You can do a few things to make managing leave better for you and your employees. Use these leave management tips to make taking time off a breeze.
Keep Immaculate Records
Keeping good leave records is crucial. Not only does it help you and your employees know what their remaining balance is, but it can also help you calculate what percentage of your employees aren’t using all their PTO. As we mentioned above, taking time off can lead to increased productivity, so you’ll want to encourage employees who aren’t using PTO to go on an extended vacation.
To keep records, consider using an automated system that subtracts time after every approved request. These systems can also add set PTO amounts each pay period so totals are always accurate and up to date. Keep a backup of these amounts in an Excel sheet on your computer so you can do any calculations you need to.
Stick to Your Predefined Policy
Once you have a policy, be stringent about it. Don’t bend the rules for someone—it could lead others to make the same request. This might not sound like a problem, but over time, it can lead to perceived favoritism, which could throw your company culture out of balance. It’s safest to just create a lenient policy so everyone is happy without needing special treatment.
Use Leave Management Software
If you’re feeling a bit overwhelmed with all that leave management entails, the easiest way to get help is by using leave management software. These applications can track time off for each employee, auto-calculate remaining PTO and even set predefined policies for employees that live in different states. They take all the work out of your hands so you can focus on other areas of your HR duties.
To help you get started, check out the best time and attendance software, which can streamline leave management for businesses and HR professionals.
Keep Everyone Updated to Changes in Policy
If you need to make changes to your policy, don’t sweep them under the rug. Make sure to announce them to your entire company in a clear and public way. If possible, schedule a meeting with employees so you can chat through their concerns and gather their feedback. It’s always important to make employees feel heard, so if a majority of the company disagrees with the changes, it might be worth investigating an alternative policy approach you can take.
Use Automation Features
Using a leave management system can help you utilize automation tools that simplify the leave process. For example, you might be able to send out reminders before PTO expires so employees remember to use it before it’s gone forever. Or, if an employee hasn’t taken a leave in more than six months, you can send a reminder email that they should go on a vacation.
It’s even possible to remind managers to approve time off requests that have been sitting for too long. Automated warnings can also let you know if more than two people in the same department have requested time off over the same period.
Features such as these reduce the manual work you have to do with leave management—and ensure things keep running smoothly.
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