Please log in as a SHRM member. Steve Pemberton, chief human resources officer at the company, which is co-headquartered in Dublin, Ireland, and Framingham, Mass. Subject: letter to encourage employees to take vacations. Vacation Request Letter: 4 Templates and Emails, Vacation Request Email to Boss Sample: 4 Examples, Holiday Request Letter to Manager: 4 Templates, Leave Extension Letter Example: 4 Templates, Holiday Request Letter example: 4 Templates, Leave Application Confirmation Letter: 4 Templates, Leave of Absence Letter Template: 4 Emails, Commercial Credit Analyst Cover Letter Example: 4 Templates, Commercial PropertyManager Cover Letter Example: 4 Templates, Commercial Real Estate Broker Cover Letter Example: 4 Templates, Commis Chef Cover Letter Example: 4 Templates, Clinical Application Specialist Cover Letter Example: 4 Templates. 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. Drew Gieseke Perhaps a team competition with a free lunch to the winning team . A policy that is clear and available to all shows that you, as the employer, value the importance of vacation time for employees. Drew Gieseke is an aPHR-certified marketing professional who writes about HR, compliance, and healthcare solutions. Review. "As employers, we have to be cognizant of the mental health impact that the pandemic is having," Pemberton said. That is why I would encourage employees to take days off by recommending they spend time with their families. 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]. 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 . Everyone needs time off work. Studies show that almost 75% of employees do not take all of their allotted paid time off (PTO.) 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. 4.2.2 Earning Vacation. It is the most valued," Reinberg said. That's why it is so important to lead by example. Here are six strategies on how managers can approach vacations when so much of the workforce is working from home. Various studies show that the current environment is taking a toll on employees' mental health and fueling workers' reticence about taking time off. 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. Members may download one copy of our sample forms and templates for your personal use within your organization. "It is important for all of us to step away from time to time and come back to work refreshed and revitalized," Chancellor Rebecca Blank says. Talking to your employees about the coronavirus is no easy feat. 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! John Linden, an interior designer at MirrorCoop, a custom-mirror company in Los Angeles, was so desperate for employees to take time off that he began buying them tickets to local museums so they might consider fun and socially distanced activities for their days off. For example, one of my direct reports said she was not going to use her vacation as she did not have any plans. It has taken jobs, businesses and human lives. Managers need to rise to the occasion by encouraging time off from their employees. Next year, youll have [CARRY OVER AMOUNT + NEW YEAR AMOUNT] in holiday leave. 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. } I will be traveling to visit my parents/taking family vacation time. Many HR professionals report that they've struggled with how to address this trend because vacation is such a sensitive topic. 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. Ask employees to create a vacation plan and mark the due date for filing leaves on their calendars. Accelerate your career with Harvard ManageMentor. 1. That also means that they're responsible for getting that work done and coordinating with other team members to make that happen. 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;}'; To minimize employees' lost days, 24 percent of companies are planning to increase carryover limits. With varying demands for inter-generational care and self-care, encourage your employees to take the time they need to balance competing priorities. Of this total, $210B was used and $155B was unused. if(currentUrl.indexOf("/about-shrm/pages/shrm-china.aspx") > -1) { Generally, there's no formal consequences for not using your mandatory vacation time. "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. Earn badges to share on LinkedIn and your resume. You must provide the employee with notice that you require them to take annual leave, in line with the . It contributes to a great company culture. $(document).ready(function () { Gain the intel you need now to successfully anticipate and navigate employment laws, stay compliant and mitigate legal risks. Paid time off is part of your compensation. } 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. 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]. The best approach is a mandatory vacation set at a company-wide level. 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. Policy brief & purpose. "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.". Employees may be weary because they dont want to appear unwilling to work for fear of losing their jobs or being furloughed. 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. Template: Check PTO Status HR Reminder Establish firm availability boundaries for yourself and share what you did during your time off. Organizations that utilize a use it or lose it PTO approach may find HR overwhelmed by this careful balancing act during the holiday season. From dress code to time off, my team follows the tone set by the leader. First, provide clarity about your time-off policy and any company, government, or health official guidelines and restrictions. Written by 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. Explain the need for leave. "They were very relieved [by the change in policy], and we are trying to reward them as much as possible for their work.". We know that not everyone feels comfortable taking time off work, but trust me: its worth it! Please reach out to your direct manager to see about booking time off ASAP to take a well-deserved holiday. Limit vacation day rollovers. 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. By intentionally taking time off and fully disconnected from work, I signal to others that it's okay to do the same. 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. You will need to demonstrate through your own actions that youre serious about time off. (Campaign Monitor,2019) 3. Employees who take regular time off are less stressed, less likely to burn out, and better equipped to find solutions when problems arise. They are now allowed to carry over two weeks instead of just one. To all employees: COVID-19 is unpredictable. $("span.current-site").html("SHRM MENA "); If you have any questions, please contact [contact]. 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. This approach is common for groups with regularly recurring busy periods, like sales teams that are expected to close in Q4. There are a lot of stressors now and our biggest concern is our employees becoming burned out. How Will the Anti-Work Movement Impact Businesses? Not to mention that according to SHRM, when employees take PTO, theyre often more productive and exhibit lower stress and better mental health. But we know that unplugging from work is important.' 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. Sales may also be the job that needs time off the most. Another option is for HR to implement PTO blackout dates. Format #1. 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). You might need to provide extra flexibility. For our reps, we've developed a simple algorithm for encouraging them to take vacation days and PTO. This person can then quickly approve or decline the request, with a full view of any potential holiday clashes in the app. advise the employee you would like them to take some of their annual leave, and. else if(currentUrl.indexOf("/about-shrm/pages/shrm-mena.aspx") > -1) { 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. June 05, 2020. Members can get help with HR questions via phone, chat or email. 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. 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. PTO will be available to exempt and non-exempt employees. Subject: Request for one week vacation leave. Additionally, [company] has the right to identify blackout periods where PTO requests cannot be approved. In many companies, employees may even need to find coverage while they're out so their workload isn't interrupted. "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. In this section, we show how Timetastic, our staff leave app, helps your team take their holidays throughout the year. 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. 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 . $('.container-footer').first().hide(); Ask team members where they can share responsibilities and cover for each other so they can rotate times off without stopping work. if(currentUrl.indexOf("/about-shrm/pages/shrm-china.aspx") > -1) { 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.. To help businesses, Paycor is offering businesses a sample communication letter sharing your vaccination policy. Sample employee email to encourage them to get vaccinated . Here are a few sample vacation request emails and a reminder email draft to help you get started: 1. This request is due to [provide reason/s]. If there is a negative narrative presented from either HR or management, employees will be fearful of requesting any time off. You also want them to come back feeling refreshed and ready for another round of productivity. Be open and transparent. If workers take 29% less vacation for the entire year, this translates into about $60B in additional accrued PTO liability. Part time employees accrue vacation on a pro-rated basis. 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. 1. 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. When working from home, encourage your employees to consider vacations as tools for focused family time, caregiving, and self-care. The benefits of taking time off are numerous: it helps your employees be more productive at work, it helps them be happier with their job, it can make them more creative by giving their minds a chance to wander freely with no deadlines or restrictions, and it gives them a chance to recharge their batteries so that when work starts up again after the break theyre ready for anything. Your session has expired. Tip#4: Ease any concerns about finishing your projects on time. These include [dates]. 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. This is especially helpful in getting high performers or those gunning for a promotion to take vacation time. I suggested that she take a few long weekends and do local explorations. 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. In these difficult times, weve made a number of our coronavirus articles free for all readers. To solve this problem, you can use Timetastic as your staff leave app. The PMQ teaches managers to lead effectively, giving HR more time to meet the demands of the workplace. To help employees feel comfortable taking time off, its important to set up an out-of-office reply that promotes relaxation. Education, taking time and truly respecting boundaries are essential to support an employee experience focused on well-being, thriving, inclusion and balance. Estimated Read Time: 4 minutes. When you set these types of expectations, your team plans ahead and you don't have to get in the middle and manage everyone's schedules. to. Sabina Nawaz. You have always been a diligent, hard-working, and loyal team employee (mention the details). "Time off gives you the opportunity to recharge. 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. By using a human resources information system (HRIS) like BerniePortal, HR can make this enhanced employee handbook available for everyone on the team with a few clicks. Being transparent about leave policies allows individuals to consciously weigh trade-offs and enables everyone to operate from the same set of principles. Leave request email template. Please log in as a SHRM member. People will be scared and caring about their health and source of income. Implement rollover limits. Help staff ease back into work after their leave. If taking time off is hard for your employees, there are alternatives that you can consider. "In the middle of a global pandemic? Note that due to the busy nature of this time of year, some requests may not be approved, depending on availability and workload. Second, you also get Timetastics Firewire, which is sent out quarterly to you and any department managers you have on your team. Subject Line: Please join us as we re-open our doors on June 05, 2020. 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. Overworked employees are unhappy, do not engage and do not contribute to a productive office environment. Its very important that our employees stay balanced in their life. 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]. 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. Working from home doesnt mean working all the time. Find the latest news and members-only resources that can help employers navigate in an uncertain economy. 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. For further queries, you can reach our management department at [mention phone number] or directly through an email [mention email address]. Encourage your staff to take the full amount of time allotted to enjoy themselves and come back refreshed for work. Providing transparency into where all your projects stand helps put everyone . We need to refuel early and often. Talk through these fears and encourage them to use vacation time to spend more time with their families or to lay by the pool as a way to relax and unwind. 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. If our content helps you to contend with coronavirus and other challenges, please consider, Unused vacations have cost U.S. businesses, women academics are publishing fewer papers. Fewer employees want to take vacations given that the pandemic has severely curtailed travel options. This letter is to inform you from [mention the name of the company or the organization for which the sender is writing this letter] that I, the [mention designation of the sender] of [mention name of the department], would like to encourage you to take a vacation from your work for some days. 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. ". It outlines the employee's intended days off and their plan for coverage at work. "It ended up that a lot of people were not able to use their vacation," said Barb Malek, the center's operations director. 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. Team members of some of my clients try things theyve never done, just to infuse novelty such as sketching or singing. If it has been awhile since you took a vacation, start planning your time off. And there are plenty of ways to do so. Learn how SHRM Certification can accelerate your career growth by earning a SHRM-CP or SHRM-SCP. Please purchase a SHRM membership before saving bookmarks. We strongly recommend taking vacation time during this pandemic. How does employee seniority impact PTO benefits? 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. David Zaitz/Getty Images. We think that you truly deserve this paid vacation, and we hope you will consider our effort to appreciate your loyalty to the company and will accept this vacation. 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. Virtual & Washington, DC | February 26-28, 2023. To get all of HBRs content delivered to your inbox, sign up for the Daily Alert newsletter. Find the latest news and members-only resources that can help employers navigate in an uncertain economy. In our company time off policy, it states that [X AMOUNT] of your annual leave will be carried over into the next year. It can cause no symptoms, some symptoms, serious illness . Make sure your message is clear. var currentLocation = getCookie("SHRM_Core_CurrentUser_LocationID"); Tip#3: Be sure to use the word "because" when explaining your reasons. Redefine vacations to mean more than just recreation and travel to include family time, caregiving, and self-care. Weve given you three different templates above for informing someone about the leave theyre about to lose. Consider providing informal time off, increasing caps on maximum vacation accrual, and encouraging people to take breaks. Template for external staff letter. 2. They can do this through their browser or through our mobile app anytime they want. "I think with remote work, it was hard to separate work from home life," Smith said. But do your employees? (Campaign Monitor,2019) Add an eye-catching subject line and body. As of [DD/MM/YY], you have an annual leave balance of [X DAYS /X HOURS]. A company's leaders ultimately need to set the tone for the company's vacation policy. 4. "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. " HR leaders should also train managers on vacation policies, and encourage employees to speak to HR if they have concerns about taking time off. SHRM Employment Law & Compliance Conference, Steve Pemberton, chief human resources officer at the, How to Encourage Employees to Take Vacation, New OSHA Guidance Clarifies Return-to-Work Expectations, Trump Suspends New H-1B Visas Through 2020, Faking COVID-19 Illness Can Have Serious Consequences, UK: Employee Who Refused to Wear a Face Mask Fairly Dismissed, New York Rolls Out 12-Week Paid Parental Leave Policy for State Workers. 2. Taking time off is something many people will avoid when job security is at the forefront of someones mind. Please do not hesitate to reach out with any questions or concernsI look forward to hearing from you soon!.
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