Research shows the benefits of vacations to employee productivity and the economy both of which are currently under threat. Teams are feeling exhausted, work demands are on the rise, and more and more time is devoted to work instead of ourselves. 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. 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. Company culture has to promote self-care and wellness for the employees. 4.2.2 Earning Vacation. Itll be a great way to recharge their batteries without sacrificing any work hours. 3. 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. if(currentUrl.indexOf("/about-shrm/pages/shrm-china.aspx") > -1) { Sample Welcome Back Letter From Sick Leave. This allows your employees to start thinking of dates they might like to request off. To give the company time to finalize schedules, team members are expected to submit requests by [date] through [communication method]. We are so happy to have you back at the Sunshine House. Leaders can show employees they value this by taking time off themselves. 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. What Is the Pregnant Workers Fairness Act (PWFA). 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. $('.container-footer').first().hide(); On his half day off, one of my clients created a bouquet for his wife from his garden, repaired a bicycle, and read a book that had been sitting on his shelf for a decade. This allows HR to properly plan work schedules and project deadlines around planned employee absences. 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. Build specialized knowledge and expand your influence by earning a SHRM Specialty Credential. We've all missed you, and the residents have been anxious for your return. 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. 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 . "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. Employees need to feel that their organization understands work-life balance and that they are encouraged to take. 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. To keep your mind and body healthy, its important to take some time for yourself every once in a while. You can reach me at [alternate contact info]. agree on a time for the employee to take the leave. 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. Help staff ease back into work after their leave. 1. 3. These Three Words Describe Me in The Best Way. var currentUrl = window.location.href.toLowerCase(); As a leader or HR professional, navigating how to go about asking employees to use their paid-time-off during these times can be a challenging task. When you run a small business, it's hard to compete with the big guys in winning the war for talent. You will need to demonstrate through your own actions that youre serious about time off. To solve this problem, you can use Timetastic as your staff leave app. 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. If you havent taken a vacation yet this year, I hope youll consider taking some time off soon. Smith speculated that employees didn't see the point in taking time off when they were working from home just to stay at home. All of my survey participants said it was important to take time off, but many were personally reluctant to unplug. Of this total, $210B was used and $155B was unused. But do your employees? If they see the boss working nonstop, they. Sample email. 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]. Encouraging to take time off is one of the most important things that you can do for your employees. Fewer employees want to take vacations given that the pandemic has severely curtailed travel options. But encouraging your employees to use their time off is a win for you and for them. Accelerate your career with Harvard ManageMentor. The point is, you now have the information on hand. Our unlimited vacation company policy allows employees to take as much leave as they need. Downloadable (with restrictions)! Others may channel their anxiety about the world into their work so they are reluctant to take time off. 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. By involving the entire team, you make taking breaks part of the culture along with supporting and being generous with each other. Unused vacations have cost U.S. businesses $224 billion a year. If there is a negative narrative presented from either HR or management, employees will be fearful of requesting any time off. When was the last time you used your PTO to take a vacation? If our content helps you to contend with coronavirus and other challenges, please consider subscribing to HBR. The current crisis is creating more urgency and more work. 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]. 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. 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!). Is the PTO benefit still competitive with other employers in the industry? Many HR professionals report that they've struggled with how to address this trend because vacation is such a sensitive topic. You have always been a very loyal, hard-working, and passionate employee of our team (mention the details), and you have worked for a long time without taking any type of leaves. var temp_style = document.createElement('style'); To help employees feel comfortable taking time off, its important to set up an out-of-office reply that promotes relaxation. You have always been a diligent, hard-working, and loyal team employee (mention the details). 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. 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], 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. Let them know that, Its time to make it a habit for your employees to unplug from work often, taking into account their, 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, Encouraging your employees to take vacations. Thats what we will discuss next. 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. 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. Virtual & Washington, DC | February 26-28, 2023. If employees are constantly connected to their colleagues and the office, theyre more likely to feel like they need to be at their desks answering emails and taking calls. } We set very clear performance metrics with our employees and allow them flexibility in accomplishing those goals. On A Mission to Help Small Businesses to Be a Brand. To minimize employees' lost days, 24 percent of companies are planning to increase carryover limits. In many companies, employees may even need to find coverage while they're out so their workload isn't interrupted. Managers might also consider reducing the number of meetings around the holidays, or making Mondays and Fridays meeting-free days from Thanksgiving until the end of the year to encourage employees to extend their weekends. Use this communication template to remind employees to check their PTO status before the year endsand their time off potentially expires. To get all of HBRs content delivered to your inbox, sign up for the Daily Alert newsletter. In fact, 62% of American workers say they eat lunch at their desks. When I take time off, I make sure I don't send emails or attempt advance work forward. 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. Using this circular for declaring holiday format, you can write leave circular for your own company. 2. } Helping Startups/ It Companies/ and Small Businesses to Enhance Their Business Through Branding and Marketing Ideas. Here are six strategies on how managers can approach vacations when so much of the workforce is working from home. 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. With nowhere to go and much to adjust to, most people have cancelled not only their travel reservations but their time off as well. That said, human resources personnel should also communicate regular reminders to employees about making the most of their PTO throughout the year. We really want our employees to take their leave its yours to take and we hope you enjoy it. Dear (mention the name of the recipient). Noticing that managers are deluding themselves about their own and team members productivity, I surveyed clients and heard back from 20 of them in companies ranging from startups to Fortune 30 and universities located across the U.S. Managers, Encourage Your Team to Take Time Off. 1. Once the request is approved, the company Wallchart is updated so everyone can see that new time off has been added to the company calendar. Likewise, as mentioned above, employers might want to completely rework their PTO benefits for the new year. Sabina Nawaz. Studies show that almost 75% of employees do not take all of their allotted paid time off (PTO.) "I think with remote work, it was hard to separate work from home life," Smith said. They can do this through their browser or through our mobile app anytime they want. The center, which provides counseling services to women with unplanned pregnancies, depends on volunteers to help carry out its mission. PTO will be available to exempt and non-exempt employees. Subject Line: Please join us as we re-open our doors on June 05, 2020. Demonstrate care of your employees by offering flexibility, and model behaviors yourself by taking advantage of your own time off. Explain the need for leave. The reason for this leave request is purely due to medical reasons. The best way to encourage employees is by setting an example yourself. But we know that unplugging from work is important.' Access more than 40 courses trusted by Fortune 500 companies. 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. We showcase this by offering our employees unlimited PTO. Employees may be weary because they dont want to appear unwilling to work for fear of losing their jobs or being furloughed. Encourage holiday talk in your company. She also suggested that employees reduce their workweek by taking a Friday or Monday off each week until the end of the year. "In the middle of a global pandemic? For further queries, you can reach our management department at [mention phone number] or directly through an email [mention email address]. Review. Lisa Rabasca Roepe is a freelance writer based in Arlington, Va. You have successfully saved this page as a bookmark. For many employees, working from home has led them to pour more time and effort into their jobs without realizing it. Second, you also get Timetastics Firewire, which is sent out quarterly to you and any department managers you have on your team. We know that not everyone feels comfortable taking time off work, but trust me: its worth it! SHRM's HR Knowledge Advisors offer guidance and resources to assist members with their HR inquiries. 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. Once downloaded, you can customize the text . You must provide the employee with notice that you require them to take annual leave, in line with the . Teams are feeling . If you have any questions, please contact [contact]. You might need to provide extra flexibility. Please do not hesitate to reach out with any questions or concernsI look forward to hearing from you soon!. (Enovapoint, 2021) Using a name rather than a department in the sender line. var currentLocation = getCookie("SHRM_Core_CurrentUser_LocationID"); From dress code to time off, my team follows the tone set by the leader. It is the most valued," Reinberg said. Being transparent about leave policies allows individuals to consciously weigh trade-offs and enables everyone to operate from the same set of principles. Employees accrue 15 days of vacation for the first year of employment and 20 days of vacation each year after the first year. There are many good reasons to choose to get a vaccine , but the most important one is that . Adjust Job Requirements to Allow for Stress-Free PTO. It can cause no symptoms, some symptoms, serious illness . Suddenly, a majority of people within an organization want to take time off. use up to four hours of administrative leave time, or your sick time. 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;}'; Employees who take time off come to work with a positive mindset and charged to take on challenges. 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 do this by offering the following: When you work for a company, you probably know that taking time off is good for your health and well-being. The fear of being replaced or overlooked for projects or promotions is a potential factor preventing your employees from taking time off. Be Happy to Help: You need to encourage staff members to use their PTO. They can use that time as a mini-weekend getaway with their friends or family. According to WorldatWork, about $365B of PTO was accrued in 2019 across all companies and organizations in the US. to. 1. In this section, we show how Timetastic, our staff leave app, helps your team take their holidays throughout the year. For our reps, we've developed a simple algorithm for encouraging them to take vacation days and PTO. Limit the rollover of unused paid leave days. 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. Please log in as a SHRM member. 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. "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. David Zaitz/Getty Images. 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. Note: For privacy reasons, when someone on your team logs into their Timetastic account, they can only see their own individual leave balance. "Then you know what they have planned, and you can encourage them to follow up on it and take the time off.". This strategy will give everyone equal opportunities when it comes to making decisions about how they spend their free time outside of work hours. It also shows your employees that you don't need to spend needless extra time in the office to look busy if you're delivering on your goals. How Will the Anti-Work Movement Impact Businesses? 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. Improving the quality of your break room gives employees the feeling that they are a valuable asset to the company and their overall happiness is essential. 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. This isn't unusual. Please confirm that you want to proceed with deleting bookmark. You want your employees to take a break from their work and enjoy the world outside. Its time to make it a habit for your employees to unplug from work often, taking into account their mental well-being. The Laurel, Del.-based insurance agency has a "use it or lose it" policy and didn't want its 38 employees to forgo paid time off (PTO), even if they couldn't get away to their usual vacation haunts due to the pandemic.