sometimes we all need to take some time off and do something completely unproductive. (See the bottom section for more information about this process.). Dear [Name of Manager], I would like to request for one week of leave from [DATE] to [DATE]. You can reach me at [alternate contact info]. Leaders can show employees they value this by taking time off themselves. Additionally, [company] has the right to identify blackout periods where PTO requests cannot be approved. How to help employees take vacationeven when they're stressed 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 Here are a few samples to help you draft the perfect vacation request letter. To help businesses, Paycor is offering businesses a sample communication letter sharing your vaccination policy. Gain the intel you need now to successfully anticipate and navigate employment laws, stay compliant and mitigate legal risks. Encourage holiday talk in your company. Here are five ways to encourage your employees to take a holiday leave: 1. How to Write a Vacation Request Email - With Examples 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. 4. 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). 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. Down time is likely to be devoted to supporting good mental health rather than recreation or travel. Change the Way PTO is Discussed in Your Office. 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. Many have rediscovered activities within their immediate reach. A leave allows the workers to have a break to rest and re-energize themselves for their future work. 12 Ways to Encourage Employees to Enjoy and Take Time Off Review these examples of letters and emails sent to candidates during the hiring process: Interview Invitation Letters Candidate Rejection Letters Welcome a New or Returning Employee Whether you're making an initial job offer or welcoming an employee back from an extended leave, here are some samples of what you might say. That's why it is so important to lead by example. The fear of being replaced or overlooked for projects or promotions is a potential factor preventing your employees from taking time off. Teams are feeling . Research shows that, thanks to remote work, we're spending an average. 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. This leave can make you more motivated and help you perform more effectively. Encouraging Employees to Utilize Paid Time Off During a Pandemic Set the example for your employees Discuss the days you will be taking off and encourage your team to do the same. 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. Members can get help with HR questions via phone, chat or email. Suddenly, a majority of people within an organization want to take time off. I Am a Self-Taught Marketer with 10 Years of Experience. Employees need time to rest and enjoy themselves outside work. Brett is a #SHRM22Influencers and has also been a keynote speaker at several state SHRM conferences around the topic of employee engagement. The point is, you now have the information on hand. 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. You, your team, and your directors. The nation's workers also eschew lunch to work longer. Overworked employees are unhappy, do not engage and do not contribute to a productive office environment. Please enable scripts and reload this page. Don't Just Talk About PTO Benefits: Encourage Your Employees to You want your employees to take a break from their work and enjoy the world outside. By providing a modest assortment of refreshments, snack options, and kitchen appliances, you'll make sure your employees feel like a critical part of the team. It outlines the employee's intended days off and their plan for coverage at work. HR leaders should also train managers on vacation policies, and encourage employees to speak to HR if they have concerns about taking time off. We were worried about you during your absence, and I speak for everyone here when I say that we are all thankful for your quick recovery. Subject Line: Please join us as we re-open our doors on June 05, 2020. Please purchase a SHRM membership before saving bookmarks. We've all missed you, and the residents have been anxious for your return. 7 ways to encourage employees to take paid time off "Time off gives you the opportunity to recharge. Sample Welcome Back Letter From Sick Leave. You have always been a diligent, hard-working, and loyal team employee (mention the details). Research shows the benefits of vacations to employee productivity and the economy both of which are currently under threat. Your session has expired. Managers, Encourage Your Team to Take Time Off - Harvard Business Review [Give a reason for sending the incorrect mail according to you in your own words, this is just an example given]. Employees who take time off come to work with a positive mindset and charged to take on challenges. Unfortunately, the time for booking your annual leave has passed. Explain the need for leave. Managers: Encourage employees to take vacation time Her complaint wasnt about working in quarantine per se, but about her frantic pace and static productivity. Not to mention that according to SHRM, when employees take PTO, theyre often more productive and exhibit lower stress and better mental health. Employee Letter and Email Examples - The Balance Careers Letter To Employee To Take Annual Leave - pdfFiller 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. Leaders can show employees they value this by taking time off themselves. 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. 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. Members may download one copy of our sample forms and templates for your personal use within your organization. The company sent employees reminders to start planning their vacation schedules, with few responses. 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. You also want them to come back feeling refreshed and ready for another round of productivity. Others are more likely to follow when company policies express and your behaviors demonstrate what you most value. The best way to encourage employees is by setting an example yourself. According to WorldatWork, about $365B of PTO was accrued in 2019 across all companies and organizations in the US. 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. How To Encourage Employees To Take Time Off And Recharge - Forbes One of the best ways for managers to encourage their staff to take time off is by taking PTO themselves. 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. document.head.append(temp_style); You may be trying to access this site from a secured browser on the server. We send two emails per month max. Here are five reasons to encourage your employees to take a vacation. "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. For more info on handling staff leave, check out our articles on: Our customers tell us what makes them tick. You truly deserve this vacation; we hope you will consider our letter and will take this opportunity. 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