PTO

The Power of Flexible Work Schedules

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At the Red Barn, we have a standard 8-4 schedule, but we still consider it a flexible work schedule – meaning Jenn and I will typically log in to Skype around 8 am EST to connect and Jenn usually checks out around 4 pm to head to the gym but that’s about as structured as we get.

I learned early on in my career that my most productive and creative time is before the sun comes up.  (I’m writing this before 5 am)  I also know that by 2 pm on most days my brain is done for the day – mainly because I’m up at 4 and I’ve put in a good 8 hour day.  I try my best not to schedule meetings in the afternoon – but that doesn’t always happen because like any business I have customers and it’s important that I meet them where they need to be!

I know the productive times of my team and I let them work when they are in the zone and I surely don’t push them to do work when I know it will be a struggle – unless we are in an all hands on deck situation for a client.  PS – we try to avoid those moments but it happens!

Knowing your team is critical.  Knowing when they are productive is key if you want to run an efficient and effective ship.  This also includes watching for the “I need a mental health day” cues.  Everyone has a bad day or even a day when you just “can’t” for whatever reason – I just hone in on those cues and give my team the option to go home, quit early or run away from life for a few hours if that’s what they need to do.

In the end, I focus on getting GOOD work out the door – I really don’t care when that work gets done. I do care HOW it turns out.  I don’t care if someone wants to not work on Monday and would prefer to work on Sunday – I just need to know ahead of time.  I also don’t really care about the number of PTO days taken – in fact, I usually have to remind team members to take their vacation time.  Because I don’t hang PTO over their head and I only track it because I have to for HR reasons – the PTO time never gets abused.  Well, at least it hasn’t up to this point.

The flexible work schedule doesn’t work for every employee or for every business – but if you are open to trying it and seriously letting go of the corporate structure mindset – you just might be amazed at the results. Need an example – look at Microsoft – they had a 40% productivity boost when they switched to a 4 day work week.

Happy Employees = Happy Clients = Increased Revenues

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Holiday Vacation Requests – How to Handle PTO When Everyone Wants the Same Days Off

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The holiday season is upon us, and in addition to all the food, celebrations, and holiday cheer comes the influx of vacation or PTO requests. Some people love working around the holidays – it’s quieter, less employees are in the building to distract them, and it’s a great time to catch up on some lingering projects. But let’s be honest, most of us LOVE taking a few extra days off around Thanksgiving and the week off in between Christmas and New Year’s. But as a manager, it can be difficult to juggle all those PTO requests and determine who should get the time off. After all, you do have a business to run!

I’ve worked for several companies who have tried different approaches to this conundrum and here’s some Pros and Cons for each.

Work from Home. This one is my favorite, but it doesn’t work for everyone. Pretty much everybody has a laptop, iPad or smartphone that enables them to work remotely. If your staff doesn’t have to be on site, letting them work at home during the holidays can be a productive way to get things done. Working at home is a viable option only if the business lends itself to it and there’s a way to ensure the employees are actually working.

Seniority Rules! For employees who are at the top of the totem pole this scenario seems like a great idea. After all, they’ve put in the years and years of hard work – shouldn’t they get an additional perk? In theory it sounds like it’s a fair solution – but if you have several employees who have been with you for a while and they always want the same holidays off as the rest of the department, it may cause frustration and friction.

First Come, First Served. Rewarding those who plan ahead can make creating your holiday schedule much easier. Determine the number of employees you can afford to do without, and once you have that number of employees put in requests – all other requests will be turned down. This puts the burden on the employee to submit PTO in a timely fashion. However, you should set a timeline for how early employees can put in a vacation request – you don’t want Susan requesting the last week of December off for the next 3 years now.

Do a Lottery. Doing a lottery system for the most coveted days off when all your employees want to take PTO time may be the fairest option. Have all your employees put their name on a slip of paper, toss them into a bag, and pick as many names as employees you can afford to be without.

Split the Days Up. There are a few ways to do this one. If your employees don’t care about having the whole day off – split the shifts into mornings and afternoon and everyone works a half day. If your employees prefer full days off – split up the week instead. Give Joe Monday and Tuesday off and give Jane Thursday and Friday off. Everybody wins!

Give a Holiday Differential. If it’s in your budget, offer a small hourly pay differential to those who choose to work the day before Thanksgiving or the days surrounding Christmas and New Year’s. It may solve your scheduling problem for you.

Create Black Out Days. This one is at the bottom for a reason – it’s probably the least favorable option and won’t win you any brownie points with your employees, but it is needed in some industries: retail, hospitality, and even healthcare. If an employee wants off during a blackout period he or she would need to ask well in advance, with a good reason, and it would be at the manager’s discretion. It’s a good idea to inform employees from the beginning of the blackout policy so they aren’t blindsided come holiday time.

Handling PTO request any other time of year is typically a breeze, but navigating the request during the peak of the holiday season should be handled with care. Not only can it upset employees, but it could also disrupt your company culture and your brand.

Becoming a better vacation manager is far more important than the challenges of enduring a temporary gap in staffing. Not only are employees entitled to the time off, but research shows that taking it is critical for both their engagement and to avoid long-term burnout. You can read my blog on that here: CLICK ME!

How does your company handle holiday PTO requests? I’d love to hear about it!

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Calling in Sick – When is enough, enough?

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You get the flu, sprain an ankle, or have a sick child – these all fall under reasons you’d probably call out of work and take a sick day, right? But what happens when Susan calls out of work every other week because she has a hang nail, she has a flat tire – AGAIN, or she has a sniffle? According to CareerBuilder, about 38% of employees have called in sick when they felt perfectly fine. So, what can you do to curb employee sick day abuse? We’ve got a few suggestions.

  •  Create a combined PTO policy. Merging sick and vacation time under one Paid Time Off (PTO) umbrella may not seem like it will make a difference, but when constant sick time abusers realize that their excessive call outs may affect their actual vacation days – they may think twice about blowing through all their time by March.
  • Track the abuse. Is the employee calling out the same day of the week each time, or the same days of the month? If you notice a pattern, it could be traced to a sport schedule or perhaps their child’s school schedule.
  • Is it a medical or disability issue? An employee may have an issue at home that they don’t want to disclose, or an illness that requires a lot of doctor appointments or days when they aren’t capable of working. You’ll want to investigate whether it may be an American with Disabilities Act issue or an FMLA issue and you just aren’t aware.
  • Create a call out policy that requires speaking to someone. Employees are much less likely to call out if they must speak to their boss on the phone vs. leaving a voicemail, email, or text.
  • Talk to the employee! This ones seems obvious, but you’d be surprised how nonconfrontational some managers may be. Open the lines of communication and see if you can find out the root cause behind the behavior[/cs_text][cs_text]This next part may seem counterintuitive, BUT we think it’s pretty darn important at the Red Barn. Don’t discourage employees from taking mental health days if they really need them. Many employees struggle with work life balance and that stress can get overwhelming at times. If employees are starting to get burnt out – encourage them to take a day mental health day. Trust me – everyone will benefit from it, AND it will help prevent employee turnover. I’m not saying it’s OK to take one every week, but if they are working on a particularly tough project or account, taking one day a month won’t kill any.
    Curious what some of the most popular and ridiculous reasons people call out of work? Check out this list – there are a few good ones! CLICK HERE

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The one thing your business MUST have – but many go without…

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You guessed it…Ah, the humble employee handbook — How little it’s appreciated. I’m often surprised when I begin working with a company and I ask to see their employee handbook and I get the “Yea, it’s on our to-do list – we are a small company though so it doesn’t really matter…..does it?”

It does.

Forget the obvious – you don’t have PTO days or holidays structured and in writing, there’s no written policy in case of harassment issues, or what the lay of the land is if an employee should leave or break a rule (that may or may not be written in stone).

Many companies that have an employee handbook, updated by HR every three years, given out in the introduction pack for new starters, and seldom referred to again, it leads a small and solitary life — It doesn’t have to be this way.

Used well, the employee handbook can become a vital resource for the way your business does things. Imagine having a living, breathing document that:

• Lays out reasonable, agreed upon policies in an easy to understand way.
• Shares the best ways to work to keep everyone productive.
• Has hints and tips on best practice.
• Keeps everything clear and consistent across your business.

That sounds pretty great, right?

And….you don’t have one. It’s o.k. we aren’t here to judge (not really) – we’re here to help you get started!

So, how do you go about creating this wondrous thing? Glad you asked…

Involve everyone in creating and rewriting the employee handbook. The best way to get people to care about your employee handbook is to involve them in writing it. Ask your employees about what they want it to cover, get feedback on your policies, put together a focus group. Let your teams know it’s a way to get invested in how they work day to day — They can have a direct impact on doing things better.

Talk through and get feedback on your business policies and procedures. Your policies and procedures impact everyone in your business. Encourage your employees to discuss and suggest improvements. That will encourage them to read through and understand your procedures and policies and help them feel accountable for any changes.

Make your employee handbook easily accessible to everyone. Save the trees! If you print out your handbook, it will just end up in the back of a desk drawer, gathering dust. Put your handbook online, on your intranet or a private website. Make sure it’s properly hyperlinked, has access to other resources and is easily searchable. Include a direct link to it on the front page of your intranet. Make sure that all of the language in the handbook is easy to understand and avoid jargon.

Ensure it’s about more than just policies and procedures. The best way to get people to use the staff handbook is to make it useful. Rather than just being about how you do things, how about having links to online training, best practices, explainer videos, or discussion groups? Make the handbook itself interactive — Get people to share their experiences and successes.

Regularly reference your handbook in communications. When you send out emails and other communications to your teams, reference the staff handbook. Highlight it as the central resource for your employees to source their information. Make people rely on it, and it will become their go to.

Your employee handbook is one of the best ways to influence your employees and encourage them to work better. When you use plain language, involve them in writing it, discuss policies and procedures, and make it truly useful, it’s better for everyone.

Oh, and yes we still believe employees should sign something that says “Hey, I read the handbook”. It might come in handy one day.

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