How to Manage PTO Without Offending Employees

Manage PTO Without Offending Employees


Managing PTO

Employees work hard, so at the end of the day they deserve the benefits that they have earned. At the same time, employers have the job of ensuring that they remain profitable and viable for the long term.

It is a delicate balancing act that requires a great deal of foresight and patience. This turns employers into the unenviable position of having to manage benefits to ensure that they are not being abused. In terms of some benefits, such as paid time off, this becomes even more difficult as staffing issues must be taken into account. With a bit of planning, however, PTO can be effectively managed without offending employees.


Why PTO Is Important

Why PTO Is Important

Simply put, paid time off is earned by employees. They deserve in recognition of a job well done. In addition, time away from work helps people to re-energize and refresh themselves. It is often reported that productivity actually increases upon the return of an employee from time away from the office that is a hidden benefit to employers as well.

In the corporate world today, PTO is taken to refer to the collective time off that an employer grants to its employees in the form of personal days, holidays, and sick leave, among others.

In many cases, it is advisable to provide a certain amount of leeway to employees and enable them to manage their own PTO. This gives them the feeling they are being treated like adults. Some employers will allow employees to bank their time within reason, and even compensate down the road for days that they did not take off.

Others will cap the number of days that can saved up, meaning the employee will lose them at the end of the year if not taken. At the end of the, there is a certain amount of managing PTO that must be taken on by the employer, and this is where it can get a bit dicey.


Effective Communication

Effective Communication Can Minimize Alienation

Policies related to PTO should be clearly communicated to all employees at regular intervals. It is important to be clear about the guidelines during training given to all new employees, and it is helpful to provide reminders to all staff at various points in time as well. This can help alleviate any potential conflict that might arise down the road.

When employees do have questions or concerns about their PTO time, supervisors need to be willing to hear them out. Avoiding the conflict does little to resolve the angst, and will almost lead to alienation in the long run.

This does not mean that managers need to give into any request that comes their way, but they do need to have an open mind and be willing to explain why a particular request was denied. That will go a long way towards smoothing over any edges.

Dealing With the Concept of PTO Rollover

Many human resources professionals argue against permitting PTO time to roll over. Part of the rationale here is that employees need a certain amount of time off in order to retain their mental health. It also serves to increase productivity and efficiency in the long run.

Beyond those reasons, rollover policies require more management, which is exactly what employers are trying to move away from. The simpler the PTO policies and procedures are at any given company, the more likely conflict is to be avoided.

If rollover time off is not limited, an account disaster is likely on the horizon. This will often amount to employees asking for multiple weeks of consecutive time off, and this is simply not good from the perspective of productivity.

Additionally, it would require other staff members to step into positions that they are less than comfortable with, which could end up alienating them. Encouraging employees to take smaller chunks of time off throughout the year is what PTO was designed for, and this will go a long way towards reducing frustration among all parties involved.


Consistency is Key

Consistency Helps Manage PTO Effectively

When it is all said and done, all employees should be treated equally. Even a policy that isn’t popular can be respected as long as it is enforced throughout the organization. To effectively manage PTO, employers must ensure that everyone in the organization, from the top down, follows the policies and procedures that are implemented. If this level of consistency is maintained in regard to PTO, then alienation will almost certainly be reduced.

Paid time off is a benefit of employment. Employees should not abuse it, but employers should be respectful of the hard work that their staff has given them throughout the year. It is this type of give and take that can lead to the effective management of PTO policy and minimize alienation.



Credit for this small business article goes to Neches FCU, Port Neches, TX.
Neches FCU is a Texas credit union and has an awesome team of professionals ready to service its members. When their doors open at any of the several service outlets, the mission of “Ultimate Member Satisfaction” becomes the driving force for every employee. They are respected for a personal, dynamic and fast-paced work environment, providing a memorable service experience, and where clients are known by their name.
Neches FCU has approx. $438 Million in assets with over 45,000 members. Neches Federal Credit Union is considered by members and the business community as one of the best credit unions in texas and an actively involved partner, helping our Family, Friends and Community!