Managing Summer Paid Time Off

Written by Datis Admin

July 18, 2018

Managing Summer Paid Time Off

As summer approaches, managers can expect an influx of paid time off requests. Kids are out of school, the weather is warming up, and vacations sound better than ever. In order to prepare for the overload of requests, consider the steps outlined below.

Policy Reminder
Many organizations already have a paid time off policy in place. It’s important to remind employees of the policy around this time of year. If your company sends out a quarterly newsletter, it would be a good idea to include a brief description or reminder to refer to the policy.

On the other hand, if there is no policy currently in place, it’s important to set up a system for busy vacation seasons. This ensures that employees understand how much time they can take off and managers can maintain sufficient staffing levels. Most policies are first come first serve or based on seniority. Make sure to determine the best fit for your team and make it known to everyone in the office.

Summer is a hectic time of year for employees with children. The kids are out of school and their days are often spent with babysitters, neighbors, family members, and summer camps. With that said, unexpected problems can arise, such as babysitters canceling, camps being closed due to weather conditions, emergency doctor’s appointments, and more.

Emergency time off can be hard to manage when workloads are high and deadlines need to be met. At times like this, it’s understandable that not all requests can be approved. However, if an employee can be spared for the day, approve their request. If not, carefully explain why the request could not be approved. In doing so, employees will have more respect for your decisions.

Monitoring Request
In the end, the most important aspect of managing employees’ PTO is to keep a record of their requests. Managers need visibility into leave balances, the order that requests come in, and all pending and approved requests. Tracking and monitoring this information can be time consuming, but with a robust Time and Attendance Management system, this can be an easy task for even the busiest manager.

Implementing an automated system with tools like electronic leave requests, work flow approvals, and full visibility into leave balances can improve organizational productivity. Managers will not only have the ability to view all leave request at once to be certain that there are no conflicting request, but a “Who is Going to Be Out” page to maintain a consistent record of pending and approved request. An automated time and attendance system would also increase employee self-service, by allowing them to make online request and to track their personal vacation balance.

Employees work hard all year long and deserve some time off to treat themselves and focus on their personal wellness. Time away from the office has proven to reduce work stress and ultimately boost employee morale and productivity. So with summer just around corner, don’t get overwhelmed with the piling list of paid time off requests. Take action now and prepare to effectively approve requests in order to maintain organizational productivity and efficiency.

This DATIS Blog was written by Anthony Davis, DATIS, on June 15th, 2017 and may not be re-posted without permission.