Design/methodology/approach - - The first step of the analysis identifies the wage policy . For example, one of my direct reports said she was not going to use her vacation as she did not have any plans. Company culture has to promote self-care and wellness for the employees. The pandemic has affected many people. 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. We would be very happy to give some of the savings we achieve in reduced electricity costs back to you. 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. I am reaching out because the recruitment department needs your help! 2. Model time away, standardize. This isn't unusual. This policy is based on mutual trust . Employees need to feel that their organization understands work-life balance and that they are encouraged to take time away from the office. Putting a cap on this important time doesn't help our effort to achieve high levels of employee satisfaction and productivity. The PMQ teaches managers to lead effectively, giving HR more time to meet the demands of the workplace. Use imagery around the office. HR leaders should also train managers on vacation policies, and encourage employees to speak to HR if they have concerns about taking time off. There are many good reasons to choose to get a vaccine , but the most important one is that . HR circular format for employees are very helpful in this situation. A. shows that employees who take a lunch break are more likely to be satisfied with their job, and say they are as effective and efficient as they would like to be. 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.. (Enovapoint, 2021) Using a name rather than a department in the sender line. Her complaint wasnt about working in quarantine per se, but about her frantic pace and static productivity. 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. For instance, you can give your employees the tools to help them unplug from work. 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. Asking employees to take a mandatory leave of absence can give both the employer and employee time to evaluate. "People don't have a lot of control right now, and they are trying to control what they can.". They are now allowed to carry over two weeks instead of just one. Sample employee email to encourage them to get vaccinated . Because paid time off is offered optionally and at employers discretion, employers have the ability to block off periods of time when requests wont be approved (or will be approved in limited quantities or under special circumstances). Overworked employees are unhappy, do not engage and do not contribute to a productive office environment. So why not encourage your employees to try scheduling an extra day off on a Friday or Monday once in a while? Accelerate your career with Harvard ManageMentor. 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. - John Lie-Nielsen, One Park Financial 5. Set the example for your employees Discuss the days you will be taking off and encourage your team to do the same. 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. Make sure your message is clear. 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. With varying demands for inter-generational care and self-care, encourage your employees to take the time they need to balance competing priorities. Being transparent about leave policies allows individuals to consciously weigh trade-offs and enables everyone to operate from the same set of principles. Project: Time Off's study found that employees who take all of their vacation time increase their chances of getting promoted and getting a raise by 6.5 percent, compared with people who. 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. For further queries, you can reach our management department at [mention phone number] or directly through an email [mention email address]. agree on a time for the employee to take the leave. When you run a small business, it's hard to compete with the big guys in winning the war for talent. 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 . To minimize employees' lost days, 24 percent of companies are planning to increase carryover limits. Make booking leave from work easy. Template: Check PTO Status HR Reminder However, in the retail industry, the final two months of every year are almost always the busiest. 2. 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. Please log in as a SHRM member. 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. Be Happy to Help: You need to encourage staff members to use their PTO. The way leaders take a vacation is a signal for employees on vacation expectations. "Then you know what they have planned, and you can encourage them to follow up on it and take the time off.". "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. But do your employees? Brett is a #SHRM22Influencers and has also been a keynote speaker at several state SHRM conferences around the topic of employee engagement. Implement rollover limits. How Will the Anti-Work Movement Impact Businesses? 0-5 years of service - [days] PTO days each year for exempt employees; [days] PTO days each year for nonexempt employees. ". Build a better team and achieve more of what matters. Members can get help with HR questions via phone, chat or email. So it becomes your responsibility to motivate such employees sometimes to take vacation leaves for a few days, and to help you create the appropriate letter for that, I have written some sample letters which you can refer to. In this case, make a simple process for reaching out and interacting with coworkers to find coverage for time off. Not to mention that according to SHRM, when employees take PTO, theyre often more productive and exhibit lower stress and better mental health. These include [dates]. 2. Offer Time Off As A Sign Of Appreciation Practice patience and sensitivity. Suddenly, a majority of people within an organization want to take time off. 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. When the economy is unstable, employers are faced with difficult decisions around staffing, pay and benefits. Teams are feeling exhausted, work demands are on the rise, and more and more time is devoted to work instead of ourselves. 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. 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. 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. The nation's workers also eschew lunch to work longer. You want your employees to take a break from their work and enjoy the world outside. We have noticed that you have been working tirelessly for a long time without taking any type of leaves. Itll be a great way to recharge their batteries without sacrificing any work hours. Please log in as a SHRM member before saving bookmarks. All PTO requests and approvals will be tracked using [system]. You truly deserve this vacation; we hope you will consider our letter and will take this opportunity. 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). $("span.current-site").html("SHRM China "); When was the last time you used your PTO to take a vacation? Dear (mention the name of the recipient). That's why it is so important to lead by example. 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. else if(currentUrl.indexOf("/about-shrm/pages/shrm-mena.aspx") > -1) { Dear [Name of Manager], I would like to request for one week of leave from [DATE] to [DATE]. } Frequent breaks are more helpful because amped up levels of stress mean we cant always wait for the long-anticipated, lengthy vacations of the past. Learn how SHRM Certification can accelerate your career growth by earning a SHRM-CP or SHRM-SCP. Encourage managers to set an example by utilizing their vacation time. It was hard for all survey respondents to know what to do with an extended vacation of more than a week. How Companies Can Encourage Employees to Use Their Vacation Time. Members may download one copy of our sample forms and templates for your personal use within your organization. Thank you for going the extra mile. Of this total, $210B was used and $155B was unused. If our content helps you to contend with coronavirus and other challenges, please consider subscribing to HBR. In an age where 24/7 connectivity and increasing workloads are the norms, it can be hard for employees to take time off. It gives both the employee and employer time for review. First, when you use Timetastic, you get access to your teams Burnout Board. 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. Now that there is a boundary, people want to take time off, she explained. To help employees feel comfortable taking time off, its important to set up an out-of-office reply that promotes relaxation. By intentionally taking time off and fully disconnected from work, I signal to others that it's okay to do the same. $("span.current-site").html("SHRM China "); One way to encourage employees to take some time off is to have, Provide a list of fun activities or places nearby that are great for taking a break (e.g., If its nice out, try going on a hike!), Offer tips on how to stay focused on work while away from the office (e.g., Turn off notifications so they dont distract them!). 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. 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. Ask team members where they can share responsibilities and cover for each other so they can rotate times off without stopping work. Company leaders thought it would be too expensive to allow employees to carry over time or pay them for unused vacation days. Note: For privacy reasons, when someone on your team logs into their Timetastic account, they can only see their own individual leave balance. 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. All of my survey participants said it was important to take time off, but many were personally reluctant to unplug. 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. **Note to employees who are projected to have annual leave that otherwise would be subject to forfeiture Be happy when employees book time off. What you say is less important than what you do. 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. Teams are feeling . You don't need us to tell you that taking time off should reduce stress. Start your free one-month trial today. 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. Push Your Employees Offlineand on Vacation Ettore Toppi Senior Consultant "You're taking a vacation? Then encourage employees to incorporate those activities into their daily routine so they dont forget about them. 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. Instead, you can rely on Timetastic a staff leave software that keeps you updated on who needs time off and gives your team an easy way to book their holidays. 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. Essentially, we reduce the individual reps sales goal for the month by a ratio equivalent to the number of days off. Employees who take regular time off are less stressed, less likely to burn out, and better equipped to find solutions when problems arise. 1. Meanwhile, vacation requests fell roughly 50 percent during the initial months of the pandemic. Explain the need for leave. The SHRM Blog does not accept solicitation for guest posts. 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. Ask employees to create a vacation plan and mark the due date for filing leaves on their calendars. Keep your communication and expectations open and transparent. 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! We set very clear performance metrics with our employees and allow them flexibility in accomplishing those goals. Second, you also get Timetastics Firewire, which is sent out quarterly to you and any department managers you have on your team. Policy brief & purpose. 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. It can cause no symptoms, some symptoms, serious illness . 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. Drew Gieseke You can use our sample leave of absence forms to encourage employees to take time off work. By having these conversations, you can better understand why your employees arent taking time off, and what factors are preventing them from doing so. 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. The fear of being replaced or overlooked for projects or promotions is a potential factor preventing your employees from taking time off. 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. "[Time off] is the most emotional benefit we have. But please keep in mind that this leave must be used within the next calendar year or the carry over balance will expire. "They were very relieved [by the change in policy], and we are trying to reward them as much as possible for their work.". Please do not hesitate to reach out with any questions or concernsI look forward to hearing from you soon!. How does employee seniority impact PTO benefits? If there is a negative narrative presented from either HR or management, employees will be fearful of requesting any time off. You might need to provide extra flexibility. Taking time off might seem like an unnecessary luxury given that we all have deadlines looming over our heads all day long; however, these breaks allow both employers and employees to get away from our desks so they can relax and come back refreshed when they return. Working from home doesnt mean working all the time. 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. If you're going to be on vacation for a week or two, then it's essential you set up your vacation email. 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. You should also include any rules on how many people from a team/the organisation can be away simultaneously. A policy that is clear and available to all shows that you, as the employer, value the importance of vacation time for employees. The current crisis is creating more urgency and more work. 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. The point is, you now have the information on hand. If our content helps you to contend with coronavirus and other challenges, please consider, Unused vacations have cost U.S. businesses, women academics are publishing fewer papers. The way that vacation and PTO are talked about at your company is going to make a huge difference in people taking time off. Here are five reasons to encourage your employees to take a vacation. Leaders can show employees they value this by taking time off themselves. use up to four hours of administrative leave time, or your sick time. Taking a break from work can be a great way to recharge and re-energize, but it can also do a lot for your mental and physical health. Long Vacation Message. Why it's in your interest for staff to take leave. Others may channel their anxiety about the world into their work so they are reluctant to take time off. Restored leave still remaining to the employee's credit at the end of this period will be forfeited without the right to further restoration. 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. We strongly recommend taking vacation time during this pandemic. Purpose - - The purpose of this paper is to explore the impact of the employer's wage policy on the wage dynamics of vulnerable groups of employees at large firms, including younger employees, employees on fixed-term contracts, and employees who take parental leave. A smaller share (16 percent) are requiring employees to take vacation time, and another 22 percent are planning to take or considering that approach. Tip#3: Be sure to use the word "because" when explaining your reasons. Research shows that, thanks to remote work, we're spending an average. Learn how SHRM Certification can accelerate your career growth by earning a SHRM-CP or SHRM-SCP. Here are five tactics that can make a difference: 1. She also suggested that employees reduce their workweek by taking a Friday or Monday off each week until the end of the year. But encouraging your employees to use their time off is a win for you and for them. Managers at HealthJoy are encouraged to talk with staff about their own planned time off, including sharing what they're looking forward to during their time away, Wilsonsaid. Review. It outlines the employee's intended days off and their plan for coverage at work. That is why I would encourage employees to take days off by recommending they spend time with their families. Its very important that our employees stay balanced in their life. A company's leaders ultimately need to set the tone for the company's vacation policy. Taking time off is something many people will avoid when job security is at the forefront of someones mind. Vacation Request Email to Boss Sample: 4 Examples Holiday Request Letter to Manager: 4 Templates Annual Leave Letter: 4 Templates Leave Extension Letter Example: 4 Templates Holiday Request Letter example: 4 Templates Engineer Farewell Letter: 28 templates Leave of Absence Letter Template: 4 Emails Leave Application Confirmation Letter: 4 Templates We help you make things easy for everyone by giving you two things in this article: Lets be honest: You shouldnt really need letter templates. If you're in HR, use this email template to communicate to your staff regarding coronavirus and flu prevention. Additionally, employees will become more conscious of scheduling their breaks. 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. 1. [Include Template 4] Thanks, Your HR Team TEMPLATE 4: Managers Team Involvement (Every 6 months) Hello Team! 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 In our company time off policy, it states that [X AMOUNT] of your annual leave will be carried over into the next year. But these templates really just help you organise your thoughts. 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 . 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). As of [DD/MM/YY], you have an annual leave balance of [X DAYS/ X HOURS]. Perhaps a team competition with a free lunch to the winning team . "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. At Workhuman, surveys showed that employee stress was on the rise and vacation requests were running below 2019 levels. Additionally, [company] has the right to identify blackout periods where PTO requests cannot be approved. 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. 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. 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 . I will be back at work on [DATE]. Create a cafe-like office. The next big thing to solve is making sure your team has the tools to book their holiday. advise the employee you would like them to take some of their annual leave, and. 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. But a template doesnt do anything to solve the root of your annual leave problem. Another option is for HR to implement PTO blackout dates. 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. 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]. 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 . Managers, Encourage Your Team to Take Time Off. 1. 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.
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