The company sent employees reminders to start planning their vacation schedules, with few responses. Encourage holiday talk in your company. Written by 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! "Time off gives you the opportunity to recharge. 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. 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. Gain the intel you need now to successfully anticipate and navigate employment laws, stay compliant and mitigate legal risks. Take a stand against this trend of all work and little play. Need help with a specific HR issue like coronavirus or FLSA? var currentLocation = getCookie("SHRM_Core_CurrentUser_LocationID"); If they see the boss working nonstop, they. If you have any questions about your leave balance, or how to reschedule your leave, please reach out to your manager. 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. As of [DD/MM/YY], you have an annual leave balance of [X DAYS /X HOURS]. 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]. For example, include information about the notice required in advance of a holiday and how much notice is required to refuse a holiday request. I'm saving my vacation time until Europe reopens!" My specific plans notwithstanding, my coworker's comments make sense. 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. 1. Step 3 - Create your direction to take annual leave due to an excessive leave balance letter . 2. However, while the number of hours worked is soaring, peoples capacity to focus and produce quality work is diving. Hi everyone. Leaders can show employees they value this by taking time off themselves. From dress code to time off, my team follows the tone set by the leader. This could include switching from an accrual bank or lump sum benefit to unlimited PTO, which eliminates the risk of expensive year-end payouts for unused vacation days. 10 Types of Leaves to Include in Your Leave Policy, How to Manage Remote Employees over Microsoft Teams. Be an example by taking and enjoying time off yourself. Virtual & Washington, DC | February 26-28, 2023. Then encourage employees to incorporate those activities into their daily routine so they dont forget about them. That said, human resources personnel should also communicate regular reminders to employees about making the most of their PTO throughout the year. Down time is likely to be devoted to supporting good mental health rather than recreation or travel. HR leaders should also train managers on vacation policies, and encourage employees to speak to HR if they have concerns about taking time off. Many volunteers have been reluctant to go to the center amid the pandemic, which made it difficult for the 43 employees to take time off. 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. The SHRM Blog does not accept solicitation for guest posts. It's considered best practice for companies to make their PTO policies easily accessible for all employees, ideally in a comprehensive Culture Guide. That's why it is so important to lead by example. We showcase this by offering our employees unlimited PTO. 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. 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. With people understandably fearful about their employment, employers need to set up and give people the mental break they need. Employees who take regular time off are less stressed, less likely to burn out, and better equipped to find solutions when problems arise. You have successfully saved this page as a bookmark. }); if($('.container-footer').length > 1){ 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. Vacation leave letters may be addressed to your direct supervisor or the human resources department at your company. Marketing | Branding | Blogging. Pay attention to your email's header and the design of its body . 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. A policy that is clear and available to all shows that you, as the employer, value the importance of vacation time for employees. If you're in HR, use this email template to communicate to your staff regarding coronavirus and flu prevention. Others are more likely to follow when company policies express and your behaviors demonstrate what you most value. By setting out a clear policy and making leave easy to book, business owners can set a precedent that taking leave from work is encouraged. By taking time off regularly, you can show everyone else in the company how important it is to take time off so they dont feel guilty about doing so themselves. 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. "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. Part time employees accrue vacation on a pro-rated basis. When anyone on your team logs into Timetastic, theyll see their Wallchart: Their Wallchart tells them who has approved time off on the calendar, along with their own leave balance, so they can see how much leave they still have left to use. 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. Ensure youre clear about your organizations current time-off policy and communicate it to your team. I am reaching out because the recruitment department needs your help! We would be very happy to give some of the savings we achieve in reduced electricity costs back to you. You can reach me at [alternate contact info]. Some businesses may close down for a week or two at a certain time of the year, and that period is everyone's . There's more to PTO than making adjustments at the end of the year. They considered creating a vacation bank that would accept donations of employees' unused PTO that could be tapped by colleagues facing extraordinary circumstances, but that was found to be too complicated to administer. 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.. The reason for this leave request is purely due to medical reasons. They are now allowed to carry over two weeks instead of just one. 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. Once downloaded, you can customize the text . Have a Clear Employee Vacation Policy First, make sure your employee vacation policy is clearly outlined. Please log in as a SHRM member. 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. Companies are offering a range of wellness options but also vary in their policies about taking time off, from we trust you, take care of what you need to to take some of your allotted vacation time to we need all hands on deck right now and we can figure out time off later.. Leaders can show employees they value this by taking time off themselves. 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. Your team can also easily book a holiday through their Wallchart: They simply select the dates they want off, list the reason (i.e. It gives them space to refresh, a chance to reflect on their own personal growth and health, and helps them come back with renewed energy and focus. document.head.append(temp_style); You may be trying to access this site from a secured browser on the server. When the economy is unstable, employers are faced with difficult decisions around staffing, pay and benefits. 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. We need to refuel early and often. Please do not hesitate to reach out with any questions or concernsI look forward to hearing from you soon!. Itll be a great way to recharge their batteries without sacrificing any work hours. 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. The way leaders take a vacation is a signal for employees on vacation expectations. SHRM's HR Knowledge Advisors offer guidance and resources to assist members with their HR inquiries. 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. We know that not everyone feels comfortable taking time off work, but trust me: its worth it! 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. Research shows the benefits of vacations to employee productivity and the economy both of which are currently under threat. The current crisis is creating more urgency and more work. 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. But please keep in mind that this leave must be used within the next calendar year or the carry over balance will expire. "This helps reassure the employee that they can truly take time off to relax with family without feeling guilty or stressing out about checking e-mail and phone messages.". This isn't unusual. Ensure there is appropriate cover. "People don't have a lot of control right now, and they are trying to control what they can.". }); if($('.container-footer').length > 1){ This allows your employees to start thinking of dates they might like to request off. Be happy when employees book time off. Need help with a specific HR issue like coronavirus or FLSA? "As employers, we have to be cognizant of the mental health impact that the pandemic is having," Pemberton said. Find the latest news and members-only resources that can help employers navigate in an uncertain economy. Everybody needs refreshment in their life from their work, so by looking into your hard work and sincerity towards your work, the company has decided to give you a leave for someday, and we will appreciate if you take it. A smaller share (16 percent) are requiring employees to take vacation time, and another 22 percent are planning to take or considering that approach. Address and ease their fears of taking time off. 4. Paid time off is part of your compensation. **Note to employees who are projected to have annual leave that otherwise would be subject to forfeiture 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. There are a lot of stressors now and our biggest concern is our employees becoming burned out. Use imagery around the office. (Campaign Monitor,2019) Add an eye-catching subject line and body. Teams are feeling . Home Letters Templates Encouragement Letters. A specified amount of time off can be allowed that must be taken in minimum increments of, for example, a week. Asking employees to take a mandatory leave of absence can give both the employer and employee time to evaluate. "With the holidays coming up, we'll continue to remind employees that taking time to recharge benefits everyone, and it will help them be in a better mindset for what will hopefully be a much less chaotic 2021," she said. Please confirm that you want to proceed with deleting bookmark. } 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. The best way to encourage employees is by setting an example yourself. Sales may also be the job that needs time off the most. On A Mission to Help Small Businesses to Be a Brand. Helping Startups/ It Companies/ and Small Businesses to Enhance Their Business Through Branding and Marketing Ideas. 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. If there is a negative narrative presented from either HR or management, employees will be fearful of requesting any time off. "I think with remote work, it was hard to separate work from home life," Smith said. 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. $(document).ready(function () { It contributes to a great company culture. advise the employee you would like them to take some of their annual leave, and. For example, women academics are publishing fewer papers, presumably because of their disproportionate responsibility at home. Sample employee email to encourage them to get vaccinated . Does the organization pay out unused time off? Please log in as a SHRM member before saving bookmarks. The best approach is a mandatory vacation set at a company-wide level. 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. 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. 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. Many HR professionals report that they've struggled with how to address this trend because vacation is such a sensitive topic. You can use our sample leave of absence forms to encourage employees to take time off work. 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'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. 'We understand you can't travel. "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. } HBR Learnings online leadership training helps you hone your skills with courses like Team Management. Sending it in the morning leaves time for your coworkers to get any clarification before you leave. 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. To keep your mind and body healthy, its important to take some time for yourself every once in a while. To help employees feel comfortable taking time off, its important to set up an out-of-office reply that promotes relaxation. All of my survey participants said it was important to take time off, but many were personally reluctant to unplug. 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 accrue 15 days of vacation for the first year of employment and 20 days of vacation each year after the first year. Various studies show that the current environment is taking a toll on employees' mental health and fueling workers' reticence about taking time off. In our company time off policy, it states that [X AMOUNT] of your annual leave will be carried over into the next year. Employees who take time off come to work with a positive mindset and charged to take on challenges. You should also include any rules on how many people from a team/the organisation can be away simultaneously. All PTO requests and approvals will be tracked using [system]. Employees may be weary because they dont want to appear unwilling to work for fear of losing their jobs or being furloughed. Summary. 3. It gives both the employee and employer time for review. To minimize employees' lost days, 24 percent of companies are planning to increase carryover limits. 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. 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. Its also important to provide employees with references to any government or health official guidance, so they can also take that into account. 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. 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). 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. If you're going to be on vacation for a week or two, then it's essential you set up your vacation email. 1) all the projects you recently finished or are currently working on.