You Need a Vacation! Why PTO is Vital to Your Organization

Last month, we escaped the cold and gray with a trip to Mexico. It was a quick little getaway, a three-hour flight to the beach. Even though the journey was only five days long, something exciting happened. I relaxed– and returned feeling restored, inspired, and ready to work. Say what? A vacation helps you feel replenished?! No way!

Why do so many people let their PTO stack up if this is the case? At ArcStone, you must take your PTO within a time frame because it doesn’t roll over. This isn’t a rule to keep people from taking vacations; it’s the opposite. We want people to take vacations because we know they’ll be recharged and rejuvenated when they come back. 

How often have you heard about people having the best idea while in the shower or out on a walk? That’s because our brains work on problems when we’re not working. If you never take time off, you cut with a dull knife. Still, data from the Pew Research Center shows that more than 4 in 10 U.S. workers take only some of their paid time off. Wow, that’s a lot of unused beach time, sightseeing, and staycationing. A few days ago, I discussed why people tend to put off taking PTO with a team member. It was an exciting and insightful conversation.

Why people might not use their Paid Time Off (PTO) or vacation days:

Workload and Pressure:

Some individuals feel overwhelmed by their workload, believing they can’t take time off. This is often called “workaholism” or a culture of overwork.

They may worry that taking time off will cause them to fall behind. The dread of returning to a mountain of work may keep them from using their PTO. According to a survey by Visier, 42% of respondents said they dreaded returning to work.

Some individuals worry about losing income if they don’t have paid vacation. 

Company Culture:

Some workplaces may discourage or stigmatize the use of PTO. Employees might be perceived as less committed or dedicated if they take time off. Organization leaders need to take time off and lead by example. At ArcStone, when I check in with team members, I ask them if they have any upcoming vacations or plans for time off. 

Employees may also worry that their job isn’t secure and won’t take time off. Likewise, others may feel that taking PTO will hinder their eligibility for promotion.

Lack of Planning or Awareness:

Failure to plan and schedule time off in advance can result in employees not using their PTO. Sometimes, work can be so consuming that they forget to take time for themselves. We’ve all likely been guilty of getting wrapped up at work and losing track of time. 

In some cases, employees may have accrued a significant amount of PTO, making it challenging to find time to use it.

So, how can you foster a culture that encourages employees to use their paid time off? 

Here are some strategies and practices to promote the use of PTO within your team or organization:

Lead by Example:

• As a leader or manager, demonstrate the importance of taking time off by using your PTO and communicating about it openly. When team members see you taking regular breaks, they are more likely to follow suit.

Create a Positive PTO Culture:

• Foster a culture that values work-life balance and recognizes that employees have lives outside of work. Highlight the benefits of PTO, such as reduced stress, increased creativity, and improved job satisfaction.
• When team members return to work after time off, ask them about their vacation/time off. Part of the fun of a vacation is remembering how great it was. 

Communicate PTO Policies:

• Ensure your team knows the company’s PTO policies, including accrual rates, approval processes, and limitations. At ArcStone, our PTO policies are readily available in our company handbook. That way, if people have a question about PTO on Friday night, they can get the answer without needing to bug someone else. 
• Regularly remind team members of their PTO balances and encourage them to use their earned time off.

Plan Ahead:

• Encourage employees to plan their time off well in advance. This allows for better workload management and ensures that the team can cover responsibilities during absences.
• Implement a system for tracking and scheduling PTO requests to prevent scheduling conflicts. Most payroll services include PTO requests and tracking tools. We add team members’ PTO to our company calendar so everyone knows when an individual will be out. We also request that individuals remind the team they will be out as their PTO approaches. 

Offer Flexibility:

• Provide flexible scheduling options, such as half-days, remote work, or job-sharing, to accommodate employees’ needs while allowing them to take time off.
• Consider offering “use it or lose it” policies for accrued PTO to motivate employees to take their earned time off within a specific timeframe.

Address Workload Concerns:

• Ensure that team members feel comfortable discussing workload concerns when requesting time off. Be willing to reassign tasks or redistribute responsibilities during their absence. Identify the team member who can be the point of contact while the individual is out. 
• Cross-train team members to ensure that multiple individuals can perform critical tasks, reducing the burden on any single employee. This is vital! 
• Encourage team members to collaborate and support one another when someone is on vacation. This may involve clear communication about who can handle specific tasks during the absence. Keep it manageable!

Monitor PTO Usage:

• Regularly review your team’s PTO balances and usage patterns to identify trends or issues.
• Have conversations with team members who consistently do not take PTO to understand their reasons and address any concerns they may have.

Employee Well-Being Programs:

• Implement well-being programs or initiatives emphasizing the importance of self-care and time off for mental and physical health.
• Encourage team members to take a “buffer” day so they feel less stressed coming back to work. This also helps accommodate for any travel delays or other logistical issues. Plus, giving yourself an additional day between returning from vacation and returning to work gives you a chance to take care of household chores like laundry and grocery shopping. 

Creating a supportive environment where team members feel comfortable taking PTO is vital to promoting a healthy work-life balance. By addressing concerns, setting clear expectations, and offering flexibility, you can encourage team members to maximize their PTO benefits.

Happy PTO! Now, go start planning a trip!