Employees need to feel that their organization understands work-life balance and that they are encouraged to take time away from the office. That said, human resources personnel should also communicate regular reminders to employees about making the most of their PTO throughout the year. var currentUrl = window.location.href.toLowerCase(); 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. Review this collection of common PTO questions and answers or watch the embedded HR Party of One video below to prepare accordingly. To recap, here's how to ask for time off: Tip#1: Send a vacation request email weeks in advance. 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. Steve Pemberton, chief human resources officer at the company, which is co-headquartered in Dublin, Ireland, and Framingham, Mass. It was hard for all survey respondents to know what to do with an extended vacation of more than a week. 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. This is an easy way to help your employees unplug, refocus, and enjoy themselves. Sales may also be the job that needs time off the most. Sending it in the morning leaves time for your coworkers to get any clarification before you leave. You want your employees to take a break from their work and enjoy the world outside. Your session has expired. 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. 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!). The point is, you now have the information on hand. 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. It's considered best practice for companies to make their PTO policies easily accessible for all employees, ideally in a comprehensive Culture Guide. We strongly recommend taking vacation time during this pandemic. This power move does two things: One, it communicates that taking a vacation is okay and two, it reinforces that your company prioritizes employee wellness. Keep your communication and expectations open and transparent. 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. It has taken jobs, businesses and human lives. part-a (to be filled up by. You also want them to come back feeling refreshed and ready for another round of productivity. Format #1. 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. 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. 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. 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. You might need to provide extra flexibility. var currentLocation = getCookie("SHRM_Core_CurrentUser_LocationID"); Long Vacation Message. In this section, we show how Timetastic, our staff leave app, helps your team take their holidays throughout the year. They influence President Biden signed the Pregnant Workers Fairness Act into law on December 29, 2022 BerniePortal is the all-in-one HR software solution at a fair price, so HR can focus on providing a good place to work. Note that due to the busy nature of this time of year, some requests may not be approved, depending on availability and workload. In our company time off policy, it states that [X AMOUNT] of your annual leave will be carried over into the next year. Please purchase a SHRM membership before saving bookmarks. Dear Dean, Welcome back! Managers are also encouraged to be vocal about taking shorter amounts of time off. How does employee seniority impact PTO benefits? Itll be a great way to recharge their batteries without sacrificing any work hours. Encourage holiday talk in your company. What you say is less important than what you do. We send two emails per month max. As of [DD/MM/YY], you have an annual leave balance of [X DAYS /X HOURS]. Employees who are able to relax and spend time with their families often report higher job satisfaction than those who dont have this opportunity (and may even want more). If our content helps you to contend with coronavirus and other challenges, please consider subscribing to HBR. Make sure your message is clear. 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. Others are more likely to follow when company policies express and your behaviors demonstrate what you most value. Please reach out to your direct manager to see about booking time off ASAP to take a well-deserved holiday. ". This person can then quickly approve or decline the request, with a full view of any potential holiday clashes in the app. [Give a reason for sending the incorrect mail according to you in your own words, this is just an example given]. It does not offer legal advice, and cannot guarantee the accuracy or suitability of its content for a particular purpose. Others may channel their anxiety about the world into their work so they are reluctant to take time off. "As employers, we have to be cognizant of the mental health impact that the pandemic is having," Pemberton said. 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.. Members can get help with HR questions via phone, chat or email. Helping Startups/ It Companies/ and Small Businesses to Enhance Their Business Through Branding and Marketing Ideas. This letter is to inform [mention the name of the person] from [mention the name of the company or the organization to which you are writing this letter] that I the [mention designation of yours] of [mention name of the company and the organization] would like to encourage you to take a vacation from your work for few days. Thank you for going the extra mile. Putting a cap on this important time doesn't help our effort to achieve high levels of employee satisfaction and productivity. They are now allowed to carry over two weeks instead of just one. Talking to your employees about the coronavirus is no easy feat. var currentUrl = window.location.href.toLowerCase(); Teams are feeling exhausted, work demands are on the rise, and more and more time is devoted to work instead of ourselves. Thank you for a great year. However, while the number of hours worked is soaring, peoples capacity to focus and produce quality work is diving. use up to four hours of administrative leave time, or your sick time. It doesn't have to be outside their home, where they can get infected, but within the boundaries of their home where they can bond with one another. Please enable scripts and reload this page. 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. var temp_style = document.createElement('style'); And if most of your team waits until the end of the year to take their leave, youll struggle to accommodate everyone and end up with an unhappy team, wasted time off, or too much carry-over into the next year. We need to refuel early and often. This was the concern one of my clients recently. Please log in as a SHRM member. You may want your employees to feel like theyre getting enough sleep, eating well, and exercisingand also having fun! On his next half day off, he plans to go for a bike ride and camp on his deck with his daughters. I suggested that she take a few long weekends and do local explorations. Offer Time Off As A Sign Of Appreciation Practice patience and sensitivity. Gain the intel you need now to successfully anticipate and navigate employment laws, stay compliant and mitigate legal risks. We asked nine thought leaders to share their best advice on how to encourage employees to take some well-deserved time off. Use the following template to remind employees to check their PTO status before the end of the year: As we approach the end of the year, now is the time to check your PTO status to determine if you need to take any time off before your benefit resets. To encourage more employees to take time off before Dec. 31, HR professionals are urging managers to think creatively about how to use vacation time. If you can, make a notice as early as 2 months before the actual leave.This will make you look responsible and a good planner. "Managers who meet with their staff prior to them taking PTO can brainstorm with them about who in the company is best to take over each task, project or client while they're out," Handrick said. Lisa Rabasca Roepe is a freelance writer based in Arlington, Va. You have successfully saved this page as a bookmark. But please keep in mind that this leave must be used within the next calendar year or the carry over balance will expire. (Enovapoint, 2021) Using a name rather than a department in the sender line. 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]. Of this total, $210B was used and $155B was unused. 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. Energise your workforce. Note: This is what it looks like when you book a holiday using our mobile app. Otherwise, theyll burn out quickly (and possibly quit). HR circular format for employees are very helpful in this situation. 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. document.head.append(temp_style); You may be trying to access this site from a secured browser on the server. Estimated Read Time: 4 minutes. Design/methodology/approach - - The first step of the analysis identifies the wage policy . Learn how SHRM Certification can accelerate your career growth by earning a SHRM-CP or SHRM-SCP. Otherwise, youre heading for burnout and thats bad for everyone. 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. 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. Select a Friday on the calendar and announce that the company will be giving everyone a paid day off. Taking time off should be encouraged by companies and managers to promote employee wellness, happiness, and productivity in the workplace. Please try again later. Team members of some of my clients try things theyve never done, just to infuse novelty such as sketching or singing. Thank you for being YOU! Take a stand against this trend of all work and little play. 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. Helping to Minimize Lost Days "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. 1) all the projects you recently finished or are currently working on. There are many positive benefits of taking vacation time. document.head.append(temp_style); You may be trying to access this site from a secured browser on the server. Here are a few sample vacation request emails and a reminder email draft to help you get started: 1. 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. 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. Create a cafe-like office. Dear Valued Customer, We are beyond grateful for your continued support and loyalty to our brand and services. 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 . If you have any questions, please contact [contact]. If you have any questions about your leave balance, or how to book leave, please reach out to your manager. 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 . Company culture has to promote self-care and wellness for the employees. 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. Explain the need for leave. The nation's workers also eschew lunch to work longer. else if(currentUrl.indexOf("/about-shrm/pages/shrm-mena.aspx") > -1) { SHRM's HR Knowledge Advisors offer guidance and resources to assist members with their HR inquiries. 4. agree on a time for the employee to take the leave. This can help managers optimize workload delegation. Find the latest news and members-only resources that can help employers navigate in an uncertain economy. 2. 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. Providing transparency into where all your projects stand helps put everyone . From dress code to time off, my team follows the tone set by the leader. The best paid time off tracking software (3 options), The best vacation tracking software (2 options), The best annual leave calendar for your business, The best way to track employee time off: plus, 2 alternative methods. 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. The current crisis is creating more urgency and more work. Have a Clear Employee Vacation Policy First, make sure your employee vacation policy is clearly outlined. Sometimes we all need to take some time off and do something completely unproductive. Companies need to ensure that they consider the rights and benefits of the employees whenever certain policies are planned, created and developed. Tip#2: Be friendly. 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. At Workhuman, surveys showed that employee stress was on the rise and vacation requests were running below 2019 levels. Moreover, vacations can also help employees stay healthy by encouraging them to exercise and eat better habits. 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. Employees may be weary because they dont want to appear unwilling to work for fear of losing their jobs or being furloughed. 2. } Once downloaded, you can customize the text . Please enable scripts and reload this page. "Time off gives you the opportunity to recharge. I will be traveling to visit my parents/taking family vacation time. Downloadable (with restrictions)! 3. Plus, you want to give them an easy way to book time off, so they dont need to jump through hoops or read the fine print of a complicated leave request policy just to take a holiday. $("span.current-site").html("SHRM China "); 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. hbspt.cta._relativeUrls=true;hbspt.cta.load(131307, '070b3b46-9e86-40d1-85c0-17bd895480dc', {"useNewLoader":"true","region":"na1"}); Crafting and following a comprehensive onboarding checklist ensures a consistent, As the cost of living continues to rise around the country, many employeesespecially HR professionals play an indispensable role within an organization. "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. Sterling R. Morris, Intermountain Healthcare. Taking time off is important and we want you to be able to use your holiday. There is no maximum vacation recommendation , though there may be more and longer conversations for unique situations in which a teammate might want to take . It is essential for your employees to take time off from work for their sake, as much as yours. "[Time off] is the most emotional benefit we have. 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's not necessarily time off, but we encourage our people on no-meeting days to do that extra load of laundry or have . Redefine vacations to mean more than just recreation and travel to include family time, caregiving, and self-care. Dear (mention the name of the recipient). Be Happy to Help: You need to encourage staff members to use their PTO.