Johnny C. Taylor Jr. is working on your HR questions as part of the USA Today series. Taylor is the world’s largest HR professional society and the president and CEO of the Human Resources Management Association, author of “Reset: A Guide to Leaders to Work in an Era of Trending Times.”
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Question: I manage a team of eight people. Only one of my employees used all of the paid leave (PTO) assigned to them last year. Four were only half of the PTO. What can you do to encourage employees to use the benefits of PTO? – Elton
Answer: It’s completely understandable to worry about the low PTO usage of your team. This is more common than you think. The good news is that there are some specific steps you can take to change this pattern.
◾Start by direct communication. Have a one-on-one conversation with each team member to understand your hesitation about taking leave. Some people worry about workload coverage, others feel guilty about being away, others don’t understand how much PTO has accumulated. Listen to their specific concerns and make sure they can be addressed directly and effectively.
◾Clearly express your expectations for the PTO. It explicitly states that during team meetings and individual check-in, it is not only permitted to take leave. Explain that rest and recharge times directly contribute to increased performance, creativity and job satisfaction. Consider setting a goal for everyone to use at least 75% of their assigned PTO by the end of the year.
◾Lead by example. Take your own PTO and speak up about it. Whether it’s a holiday or a long weekend at home, share a quick update about your vacation when you come back. When your team sees you prioritize rest, they will feel more comfortable doing the same thing.
◾I’m proactively concerned about my workload. Being a member of the CrossTrain team, everyone is confident that their responsibilities will be covered. Establish a clear handoff procedure and decide who will be responsible when someone goes out. Consider implementing a team calendar so that everyone can see when others are planning a vacation, making coverage easier to adjust.
◾Simplify the request process. Review the PTO approval process – streamline if it’s too much trouble or if you need a detailed explanation. Employees don’t need to justify how they spend their personal time.
◾Provides flexibility in using PTO. Let your team remember that PTOs don’t need holiday destinations. I encourage your team to take time for mental health days, long weekends, or personal appointments. Sometimes the most recovery breaks happen at home.
◾Consider incentives and policies. If cultural change is not happening quickly enough, consider implementing a “use or lose” policy in advance, or providing incentives to those who are using the PTO properly.
I have to be candid with my team from time to time. I tell them, “When you’re here, I need your best. When you’re not here, take the time to leave, charge, focus and focus.” Send a message that individual health and work performance is not the enemy. They are allies. Therefore, it fosters an environment in which vacations are normalized and supported, rather than creating anxiety or guilt. When teams feel truly supported by taking PTO, they see improvements in overall morale, productivity and retention.
The opinions and opinions expressed in this column are the authors and do not necessarily reflect the opinions of USA Today.
