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When you set these types of expectations, your team plans ahead and you don't have to get in the middle and manage everyone's schedules. Here are 12 ways you can proactively encourage employees to take time off work: Encourage employees to take a digital detox. Encourage Employees to Take a Digital Detox, Remind Employees about the Benefits of Taking Time Off, Make it a Habit to Unplug from Work Often, Show Employees that Work-life Balance is Important, Send Monthly Vacation Balance Reminders to Employees, Have One-on-One Meetings With Employees to Encourage Them to Take Some Time Off, Provide Employees with Tools to Help them Unplug From Work, Set Up an Out-of-office Reply that Promotes Relaxation, Encourage them to Do Something Unproductive, Sample Email to Encourage Employees to Take Annual Leave, Incentives for doing so; i.e., discounts on gift cards, An official no phone zone at work that includes no cell phones or laptops allowed during certain hours of the day, A designated area in the office where people can go when they need some space away from their devices, When you work for a company, you probably know that taking time off is good for your health and well-being. Providing transparency into where all your projects stand helps put everyone . To keep your mind and body healthy, its important to take some time for yourself every once in a while. 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. 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. "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. " You must provide the employee with notice that you require them to take annual leave, in line with the . We really want our employees to take their leave its yours to take and we hope you enjoy it. Employees accrue 15 days of vacation for the first year of employment and 20 days of vacation each year after the first year. Teams are feeling . This is just a friendly reminder that, as of [DD/MM/YY], you have a remaining leave balance of [X DAYS / X HOURS]. If you havent taken a vacation yet this year, I hope youll consider taking some time off soon. When the company's needs override those of the employee, you may ask an employee to take a scheduled leave or use accrued vacation hours to compensate for. Design/methodology/approach - - The first step of the analysis identifies the wage policy . I have been continuously suggesting people use their vacation time so they do not forfeit it at the end of the year and to ensure they are getting downtime. Why it's in your interest for staff to take leave. "People don't have a lot of control right now, and they are trying to control what they can.". Accelerate your career with Harvard ManageMentor. 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. I've included a sample email template to send to your team today. var currentUrl = window.location.href.toLowerCase(); 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]. Everyone needs time off work. 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. Your team can also easily book a holiday through their Wallchart: They simply select the dates they want off, list the reason (i.e. HR leaders should also train managers on vacation policies, and encourage employees to speak to HR if they have concerns about taking time off. The SHRM Blog does not accept solicitation for guest posts. They can use that time as a mini-weekend getaway with their friends or family. Use this communication template to remind employees to check their PTO status before the year endsand their time off potentially expires. Part time employees accrue vacation on a pro-rated basis. 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. It's considered best practice for companies to make their PTO policies easily accessible for all employees, ideally in a comprehensive Culture Guide. If you're in HR, use this email template to communicate to your staff regarding coronavirus and flu prevention. People will be scared and caring about their health and source of income. As of [DD/MM/YY], you have an annual leave balance of [X DAYS /X HOURS]. Sending it in the morning leaves time for your coworkers to get any clarification before you leave. 0-5 years of service - [days] PTO days each year for exempt employees; [days] PTO days each year for nonexempt employees. Establish firm availability boundaries for yourself and share what you did during your time off. If taking time off is hard for your employees, there are alternatives that you can consider. And finally, activate your team by creating a plan where work is still accomplished, even as people are offline. $(document).ready(function () { Yet, few employees feel comfortable taking the time off they need, especially as travel plans and other vacations are cancelled. Especially amid uncertainty, many people might not feel secure about their jobs and will require extra encouragement from their managers before trusting theyre safe while getting some respite. Fewer employees want to take vacations given that the pandemic has severely curtailed travel options. 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. 11+ Vacation Policy Examples - PDF, Word. 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. if(currentUrl.indexOf("/about-shrm/pages/shrm-china.aspx") > -1) { 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. First, when you use Timetastic, you get access to your teams Burnout Board. For our reps, we've developed a simple algorithm for encouraging them to take vacation days and PTO. 2. To help employees feel comfortable taking time off, its important to set up an out-of-office reply that promotes relaxation. If there is a negative narrative presented from either HR or management, employees will be fearful of requesting any time off. Team members of some of my clients try things theyve never done, just to infuse novelty such as sketching or singing. Back in early May, executives at The Insurance Market were worried that numerous employees were canceling their summer vacations. Virtual & Washington, DC | February 26-28, 2023. It's important to start having conversations about holiday plans with staff now, even if it's just small talk about how they plan to take a break before the end of the year, MirrorCoop's Linden said. You want your employees to take a break from their work and enjoy the world outside. Hi everyone. 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. 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 . Build a better team and achieve more of what matters. David Zaitz/Getty Images. Generally, there's no formal consequences for not using your mandatory vacation time. Follow this simple memo to staff on . The disparity in working conditions is becoming evident in the yield of work based on individual work-from-home circumstances. 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. Taking time off is important and we want you to be able to use your holiday. 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. Create a cafe-like office. someone who can approve or decline leave requests) logs into Timetastic, they can see the remaining leave allowances for everyone on the team. else if(currentUrl.indexOf("/about-shrm/pages/shrm-mena.aspx") > -1) { But encouraging your employees to use their time off is a win for you and for them. [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. Weve given you three different templates above for informing someone about the leave theyre about to lose. This person can then quickly approve or decline the request, with a full view of any potential holiday clashes in the app. 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. Suggest shorter breaks more often, rather than weeklong vacations. The center, which provides counseling services to women with unplanned pregnancies, depends on volunteers to help carry out its mission. Subject Line: Please join us as we re-open our doors on June 05, 2020. Given below is a leave memo sample. Once downloaded, you can customize the text . Employees who take regular time off are less stressed, less likely to burn out, and better equipped to find solutions when problems arise. They can do this through their browser or through our mobile app anytime they want. June 05, 2020. There are many positive benefits of taking vacation time. Note that due to the busy nature of this time of year, some requests may not be approved, depending on availability and workload. Drew Gieseke When was the last time you used your PTO to take a vacation? You will need to demonstrate through your own actions that youre serious about time off. 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. Leaders can show employees they value this by taking time off themselves. 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. Steve Pemberton, chief human resources officer at the company, which is co-headquartered in Dublin, Ireland, and Framingham, Mass. 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. "Employees may wonder what to do with a week off all at once, so encourage them to take a long weekend, or even a day in the middle of the busy workweek, for a few weeks in a row to lighten their workload," Winn said. temp_style.textContent = '.ms-rtestate-field > p:first-child.is-empty.d-none, .ms-rtestate-field > .fltter .is-empty.d-none, .ZWSC-cleaned.is-empty.d-none {display:block !important;}'; Sales may also be the job that needs time off the most. Be an example by taking and enjoying time off yourself. Managers are also encouraged to be vocal about taking shorter amounts of time off. Download Template : (pdf, docs, ODT, RTF, txt, HTML, Epub, Etc), Subject: Letter to Encourage Employees to Take Vacations. But companies should encourage their employees to take and enjoy time off in order to promote employee wellness, happiness, and productivity in the workplace. Additionally, employees will become more conscious of scheduling their breaks. Set email communication a part of your corporate image . Remind staff to book annual leave in advance. 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. Employees who take time off come to work with a positive mindset and charged to take on challenges. advise the employee you would like them to take some of their annual leave, and. Note: For privacy reasons, when someone on your team logs into their Timetastic account, they can only see their own individual leave balance. 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). In fact, 62% of American workers say they eat lunch at their desks. All of my survey participants said it was important to take time off, but many were personally reluctant to unplug. This allows your employees to start thinking of dates they might like to request off. 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. 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. Unused vacations have cost U.S. businesses $224 billion a year. 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. "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. var currentLocation = getCookie("SHRM_Core_CurrentUser_LocationID"); ", The request for employees to take vacation "was met with unbridled appreciation," he said, adding that "acknowledgment is important to people.". Dear [Name of Manager], I would like to request for one week of leave from [DATE] to [DATE]. Make sure your message is clear. 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. Have a Clear Employee Vacation Policy First, make sure your employee vacation policy is clearly outlined. Not to mention that according to SHRM, when employees take PTO, they're often more productive and exhibit lower stress and better mental health. Tip#3: Be sure to use the word "because" when explaining your reasons. Its time to make it a habit for your employees to unplug from work often, taking into account their mental well-being. Need help with a specific HR issue like coronavirus or FLSA? Others are more likely to follow when company policies express and your behaviors demonstrate what you most value. 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. Review this collection of common PTO questions and answers or watch the embedded HR Party of One video below to prepare accordingly. To help businesses, Paycor is offering businesses a sample communication letter sharing your vaccination policy. 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. Published Tuesday, Jul 7, 2020 Contact Us Human Resources Address: 120 Whittier Hall Box: 149 * Phone: 212-678-3175 * Email: hr@tc.columbia.edu Disability-related Accommodations To request disability-related accommodations contact OASID at oasid@tc.edu, (212) 678-3689, (646) 755-3144 video phone, as early as possible. Remind employees to schedule annual leave in advance Have an open talk with your employees about their unused annual leave. For example, include information about the notice required in advance of a holiday and how much notice is required to refuse a holiday request. Please purchase a SHRM membership before saving bookmarks. In this case, make a simple process for reaching out and interacting with coworkers to find coverage for time off. 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. 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. part-a (to be filled up by. I am reaching out because the recruitment department needs your help! How does your company handle end-of-year time off requests? 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. When the economy is unstable, employers are faced with difficult decisions around staffing, pay and benefits. Learn how SHRM Certification can accelerate your career growth by earning a SHRM-CP or SHRM-SCP. The benefits of taking time off are numerous: it helps your employees be more productive at work, it helps them be happier with their job, it can make them more creative by giving their minds a chance to wander freely with no deadlines or restrictions, and it gives them a chance to recharge their batteries so that when work starts up again after the break theyre ready for anything. For example, one of my direct reports said she was not going to use her vacation as she did not have any plans. "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. } Step 3 - Create your direction to take annual leave due to an excessive leave balance letter . But how can they do that if they dont know how to disconnect from work? Of this total, $210B was used and $155B was unused. 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. 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 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. But do your employees? It can cause no symptoms, some symptoms, serious illness . Second, you also get Timetastics Firewire, which is sent out quarterly to you and any department managers you have on your team. The PTO issue finally began to resolve itself in mid-June when employees started returning to the office, said Jill Smith, the agency's operations manager. This is the same information in the Burnout Board, but its sent directly to you, so you dont risk overlooking it. 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. Another option is for HR to implement PTO blackout dates. 4. Working from home doesnt mean working all the time. 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. Sample employee email to encourage them to get vaccinated . What you say is less important than what you do. Sterling R. Morris, Intermountain Healthcare. 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. Being transparent about leave policies allows individuals to consciously weigh trade-offs and enables everyone to operate from the same set of principles. SHRM Employment Law & Compliance Conference, Heres How to Encourage Employees to Take PTO, New OSHA Guidance Clarifies Return-to-Work Expectations, Trump Suspends New H-1B Visas Through 2020, Faking COVID-19 Illness Can Have Serious Consequences, Report: Managers Have Bigger Impact on Employee Mental Health than Therapists, How to Handle Overtime, Meal Break and Other Wage and Hour Crises. And there are plenty of ways to do so. Encourage employees to walk out of the office, turn off their cell phones, shut down the computer, focus on just themselves for at least a couple of hours and simply ask them to enjoy your time. "[Time off] is the most emotional benefit we have. An example of this could simply be sending a calendar invitation via email to remind your employees that you will be out of the office. The nation's workers also eschew lunch to work longer. 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. According to WorldatWork, about $365B of PTO was accrued in 2019 across all companies and organizations in the US. Template for external staff letter. For more info on handling staff leave, check out our articles on: Our customers tell us what makes them tick. How to Encourage Your Team to Use Employee Vacation Time 1. 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. We send two emails per month max. Employees need to feel that their organization understands work-life balance and that they are encouraged to take. PTO will be available to exempt and non-exempt employees. Earn badges to share on LinkedIn and your resume. 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. Perhaps a team competition with a free lunch to the winning team . Be Happy to Help: You need to encourage staff members to use their PTO. For example, from February to June, employees' risk for developing depressive disorders surged 54 percent while the risk of general anxiety jumped 41 percent, according to Total Brain, a San Francisco-based provider of mental health services. Sample Welcome Back Letter From Sick Leave. Employees should clearly understand your organization's vacation policy. This isn't unusual. 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. Please log in as a SHRM member before saving bookmarks. Leaders can show employees they value this by taking time off themselves. Unsubscribe anytime. However, when a manager (i.e. At Workhuman, surveys showed that employee stress was on the rise and vacation requests were running below 2019 levels. Managers, Encourage Your Team to Take Time Off. Please purchase a SHRM membership before saving bookmarks. Now that there is a boundary, people want to take time off, she explained. Here are a few samples to help you draft the perfect vacation request letter. [Include Template 4] Thanks, Your HR Team TEMPLATE 4: Managers Team Involvement (Every 6 months) Hello Team! A specified amount of time off can be allowed that must be taken in minimum increments of, for example, a week. 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 . $('.container-footer').first().hide(); Change the Way PTO is Discussed in Your Office. We need to refuel early and often. 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].

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