The Ultimate Guide to Summer PTO

It’s the official start of summer…I know, it’s technically not, but who can we petition to have the day after Memorial Day be the official start?

I digress-  it’s basically summer and I don’t know about you but I’m gearing up for some fun trips which means time off.   Time off is not just a perk; it’s a necessity. It helps employees recharge, prevents burnout, and boosts overall productivity. When employees return from a break, they often come back with renewed energy and a fresh perspective, which can lead to more creative solutions and better performance.An Ernst & Young study showed that for every additional 10 hours of vacation time that employees took, their year-end performance improved 8%. There are additional statistics out there that I have to admit are pretty depressing when it comes to PTO in the US, but let’s stick to the positives and what we can do to embrace time off.

Policies

When designing a PTO policy, it’s important to consider the needs of your business and your employees. There’s a few types of policies that work for most businesses: Accrual based, Annual Lump Sum, or Unlimited. The method you choose is truly what works best for you and what speaks to your culture. With each type there are nuanced policies that can be put in place to determine rollover, payouts, and even minimum limits. Some states have mandatory sick leave, and laws around PTO payouts and rollover. Make sure you are looking into your local laws. No matter which you choose, you want to make sure you’re creating an environment where people are encouraged to take time off. This can happen by leading by example!

Managing Time Off

Handling the influx of time off requests during the summer requires careful planning. Encourage employees to submit their time off requests well in advance. This allows leaders to plan for coverage and ensure that multiple employees from the same team are not out at the same time. By obtaining this information early on, you can create a schedule that ensures coverage across the board. If there is unavoidable overlap, try implementing a flexible work arrangement, such as remote work or adjusted hours, to accommodate employees’ vacation plans while moving along initiatives.

Delegating to prepare

Before taking time off, employees & leaders should make a list of their critical tasks and responsibilities that will need to be maintained while they are out. This helps in understanding what needs to be delegated and to whom. Detailed instructions are crucial!  Employees & leaders should provide comprehensive guidelines on how to complete the tasks, including any necessary resources and contact information for additional support. Make sure the person taking over understands the importance of the tasks and any potential challenges they might face.

Disconnecting 

As a leader, this may be the hardest part. Once you have communicated what needs to be done, and most importantly the why and how behind it, it’s time to disconnect! This may look different for everyone. A suggestion would be to express the rules of engagement when you are out of office. Define what constitutes an emergency, and what method of communication is preferred. You can have employees call you if there’s an emergency which would limit your time scrolling through emails trying to decipher if you need to step in. Are you the type that needs to stay connected and check those emails? Set up times for yourself throughout the day where you will check in and try not to stray from those times. 

Lead by example

This may be the hardest part. If you offer your employees time off, are you providing a space for them to feel comfortable taking it? By taking time off yourself, and setting your boundaries when you are out of office you’ll empower your team to do the same. 

Time off is essential for well-being and productivity! By implementing effective PTO policies and having a plan in place to manage absences, businesses can ensure that operations continue smoothly while team members and leaders enjoy their much-needed breaks. Embrace the summer surge with proactive planning and clear communication to maintain a happy, healthy, and productive workforce.

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