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This seems like an odd question to even think about, doesn't it? Isn't it amazing, perhaps even sad, that expectations about taking vacation should be communicated to your employees? Whatever your feelings about this subject may be, it is something that should be reviewed with your team members so that everyone is clear about what you expect of them while they take time off from work.
Gone are the days for some when employees requested vacation, spent time with their families relaxing or doing whatever they chose to do for some R&R without the stresses of the job following them. They would return to their jobs completely refreshed and ready to charge ahead at the office. In an age where Blackberries, Treo phones and other devices merge personal communications with email, calendars, the internet, live television feeds and cameras, work and pleasure seem to have melded in some cases.
In today's environment, some employees feel compelled to call into the office, send text messages, check emails, etc... Sometimes this is the case because they feel a need to be valued by their management as being conscientious. Other times, it is because this is what you do, as their manager. They observe your behavior when you are "supposed" to be on vacation, and they are very conscious of how you might perceive them if they do not behave like you do when they take time off. A third reason may be that younger workers have grown up with these technological conveniences, and it is totally normal for them to "stay connected".
More and more attention is being directed in this area of vacation versus working away from the office because more and more companies are providing their employees with tools to conduct business virtually anywhere. That said, we continue to hear about families who are not truly enjoying their vacations because the working spouse(s) spends time checking in with the office, doing email, making calls, etc... So what are managers to do to clarify what is expected of their employees when they ask to take vacation? A very simple answer: Communicate verbally and in writing, if necessary, what you expect of them.
There are different things a manager should address when communicating expectations prior to an employee taking time off. Some are very basic, so much so, that they are taken for granted. I have included a checklist below as a guide for managers to use when setting expectations with their teams. However, depending upon the complexities of the projects being worked, the individual's workload and/or the length of time the person will be on vacation, each organization's circumstances are different so they need to be addressed appropriately.
- Will you be the person to contact in that employee's absence?
- Will it be necessary to assign a single peer back-up to handle that employee's workload while they are out of the office or will a couple of peers be needed as back-ups?
- Will that individual's phone and email need to be forwarded? If so, make sure that the back-up contact(s) is not taking vacation at the same time. (This may seem totally illogical, however, there are times when people are trying to reach someone only to find out that the back-up contact listed is also on vacation. Poor planning perhaps?)
- Do you expect that employee to touch base by calling the office while they are away? If yes, how often?
- Do you expect that employee to check emails while he/she is on vacation? If yes, how often? Also, if yes, do you expect them to respond or just be aware of what is going on?
- Do you want your employees to provide a telephone number where they can be reached for emergencies should something unusual arise?
- Do you want your employees to NOT HAVE ANY CONTACT WHATSOEVER REGARDING WORK UNTIL THEY RETURN FROM VACATION? (You will probably be a manager for whom many people will want to work!)
With reorganizations occurring in companies of all sizes, employees sometimes feel that they must demonstrate their work commitment by staying in touch with the office when they are really supposed to be "off". The technological resources with which they are equipped to be more efficient and productive in the workplace have ironically and seemingly tethered them to the job. This can be a detriment to both the employee and the company, not to mention that employee's family, because they never really relax when they are on vacation. When they return to work, they have not rested mentally and are not recharged to tackle their workload.
When you communicate expectations and set boundaries, it makes for a much more positive experience for all concerned. With the Memorial Day Holiday having just passed, summer has started and employees are beginning to "take" vacation. That said, it's not too late to let them know what you expect so that they can truly "enjoy" their time off!
Until next time,
Laura |
