Five tips for helping employees disconnect while away

In addition to winter closure and university holidays, you are eligible for paid time off, including vacation, sick time, personal time off, and floating holidays. 

Accrued vacation is intended to provide you with paid time away to disconnect from work responsibilities, a necessity for a well-balanced and healthy life. Studies show that taking time off leads to greater productivity, less stress, and more happiness. Yet, according to the Society for Human Resource Management (SHRM), a 2024 survey of 1,387 U.S. workers found 48 percent will not use all of their accrued vacation by the end of the year, and one-third haven’t taken a vacation in the past 12 months.

Obstacles to taking time off

There are many reasons employees aren’t using vacation. You might recognize some of the challenges your employees face, including having a heavy workload that makes it burdensome to take time away, not having back-up coverage during an absence, not being able to truly disconnect, or not recognizing the need for a break. 

“There are many benefits to taking time away from work,” says Elizabeth Zacharias, Vice President for University Human Resources. “Especially during times of uncertainty when feelings of anxiety and stress are heightened, taking advantage of paid time off benefits for a week or a few days can help decrease stress, reduce burnout, recharge your mind and body, and help you reconnect with people in your life. When you make time to step away, you’ll return to work re-energized and more productive.” 

Tips to help employees fully disconnect

Managers should consider these tips to help set a work culture that supports time away to pause, rest, and reset from work: 

1. If an employee has a considerable amount of accrued vacation or if they are at their maximum 240 hours, sit down with them to discuss, encourage, and identify near-term opportunities to take time away.
   • Even if they don’t have plans to travel, encourage them to take extended weekends, a staycation, or short breaks to practice self-care and reduce burnout.
2. Help cross-train or identify program/project team back-ups so that when an employee is away, there is support in their absence.
   • Cross-training benefits the entire team and supports professional growth and development.
3. For extended time away (more than 2 weeks), help employees create a pre-vacation planner, as needed. Here’s a good example from TheMuse.com.
4. Establish team norms/expectations before, during, and after vacations.
   • Set up a "shared vacation/time away" calendar for your team to see when colleagues are taking PTO or vacation.
   • Talk about time off in team meetings or in one-on-ones to foster a culture that values taking time off to support personal well-being.
   • Before leaving, remind colleagues and business partners when your time away is scheduled, and set email, Slack, and phone accounts to away or auto-response with a designated point of contact for support.
   • Determine who can contact the employee directly, how, and under what circumstances while on vacation (e.g., emergencies).
   • Discourage employees from working or checking their emails while on vacation. If you see them online, gently remind them that they are supposed to disconnect.
   • Have employees block time off their calendars for the week of their return to allow “catch-up time” and better manage the workload.
5. Model the behavior by using your vacation and personal time off. As a manager, you play an important role in setting a supportive culture. Your employees are more likely to disconnect if they see you do the same. Plus, you will reap the benefits of vacation, too.

We hope these tips, along with a little planning and clear expectations, will help you and your team take advantage of your paid time off benefits and enjoy a restful break.