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Implement Vacation Policies

One of the surest ways to make sure your team is using their vacation time is by implementing specific vacation policies. These policies will be a condition of employment and must be followed.

Let’s say your employees accrue roughly 10 days of vacation time per year. This is roughly the average time granted to full-time employees with minimal experience at a company. A policy that you choose to implement may revolve around vacation time accrual and rollover. Perhaps an employee can only hold up to 15 days of vacation time, which encourages them to use some of it up before they’re topped off.

For particularly stubborn employees, you can select days for them to take off when they’ve hit a certain amount of hours accrued. If their day off is in the schedule, it will be a lot harder for them to dispute the time. Restrictions on overtime hours can also be of help. At the very least make sure your federal holidays are acknowledged and plan around these days for additional company days. This allows your employees to have longer breaks and it not hurt productivity as much since others outside the company are also on vacations.

Communicate Mandatory Event Details

Knowing the days that are available for booking vacations will help your employees know when to pull the trigger. You need to communicate any mandatory company events well-beforehand to make this possible. Getting a late notice about a company-wide mandatory meeting will strongly discourage employees from booking their vacations.

Your annual meetings at the turn of the calendar should address any meetings that will be mandatory for all employees. Even if it’s only a single meeting that you will make universally required, you should try and set the date as early as possible. Even providing a range of dates will allow employees to plan for time off around the proposed meeting without any issues.

Encourage Department Collaboration

Communication and collaboration need to be just as strong on a departmental level. While you are encouraging employees to take time off, you need to acknowledge that in most circumstances they will need a temporary stand-in. Coordination is required to make sure that too many workers aren’t absent from the same department simultaneously.

An easy rule to establish is that vacation time must be requested at least two weeks in advance. If certain days have already been claimed, no one else can take vacation time on those days. Two weeks should be plenty of time to make adequate arrangements. Besides, many vacations can be planned even further in advance to iron out all the details.

The exact guidelines you put into place will greatly depend on your organization. A marketing company might not need others to cover shifts and therefore can be more lenient when granting vacation time. All businesses might make adjustments to their policies during the holidays when everyone wants to plan trips and time off. Do what’s best for your team specifically.

Check Vacation Calendars Regularly

As a manager, you will have access to the work calendars of each member of your team. You will also have access to their vacation calendar, or lack of one. If you notice that one of your employees never takes time off, you can approach them to work out a plan.

Talk with your employee and discuss the reasons why they don’t take vacation time. Maybe they’re overly concerned about job security or really want to get a promotion. This opens up doors for mentorship and guidance as well as assurance that all will be well even if they take some extra time off.

When workers return from their vacations, welcome them with open arms. Ask about their travels and maybe even request to see the pictures they took. Then, do what you can to help them hit the ground running upon their return. Employees will feel invigorated after trips and not guilty about taking them in the first place.

Everyone loves a good vacation and your hard-working employees certainly are deserving. Enabling them to take good vacations will improve their morale, work-life balance, and satisfaction with your company. All of this adds up to an improved workforce. What employer doesn’t want that?

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Employee Vacations Don’t Need to Slow Down Your Business

By Jason Barnes | Scheduling | No Comments

As summer arrives, many employees are eyeing their next vacation destination. Managing absences can get tricky. Even for experienced business managers, especially if they don’t plan ahead.

However, employee vacations don’t have to slow your business down. There are ways to plan around them, and even encourage them, to keep workflows running smoothly and employees energized. Here’s how you can make it happen:

Recognize the Importance of Employee Downtime

First of all, you need to acknowledge the fact that employee vacations are necessary. When a manager is willing to work with employees to take time off, the process becomes a lot smoother. Additionally, you’ll see notable improvements in workplace productivity.

The American Psychological Association’s Work and Well-Being survey found that 58% of workers were more productive and 55% believed their work quality increased following a vacation. Paid time off (PTO) allows employees to recharge and come back with an improved mindset, which ends up paying dividends to your business.

Once you realize that vacations help your business instead of hurt it, you’ll be more open to implementing the following suggestions to make time off increasingly possible. Employees, in turn, will be more willing to cooperate with your PTO guidelines when you show them that you truly value their vacation time.

Operate Above the Bare Minimum

A big reason why businesses struggle with employee vacations is because they regularly operate on a bare minimum basis. They have just enough employees to cover every shift. When someone asks for PTO, it means there’s no one who can pick up the slack.

Employees will burn out quickly when they are overworked and feel incapable of taking time off. This leads to a decline in job performance and high turnover rates, which are complicated and costly for businesses to handle.

Sit down with your finance team and calculate the budget needed to add one or two more team members to your roster. Even having a few part-time or on-call employees can help cover essential tasks when a worker is on vacation or even taking sick leave.

Encourage Vacations During Slow Season

While you’re building a culture that supports time off, try to do so as efficiently as possible. Businesses will be able to support employee vacations much more easily during their slow season as opposed to their peak months.

Let’s use a car dealership and/or its service department as an example. The auto industry typically booms in the summer when driving conditions are optimal and travel is more feasible. You’ll want all hands on deck in these months, so encourage your employees to take more time off in the fall and winter.

Of course, many vacations and family reunions are planned in the summer when kids are out of school. Don’t use the busy months as an excuse to never allow an employee to take time off. Work with all employees to stagger their PTO so you can cater to their personal situations and the needs of your business.

Update Your Scheduling System

Many organizations use outdated systems to field and approve time-off requests is outdated. There are too many hoops to jump through, or forms get lost and verbal commitments are forgotten. If you really don’t want employee vacations to slow down your business, update your scheduling system.

Start by moving the entire process online. If you’re reading this blog, you probably already use online appointment software to benefit your business and its customers. Implement technology to do the same with your employee PTO scheduling.

Scheduling software will keep employee shifts organized, ensuring that everyone knows their work schedule and every day is covered. PTO requests can be digitally submitted, reviewed, and approved in minutes. The schedule can then be altered accordingly without miscommunications or lost time.

Establish PTO Guidelines

Rules are never fun, but they’re necessary to maintain order and equity. With a set of rules and guidelines in place, your employees will be able to better choose when to cash in on their vacation time.

For example, one of your rules might be that two employees in the same department can’t be on vacation at the same time. Workers then know that they won’t be able to ask off work, except for emergencies, if certain dates are already claimed. This also encourages employees to plan in advance so that a lack of foresight doesn’t cause them to miss a wedding or a family reunion.

Transition as Much As Possible to Remote Work

Employees who work from home have much more flexibility when it comes to taking a vacation. In many cases, they can still work on the road, and the business won’t even notice they’re gone. Enabling as many remote work opportunities as possible keeps your business running even with vacation time in the mix.

For appointment-based businesses, there may be fewer opportunities right now for remote work. Still, you can look at digital customer service options or have your back-office teams work from home. Your IT technician can be just as effective from a hotel room in the Bahamas if you really need them.

Another exciting development in the world of appointment-based businesses is telecommunication. Some professionals, such as physicians and therapists, can hold consultations with patients via videoconferencing. This gives these service providers more scheduling flexibility, allowing them to plan vacation activities around the appointments they have each day.

Vacations are an essential part of life. Make sure both you and your team are taking the time you need to unwind and relax. And use these tips to make sure your business doesn’t suffer because of it.