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Im writing to remind you that we have an annual leave policy. Many HR professionals across the country are struggling with how to convince employees to take vacation. 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. advise the employee you would like them to take some of their annual leave, and. These include [dates]. You have successfully saved this page as a bookmark. 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. 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. Adjust Job Requirements to Allow for Stress-Free PTO. else if(currentUrl.indexOf("/about-shrm/pages/shrm-mena.aspx") > -1) { Members may download one copy of our sample forms and templates for your personal use within your organization. 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. 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. 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]. 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. Sometimes, it's also about finding ways to encourage employees to take well-deserved time off. To help businesses, Paycor is offering businesses a sample communication letter sharing your vaccination policy. Please reach out to your direct manager to see about booking time off ASAP to take a well-deserved holiday. 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. Build specialized knowledge and expand your influence by earning a SHRM Specialty Credential. 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. This can help managers optimize workload delegation. Dear Valued Customer, We are beyond grateful for your continued support and loyalty to our brand and services. For our reps, we've developed a simple algorithm for encouraging them to take vacation days and PTO. Ask employees to create a vacation plan and mark the due date for filing leaves on their calendars. But we know that unplugging from work is important.' Limit the rollover of unused paid leave days. At this time I am proudly able to announce the reopening of Our Business on June 05, 2020. Restored leave still remaining to the employee's credit at the end of this period will be forfeited without the right to further restoration. Encourage holiday talk in your company. Talking to your employees about the coronavirus is no easy feat. Accelerate your career with Harvard ManageMentor. HR leaders should also train managers on vacation policies, and encourage employees to speak to HR if they have concerns about taking time off. Teams are feeling exhausted, work demands are on the rise, and more and more time is devoted to work instead of ourselves. Even if our employees work from home, we ask when they are taking a 'vacation' even if it's a staycation. However, while the number of hours worked is soaring, peoples capacity to focus and produce quality work is diving. A smaller share (16 percent) are requiring employees to take vacation time, and another 22 percent are planning to take or considering that approach. "People don't have a lot of control right now, and they are trying to control what they can.". We are so happy to have you back at the Sunshine House. "Make it mandatory," says Profico. This isn't unusual. Ask team members where they can share responsibilities and cover for each other so they can rotate times off without stopping work. 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. Written by 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. You want your employees to take a break from their work and enjoy the world outside. } This allows HR to properly plan work schedules and project deadlines around planned employee absences. Otherwise, theyll burn out quickly (and possibly quit). 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. Thank you for being YOU! 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. "As employers, we have to be cognizant of the mental health impact that the pandemic is having," Pemberton said. Additionally, [company] has the right to identify blackout periods where PTO requests cannot be approved. Model time away, standardize. Thank you for a great year. 3) who you are leaving in charge of any project should an emergency or immediate question arise. Its also important to provide employees with references to any government or health official guidance, so they can also take that into account. It is essential for your employees to take time off from work for their sake, as much as yours. What Is the Pregnant Workers Fairness Act (PWFA). Its time to make it a habit for your employees to unplug from work often, taking into account their mental well-being. Here are five tactics that can make a difference: 1. (Campaign Monitor,2019) 3. Unfortunately, the time for booking your annual leave has passed. Implement rollover limits. Summary. 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. When I take time off, I make sure I don't send emails or attempt advance work forward. var currentUrl = window.location.href.toLowerCase(); The request is automatically sent to the right person usually their direct manager, but this can be anyone you want in charge of reviewing holiday requests. At Workhuman, surveys showed that employee stress was on the rise and vacation requests were running below 2019 levels. Your session has expired. Perhaps a team competition with a free lunch to the winning team . All of my survey participants said it was important to take time off, but many were personally reluctant to unplug. I'm saving my vacation time until Europe reopens!" My specific plans notwithstanding, my coworker's comments make sense. Members can get help with HR questions via phone, chat or email. The reason for this leave request is purely due to medical reasons. You may want your employees to feel like theyre getting enough sleep, eating well, and exercisingand also having fun! This was the concern one of my clients recently. $("span.current-site").html("SHRM China "); Itll be a great way to recharge their batteries without sacrificing any work hours. 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 nowhere to go and much to adjust to, most people have cancelled not only their travel reservations but their time off as well. So why not encourage your employees to try scheduling an extra day off on a Friday or Monday once in a while? 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. } If anyone has any questions or concerns about this email, please feel free to reach out. We set very clear performance metrics with our employees and allow them flexibility in accomplishing those goals. 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 . Taking time off is something many people will avoid when job security is at the forefront of someones mind. 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. "Then you know what they have planned, and you can encourage them to follow up on it and take the time off.". In this case, make a simple process for reaching out and interacting with coworkers to find coverage for time off. Here are five ways to encourage your employees to take a holiday leave: 1. What Is a Dependent Care FSA and How Does It Work? First, provide clarity about your time-off policy and any company, government, or health official guidelines and restrictions. As of [DD/MM/YY], you have an annual leave balance of [X DAYS /X HOURS]. For further queries, you can reach our management department at [mention phone number] or directly through an email [mention email address]. Is the PTO benefit still competitive with other employers in the industry? 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. 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. 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. 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. 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). The first step to dismissing any negative perceptions about taking time off is to reassure your employees that their jobs are safe. 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. Employees who take regular time off are less stressed, less likely to burn out, and better equipped to find solutions when problems arise. If our content helps you to contend with coronavirus and other challenges, please consider subscribing to HBR. 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. Its not just our commute times that have been co-opted but also our vacations. With people understandably fearful about their employment, employers need to set up and give people the mental break they need. Push Your Employees Offlineand on Vacation Ettore Toppi Senior Consultant "You're taking a vacation? 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. Encourage managers to set an example by utilizing their vacation time. Consider providing informal time off, increasing caps on maximum vacation accrual, and encouraging people to take breaks. Some businesses may close down for a week or two at a certain time of the year, and that period is everyone's . 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. This is an easy way to help your employees unplug, refocus, and enjoy themselves. "[Time off] is the most emotional benefit we have. Gain the intel you need now to successfully anticipate and navigate employment laws, stay compliant and mitigate legal risks. The next big thing to solve is making sure your team has the tools to book their holiday. On his next half day off, he plans to go for a bike ride and camp on his deck with his daughters. 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. Providing transparency into where all your projects stand helps put everyone . I am reaching out because the recruitment department needs your help! 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]. Format #1. As of [DD/MM/YY], you have an annual leave balance of [X DAYS/ X HOURS]. Marketing | Branding | Blogging. 2. And there are plenty of ways to do so. Review this collection of common PTO questions and answers or watch the embedded HR Party of One video below to prepare accordingly. 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. You might need to provide extra flexibility. Helping to Minimize Lost Days Encourage staff to switch off during annual leave. 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 . There are a lot of stressors now and our biggest concern is our employees becoming burned out. What you say is less important than what you do. Create a cafe-like office. 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. This approach is common for groups with regularly recurring busy periods, like sales teams that are expected to close in Q4. And finally, activate your team by creating a plan where work is still accomplished, even as people are offline. If you're like most Americans, it's likely been a while, as 55% of workers don't use all their paid time off. 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. Our unlimited vacation company policy allows employees to take as much leave as they need. Employees often postpone PTO because they worry about who will take up the slack while they are out, said LauraHandrick, a contributing HR professional at Choosing Therapy, a Brooklyn-based website that helps educate the public about the benefits of therapy. We know that not everyone feels comfortable taking time off work, but trust me: its worth it! Use imagery around the office. 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. Long Vacation Message. The nation's workers also eschew lunch to work longer. In fact, 62% of American workers say they eat lunch at their desks. 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. 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.. 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. To give the company time to finalize schedules, team members are expected to submit requests by [date] through [communication method]. 3. 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]. You have always been a diligent, hard-working, and loyal team employee (mention the details). 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. Managers are also encouraged to be vocal about taking shorter amounts of time off. 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. Teams are feeling . When the economy is unstable, employers are faced with difficult decisions around staffing, pay and benefits. Additionally, employees will become more conscious of scheduling their breaks. Now that there is a boundary, people want to take time off, she explained. 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. Dear (mention the name of the recipient). This allows your employees to start thinking of dates they might like to request off. We showcase this by offering our employees unlimited PTO. In this section, we show how Timetastic, our staff leave app, helps your team take their holidays throughout the year. Tip#4: Ease any concerns about finishing your projects on time. "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. In this post, we gave you three sample letters you can send to your team to remind them they have annual leave left to use or letting them know that leave will be carried over. We have noticed that you have been working tirelessly for a long time without taking any type of leaves. 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;}'; document.head.append(temp_style); You may be trying to access this site from a secured browser on the server. var temp_style = document.createElement('style'); if(currentUrl.indexOf("/about-shrm/pages/shrm-china.aspx") > -1) { Vacations are necessary to help you re-charge and be your best in the office. 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. 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. To minimize employees' lost days, 24 percent of companies are planning to increase carryover limits. Sample Welcome Back Letter From Sick Leave. Please log in as a SHRM member. This allows HR to properly plan work schedules and project deadlines around planned employee absences. From dress code to time off, my team follows the tone set by the leader. - John Lie-Nielsen, One Park Financial 5. Sample employee email to encourage them to get vaccinated . How Will the Anti-Work Movement Impact Businesses? This program has been very successful in encouraging actual vacation time, which helps our people come back well-rested and ready to continue on our mission. 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. 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. Please log in as a SHRM member before saving bookmarks. year after restoration (i.e., restored in leave year 2013 to be used by the end of leave year 2014). 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. } 10 Types of Leaves to Include in Your Leave Policy, How to Manage Remote Employees over Microsoft Teams. But, according to Balsamiq founder Giacomo Guilizzoni, "It instills an opposite kind of guilt: If I don't take my 20 days I will set a bad example for my team." Make unlimited vacation time work If there is a negative narrative presented from either HR or management, employees will be fearful of requesting any time off. Please do not hesitate to reach out with any questions or concernsI look forward to hearing from you soon!. 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. Team members of some of my clients try things theyve never done, just to infuse novelty such as sketching or singing. The best approach is a mandatory vacation set at a company-wide level. 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. Fewer employees want to take vacations given that the pandemic has severely curtailed travel options. Your session has expired. Consider the following scenarios HR may face during the holiday season: PTO tools with at-a-glance calendars allow for easier staffing decisions, but other employers still may want to audit and update their time off policy to save resources in the long run. Hi everyone. Posted on August 4, 2021 They will follow suit if they see that you put in your fair share of hours at work. How does your company handle end-of-year time off requests? Employees need to feel that their organization understands work-life balance and that they are encouraged to take. 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. Not to mention that according to SHRM, when employees take PTO, theyre often more productive and exhibit lower stress and better mental health. 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. "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.