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 was the last time you used your PTO to take a vacation? They can do this through their browser or through our mobile app anytime they want. 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. This allows your employees to start thinking of dates they might like to request off. 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. Several of my clients executives and managers, along with their human resource partners are increasingly seeking guidance on how to unplug and recharge and encourage their employees to do the same. Your session has expired. 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. Home Letters Templates Encouragement Letters. Something went wrong. This leave can make you more motivated and help you perform more effectively. In this case, make a simple process for reaching out and interacting with coworkers to find coverage for time off. 1. Create a cafe-like office. 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. 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. So why not encourage your employees to try scheduling an extra day off on a Friday or Monday once in a while? Asking employees to take a mandatory leave of absence can give both the employer and employee time to evaluate. The fear of being replaced or overlooked for projects or promotions is a potential factor preventing your employees from taking time off. Finally, employers can simply remind employees to take their time off before the end of the year. But do your employees? 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. Downloadable (with restrictions)! Back in early May, executives at The Insurance Market were worried that numerous employees were canceling their summer vacations. 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. When the economy is unstable, employers are faced with difficult decisions around staffing, pay and benefits. Download Employee Mandatory Vaccination Policy Letter Template. For many employees, working from home has led them to pour more time and effort into their jobs without realizing it. What Is a Dependent Care FSA and How Does It Work? The best way for employers to encourage employees to use their time off wisely is by creating these days themselvesnot just for their own benefit but also for those who enjoy working at home or remotely from home offices. [Give a reason for sending the incorrect mail according to you in your own words, this is just an example given]. Members can get help with HR questions via phone, chat or email. Written by "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. We need to refuel early and often. 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. 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. year after restoration (i.e., restored in leave year 2013 to be used by the end of leave year 2014). Annual allotment vs. accrual bank vs. unlimited? 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. 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. Likewise, as mentioned above, employers might want to completely rework their PTO benefits for the new year. "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. 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. Everyone needs time off work. Even if our employees work from home, we ask when they are taking a 'vacation' even if it's a staycation. This helps reduce the risk of burnout, and it helps reduce any stress your team may feel as the year comes to a close and everyone on your staff is trying not to lose their holiday time. Leaders can show employees they value this by taking time off themselves. We are keen to hear your thoughts on the best way to motivate everyone in the workplace to get involved with our drive to be more energy efficient. 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]. If you're in HR, use this email template to communicate to your staff regarding coronavirus and flu prevention. 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. 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. You can reach me at [alternate contact info]. Sample email. "Time off gives you the opportunity to recharge. Hi everyone. In fact, 62% of American workers say they eat lunch at their desks. $('.container-footer').first().hide(); Talking to your employees about the coronavirus is no easy feat. Various studies show that the current environment is taking a toll on employees' mental health and fueling workers' reticence about taking time off. You can use our sample leave of absence forms to encourage employees to take time off work. Here are 12 ways you can proactively encourage employees to take time off work: Encourage employees to take a digital detox. Earn badges to share on LinkedIn and your resume. 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. When you run a small business, it's hard to compete with the big guys in winning the war for talent. 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. Employees accrue 15 days of vacation for the first year of employment and 20 days of vacation each year after the first year. Additionally, employees will become more conscious of scheduling their breaks. 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 how SHRM Certification can accelerate your career growth by earning a SHRM-CP or SHRM-SCP. This is an easy way to help your employees unplug, refocus, and enjoy themselves. According to WorldatWork, about $365B of PTO was accrued in 2019 across all companies and organizations in the US. Long Vacation Message. "This helps reassure the employee that they can truly take time off to relax with family without feeling guilty or stressing out about checking e-mail and phone messages.". Review this collection of common PTO questions and answers or watch the embedded HR Party of One video below to prepare accordingly. SHRM's HR Knowledge Advisors offer guidance and resources to assist members with their HR inquiries. Some employees have taken limited or even no time off this year because they feel as though they are restricted with travel options," said Tracy Winn, SHRM-SCP, a senior HR advisor at G&A Partners, a payroll and HR firm in Houston. Establish firm availability boundaries for yourself and share what you did during your time off. Adjust Job Requirements to Allow for Stress-Free PTO. }); if($('.container-footer').length > 1){ 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. 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. Estimated Read Time: 4 minutes. By involving the entire team, you make taking breaks part of the culture along with supporting and being generous with each other. Gain the intel you need now to successfully anticipate and navigate employment laws, stay compliant and mitigate legal risks. Generally, there's no formal consequences for not using your mandatory vacation time. Smith speculated that employees didn't see the point in taking time off when they were working from home just to stay at home. Creating a COVID-19 vaccination policy is just the first stepnext you need to communicate the details to your employees. 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. 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. Remind staff to book annual leave in advance. Make booking leave from work easy. On A Mission to Help Small Businesses to Be a Brand. Leaders can show employees they value this by taking time off themselves. Below is a vacation request email sample for medical reasons: Subject: Medical leave application Dear (Manager's name), I'm writing this letter to request vacation leave from Tuesday (December 15th) through Thursday (December 24th). 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. By having these conversations, you can better understand why your employees arent taking time off, and what factors are preventing them from doing so. Please purchase a SHRM membership before saving bookmarks. document.head.append(temp_style); You may be trying to access this site from a secured browser on the server. Subject Line: Please join us as we re-open our doors on June 05, 2020. 0-5 years of service - [days] PTO days each year for exempt employees; [days] PTO days each year for nonexempt employees. Please enter the text you see in the image below: SHRM provides content as a service to its readers and members. 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. else if(currentUrl.indexOf("/about-shrm/pages/shrm-mena.aspx") > -1) { Teams are feeling exhausted, work demands are on the rise, and more and more time is devoted to work instead of ourselves. In these difficult times, weve made a number of our coronavirus articles free for all readers. Find the latest news and members-only resources that can help employers navigate in an uncertain economy. 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. How Will the Anti-Work Movement Impact Businesses? Disclaimer, Elon Musk's Illusion of Control Undermining Teslas Future, SHRM Partners with William G. McGowan Charitable Fund with Johnny C. Taylor, Jr. and Diana Spencer, The Moment is Now for Emotional Intelligence - #SHRM22, How HR Analytics Can Leverage Performance Appraisal System. With people understandably fearful about their employment, employers need to set up and give people the mental break they need. $("span.current-site").html("SHRM China "); $(document).ready(function () { Perhaps a team competition with a free lunch to the winning team . Sometimes, it's also about finding ways to encourage employees to take well-deserved time off. Its very important that our employees stay balanced in their life. Timetastic helps make that a reality by giving your team an easy way to see their leave balance, check the companys time off calendar, and book their holiday request. Helping to Minimize Lost Days document.head.append(temp_style); You may be trying to access this site from a secured browser on the server. Ask employees to create a vacation plan and mark the due date for filing leaves on their calendars. 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. Help staff ease back into work after their leave. For further queries, you can reach our management department at [mention phone number] or directly through an email [mention email address]. "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. Members can get help with HR questions via phone, chat or email. You want your employees to take a break from their work and enjoy the world outside. 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 . Second, you also get Timetastics Firewire, which is sent out quarterly to you and any department managers you have on your team. Instead, encourage your team to take shorter breaks more often an afternoon every week or a full day here and there. Company leaders thought it would be too expensive to allow employees to carry over time or pay them for unused vacation days. Ensure there is appropriate cover. To get all of HBRs content delivered to your inbox, sign up for the Daily Alert newsletter. 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 1. Managers need to rise to the occasion by encouraging time off from their employees. Leave request email template. When people arent taking their leave, it can be for several reasons, including: Thankfully, there is a better way using a staff leave app that makes it easy for you to see who needs a holiday and makes it easier for them to book it. 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 . That's why it is so important to lead by example. However, in the retail industry, the final two months of every year are almost always the busiest. Set email communication a part of your corporate image . Lisa Rabasca Roepe is a freelance writer based in Arlington, Va. You have successfully saved this page as a bookmark. The disparity in working conditions is becoming evident in the yield of work based on individual work-from-home circumstances. Wed like to avoid you losing your hard-earned time off. Encourage your staff to take the full amount of time allotted to enjoy themselves and come back refreshed for work. Virtual & Washington, DC | February 26-28, 2023. When the economy is unstable, employers are faced with difficult decisions around staffing, pay and benefits. 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. 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. If there is a negative narrative presented from either HR or management, employees will be fearful of requesting any time off. Implement rollover limits. Please log in as a SHRM member before saving bookmarks. 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. It gives both the employee and employer time for review. All of my survey participants said it was important to take time off, but many were personally reluctant to unplug. This will help ensure that your employees use their paid time off and dont miss out on valuable benefits. 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. Meanwhile, vacation requests fell roughly 50 percent during the initial months of the pandemic. Redefine vacations to mean more than just recreation and travel to include family time, caregiving, and self-care. 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], The best way to encourage employees is by setting an example yourself. 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;}'; agree on a time for the employee to take the leave. The way that vacation and PTO are talked about at your company is going to make a huge difference in people taking time off. Others are more likely to follow when company policies express and your behaviors demonstrate what you most value. "While traditional vacations and large events are not available to all employees this year, the best thing we've done to support our team is reframe what time off could look like," said Courtney Wilson, head of people operations at HealthJoy, a Chicago-based benefits platform. To request permission for specific items, click on the reuse permissions button on the page where you find the item. Please log in as a SHRM member. } 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 a great leader. There are a lot of stressors now and our biggest concern is our employees becoming burned out. In this section, we show how Timetastic, our staff leave app, helps your team take their holidays throughout the year. Suddenly, a majority of people within an organization want to take time off. Sales teams are notorious for not taking PTO; this is in part because of the ongoing nature of the work and in part because taking time off can be expensive if you miss on commission. That is why I would encourage employees to take days off by recommending they spend time with their families. With nowhere to go and much to adjust to, most people have cancelled not only their travel reservations but their time off as well. Next year, youll have [CARRY OVER AMOUNT + NEW YEAR AMOUNT] in holiday leave. 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. Education, taking time and truly respecting boundaries are essential to support an employee experience focused on well-being, thriving, inclusion and balance. Brett is a #SHRM22Influencers and has also been a keynote speaker at several state SHRM conferences around the topic of employee engagement. It is essential for your employees to take time off from work for their sake, as much as yours. 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. Please note that all such forms and policies should be reviewed by your legal counsel for compliance with applicable law, and should be modified to suit your organizations culture, industry, and practices. Unused vacations have cost U.S. businesses $224 billion a year. use up to four hours of administrative leave time, or your sick time. How Companies Can Encourage Employees to Use Their Vacation Time. Encourage managers to set an example by utilizing their vacation time. As of [DD/MM/YY], you have an annual leave balance of [X DAYS /X HOURS]. } Company culture has to promote self-care and wellness for the employees. Encourage holiday talk in your company. Weve given you three different templates above for informing someone about the leave theyre about to lose. With varying demands for inter-generational care and self-care, encourage your employees to take the time they need to balance competing priorities. Brett Farmiloe is the Founder and CEO and currently CHRO - of Terkel.io, a platform where business leaders can answer questions related to their expertise and get published in articles featuring theirinsights. Vacation leave letters may be addressed to your direct supervisor or the human resources department at your company. } Restored leave still remaining to the employee's credit at the end of this period will be forfeited without the right to further restoration. 1) all the projects you recently finished or are currently working on. We set very clear performance metrics with our employees and allow them flexibility in accomplishing those goals.