Making employee paid time off (PTO) a priority is an important part of maintaining a healthy, productive workplace. In fact, a 2022 SkyNova study found that after Canadian companies prioritized PTO by making it mandatory, productivity increased by 44.2%, employee happiness rose by 42.8%, retention improved by 38.7% and burnout rates dropped by 37.4%.
But for many people, taking time away from work is difficult. As a manager, you can help by understanding the barriers employees face and supporting your team before, during and after their time off. In turn, you’ll build trust and show you genuinely care, qualities that define strong leadership. When vacation seems more realistic and manageable, employees are more likely to take a break and come back feeling recharged.
Why employees aren’t taking vacation
We all know that time off is important for wellbeing, yet many Canadians aren’t using it. In fact, according to Expedia’s Vacation Deprivation Report, less than half of Canadians used all their vacation days in 2023.
Here are some of the common reasons why:
- Worried about falling behind: It’s hard to step away knowing work will pile up while they’re away.
- Not enough coverage: In small or stretched teams, there may not be a clear backup.
- Workplace culture: In some workplaces, never taking a day off is worn like a badge of honour.
- Feeling guilty: Employees don’t want to leave extra work for others.
- Fear of job insecurity: When job security seems uncertain at work, taking time off can feel risky, even if it’s earned.
- Confusing policies: If the process for requesting time off isn’t clear or encouraged, people may avoid it altogether.
- Client or customer demands: Roles that require constant availability can make taking PTO feel unrealistic.
- Leadership doesn’t walk the walk: When leaders check emails while their away or don’t take time off, it can set the tone for how employees view or use their PTO.
- Personal views: Some people find it hard to unplug, especially if they tie their value to productivity.
While you can’t fix everything, there are ways to reduce many of these barriers. It starts with how you support your team before, during and after they take PTO.
How to support employees before they take PTO
The best way to make vacation feel doable is by planning ahead and setting clear expectations. Here are some ways you can support your team before they take vacation time:
- Start the conversation early: Talk to your team at the start of the year about their vacation plans and the importance of scheduling it off in advance.
- Encourage early planning: Help employees coordinate time away with their teams and make sure everyone has backup support.
- Normalize vacation: Make it clear that taking time off is an expectation, not a sign of weakness.
- Be a positive example: Share when you’ll be taking vacation and follow the established process for taking time off.
- Educate your team about their benefits: Explain how the group benefits plan can enhance your employee’s vacation by highlighting features like travel insurance or massage benefits. This shows you’re invested in their wellbeing and want them to enjoy a restful, stress-free break.
- Set clear expectations: Work together to identify any priorities to complete before an employee takes time off and assign coverage as needed.
- Encourage unplugging: Make it clear that time off means stepping away from work fully and there is no expectation to check emails or respond to messages.
- Create a handover plan: Before an employee leaves, ask them to prepare a handover plan that outlines deliverables, deadlines and who’s covering what. Ensure they communicate this to the rest of the team and provide an opportunity for the team to ask questions.
How to support employees during their PTO
An employee’s vacation should be free from interruptions. Follow these tips to protect your employee’s time away:
- Remind the team of the coverage plan: Let the team know who to contact while someone is away. Tell team members to refer to the handover document or come to you if they have questions.
- Respect boundaries: Don’t reach out unless it’s truly urgent. Try finding a solution first and only reach out as a last resort.
- Discourage check-ins: If the absent employee is reaching out or responding to emails, reassure them that everything is taken care of, and they shouldn’t be checking emails.
- Support full disconnection: Consider muting notifications or temporarily removing the absent employee from group chats.
- Ensure the handover is followed: Make sure tasks are being completed by the rest of the team and that those filling in add their updates to the handover document.
These practices protect the absent employee’s wellbeing and demonstrate your commitment to making work-life balance achievable for the whole team.
How to support employees after PTO
Returning to the office can feel overwhelming if it’s met with the expectation to immediately catch up.
You can make this easier by:
- Scheduling buffer time: Encourage employees to block off time in their calendar on their first day back to settle in and catch up.
- Sharing updates: Provide a summary of essential information they may have missed to help them reprioritize. Share their handover with updates from the team who covered for them.
- Checking in: Take a moment to reconnect and see how the employee is feeling. This shows you care and reinforces their value to the team.
Build a culture that supports wellbeing
How your team experiences time off, before, during and after, is a reflection of the workplace culture. When employees know their time away will be respected and their return managed with care, they’re more likely to take the breaks they need.
Over time, these everyday actions add up. They show that wellbeing isn’t just encouraged, it’s embedded in your team’s values. And when employees feel supported in achieving work-life balance, the whole organization benefits from stronger employee engagement, increased productivity, higher job satisfaction and a healthier, more motivated team.
Looking for more insights on employee wellbeing?
Read our latest report, “Creating a high performing workforce: The importance of a wellbeing strategy,” to find out how 250 diverse organizations across Canada (including a large sample of Alberta-based companies) are prioritizing employee wellbeing.
