When to Talk to Employees About Time-Off Requests

by | Oct 21, 2019 | Business Excellence, Personal Development

Two women are sitting across from each other at a desk. The woman facing the camera has long dark hair tied back and is holding a notebook and pen, appearing to be in an employee-manager meeting. The background features shelves with decorative items.

For employees to remain productive and to avoid work burn-out, they need to take breaks off work. Time-offs help to increase employee satisfaction and may help in reducing employee turnover. It is therefore important for managers to encourage their employees to take time-offs

However, time-off requests can sometimes be problematic. When this happens, managers may need to talk to their employees about their time-off requests. Below are some of the situations where time-off requests could be problematic.

1. When Employee Absence will Have a Negative Impact on the Company

Sometimes, employees may request for time-offs at a time when the organization is experiencing a crisis or at a time when maximum human resources are required. For example, an employee working in a retail business could request for time-off during a surge in business. Approving the request would, therefore, reduce the manpower available to the retailer during the surge. Some employees may also request for time-offs when the company is under pressure to meet certain contractual obligations and timelines. During such situations, it may be necessary to deny these time-off requests. However, it is important to talk to the affected employee and clearly explain the reasons for denying the request.

2. When an Employee Takes Too Much Time-Off

In some cases, employees may take too much time off at once; blurring the line between time-off and an extended leave of absence. In such a scenario, it would be important to talk to the employee about the extended time-off and find out the reasons for this extended absence from work. Talking with the employee will help to determine whether they have substantial reasons for the extended time off.

3. Employees should understand that taking extended time-offs increases the workload of other employees in the company and possibly decreases productivity.

When an Employee Makes too many Time-Off Requests

While some employees will take extended time-offs, others may request for too many time-offs within a short period. For example, some employees may request 4 time-offs within a single month.

Talking to such employees is crucial to identify the underlying issues behind the multiple time-off requests. Talking to the employee would also be important to gauge his/her motivation levels as well as his/her reliability.

4. When Employees are Not Taking Enough Time-Offs

Research suggests that a majority of American employees do not take enough time off from work. It is estimated that only 23% of American employees make full use of their time-offs. Managers faced with such employees should talk to them about the importance of time-off requests and encourage them to make use of these breaks.