Members may download one copy of our sample forms and templates for your personal use within your organization. According to WorldatWork, about $365B of PTO was accrued in 2019 across all companies and organizations in the US. Dear Valued Customer, We are beyond grateful for your continued support and loyalty to our brand and services. 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. 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 . Managers, Encourage Your Team to Take Time Off - Harvard Business Review Review this collection of common PTO questions and answers or watch the embedded HR Party of One video below to prepare accordingly. In many companies, employees may even need to find coverage while they're out so their workload isn't interrupted. "As employers, we have to be cognizant of the mental health impact that the pandemic is having," Pemberton said. Be happy when employees book time off. 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). A smaller share (16 percent) are requiring employees to take vacation time, and another 22 percent are planning to take or considering that approach. 7 ways to encourage employees to take paid time off Leave request email template. Be Happy to Help: You need to encourage staff members to use their PTO. It contributes to a great company culture. Take a stand against this trend of all work and little play. Of this total, $210B was used and $155B was unused. } 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. HBR Learnings online leadership training helps you hone your skills with courses like Team Management. A company's leaders ultimately need to set the tone for the company's vacation policy. Employees who take regular time off are less stressed, less likely to burn out, and better equipped to find solutions when problems arise. In this case, make a simple process for reaching out and interacting with coworkers to find coverage for time off. Annual allotment vs. accrual bank vs. unlimited? Its time to make it a habit for your employees to unplug from work often, taking into account their mental well-being. 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. Virtual & Washington, DC | February 26-28, 2023. "It's important for employers to say [to employees], 'We care about you,' " said Jackie Reinberg, North America consulting leader, absence, disability management and life, at London-based Willis Towers Watson. " This allows your employees to start thinking of dates they might like to request off. Its also important to provide employees with references to any government or health official guidance, so they can also take that into account. "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. How to encourage employees to take annual leave - Robert Half Because paid time off is offered optionally and at employers discretion, employers have the ability to block off periods of time when requests wont be approved (or will be approved in limited quantities or under special circumstances). Companies need to ensure that they consider the rights and benefits of the employees whenever certain policies are planned, created and developed. Your session has expired. $('.container-footer').first().hide(); "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. Not to mention that according to SHRM, when employees take PTO, theyre often more productive and exhibit lower stress and better mental health. One of the best ways for managers to encourage their staff to take time off is by taking PTO themselves. Project: Time Off's study found that employees who take all of their vacation time increase their chances of getting promoted and getting a raise by 6.5 percent, compared with people who. else if(currentUrl.indexOf("/about-shrm/pages/shrm-mena.aspx") > -1) { To solve this problem, you can use Timetastic as your staff leave app. 1) all the projects you recently finished or are currently working on. How To Compose a Vacation Request Email (With 3 Examples) If there is a negative narrative presented from either HR or management, employees will be fearful of requesting any time off. 2. To help employees feel comfortable taking time off, its important to set up an out-of-office reply that promotes relaxation. Please do not hesitate to reach out with any questions or concernsI look forward to hearing from you soon!. 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. David Zaitz/Getty Images. 1. Lisa Rabasca Roepe is a freelance writer based in Arlington, Va. You have successfully saved this page as a bookmark. Letter To Employee To Take Annual Leave - pdfFiller 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. Unused vacations have cost U.S. businesses $224 billion a year. Here are a few samples to help you draft the perfect vacation request letter. I will be traveling to visit my parents/taking family vacation time. Earn badges to share on LinkedIn and your resume. I suggested that she take a few long weekends and do local explorations. Gain the intel you need now to successfully anticipate and navigate employment laws, stay compliant and mitigate legal risks. Team members of some of my clients try things theyve never done, just to infuse novelty such as sketching or singing. They worry that workers' reluctance to take time off is only adding to the anxiety, stress and other mental health problems caused by COVID-19 and the recession. Others may channel their anxiety about the world into their work so they are reluctant to take time off. By involving the entire team, you make taking breaks part of the culture along with supporting and being generous with each other. Adjust Job Requirements to Allow for Stress-Free PTO. All of my survey participants said it was important to take time off, but many were personally reluctant to unplug. The current crisis is creating more urgency and more work. 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. Tip#3: Be sure to use the word "because" when explaining your reasons. "[Time off] is the most emotional benefit we have. 4 Simple Ways to Encourage Employees to Take Vacation - Montridge You should send employees monthly reminders about how much time off they have available for use in the following year. When was the last time you used your PTO to take a vacation? Here are five reasons to encourage your employees to take a vacation. But do your employees? Format #1. If workers take 29% less vacation for the entire year, this translates into about $60B in additional accrued PTO liability. 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. How does your company handle end-of-year time off requests? Encouraging Employees to Utilize Paid Time Off During a Pandemic Otherwise, theyll burn out quickly (and possibly quit). Brett is a #SHRM22Influencers and has also been a keynote speaker at several state SHRM conferences around the topic of employee engagement. Sales may also be the job that needs time off the most. Here's How to Encourage Employees to Take PTO - SHRM If You're in HR, Send this Email About Coronavirus to Staff - Workest 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. 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. 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!). 7 Reasons to encourage employees to take time off document.head.append(temp_style); You may be trying to access this site from a secured browser on the server. 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. Keep your communication and expectations open and transparent. Guide To Vacation Leave Letters: Definition, Template and Sample 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. How to write a MEMO for employee to clear annual leave? - Ask Me Fast "I think with remote work, it was hard to separate work from home life," Smith said. How to Write Vacation Request Email (Samples) - The HR Digest Let them know that vacation can improve their relationships at work, as well as their productivity and morale. Model time away, standardize. Be an example by taking and enjoying time off yourself. These include [dates]. Download Template : (pdf, docs, ODT, RTF, txt, HTML, Epub, Etc), Subject: Letter to Encourage Employees to Take Vacations. Employees may be weary because they dont want to appear unwilling to work for fear of losing their jobs or being furloughed. Everyone needs time off work. 5 Reasons You Should Encourage Your Employees To Take Vacations (Enovapoint, 2021) Using a name rather than a department in the sender line. 8 Email Templates to Thank Employees for Their Great Work - The 6Q Blog When working from home, encourage your employees to consider vacations as tools for focused family time, caregiving, and self-care. 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. "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. Address and ease their fears of taking time off. They are now allowed to carry over two weeks instead of just one. You must provide the employee with notice that you require them to take annual leave, in line with the . 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. 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. How to Encourage Your Team to Use Employee Vacation Time 1. Ease the numbness induced with back-to-back video calls and a long to-do list by reinventing vacations and time off, and encouraging your team to do the same. If taking time off is hard for your employees, there are alternatives that you can consider. 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. Others are more likely to follow when company policies express and your behaviors demonstrate what you most value. 11+ Vacation Policy Examples - PDF, Word. Note that due to the busy nature of this time of year, some requests may not be approved, depending on availability and workload. You may be doing a great job as a manager, but are you showing your employees how to be good managers? The first step to dismissing any negative perceptions about taking time off is to reassure your employees that their jobs are safe. (See the bottom section for more information about this process.). The center, which provides counseling services to women with unplanned pregnancies, depends on volunteers to help carry out its mission. I am reaching out because the recruitment department needs your help! var temp_style = document.createElement('style'); 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. Template for external staff letter. This request is due to [provide reason/s]. The PTO issue finally began to resolve itself in mid-June when employees started returning to the office, said Jill Smith, the agency's operations manager. 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. 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. the leave type), provide any more details (if necessary), and then submit their request. We set very clear performance metrics with our employees and allow them flexibility in accomplishing those goals. 4.2.2 Earning Vacation. 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. Managers: Encourage employees to take vacation time Fewer employees want to take vacations given that the pandemic has severely curtailed travel options. The company sent employees reminders to start planning their vacation schedules, with few responses. 8 Engagement Templates to Encourage Employee Glassdoor Reviews The best approach is a mandatory vacation set at a company-wide level. 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. Please reach out to your direct manager to see about booking time off ASAP to take a well-deserved holiday. 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 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. 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. Research shows that, thanks to remote work, we're spending an average. 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. We know that not everyone feels comfortable taking time off work, but trust me: its worth it! 1. 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. Learn how SHRM Certification can accelerate your career growth by earning a SHRM-CP or SHRM-SCP. var currentUrl = window.location.href.toLowerCase(); The next big thing to solve is making sure your team has the tools to book their holiday. Here is a template you can use when structuring your email: Subject: [type of leave] request - [your name] Dear [employer's name], I would like to request [number of days or weeks] leave days that start from [date] and end on [date]. Employees need time to rest and enjoy themselves outside work. Yet, few employees feel comfortable taking the time off they need, especially as travel plans and other vacations are cancelled. If you have any questions, please contact [contact]. Drew Gieseke is an aPHR-certified marketing professional who writes about HR, compliance, and healthcare solutions. Sample employee email to encourage them to get vaccinated . Please enable scripts and reload this page. This leave can make you more motivated and help you perform more effectively. advise the employee you would like them to take some of their annual leave, and. People will be scared and caring about their health and source of income. When the economy is unstable, employers are faced with difficult decisions around staffing, pay and benefits. Thats what we will discuss next. Long Vacation Message. Research shows the benefits of vacations to employee productivity and the economy both of which are currently under threat. Ask team members where they can share responsibilities and cover for each other so they can rotate times off without stopping work. Why it's in your interest for staff to take leave. Thank you for going the extra mile. We know it can be difficult to remember, especially when youre in the middle of a busy day, but taking small breaks throughout the day will actually help keep you and your employees feeling energized, happy and inspired. 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. Staff motivation email examples - Ergon Energy part-a (to be filled up by. When employees know that you value their time off and take it seriously, theyll be more likely to see the importance of taking time off themselves. Encourage holiday talk in your company.