Contents
- Is contacting employees while on annual leave okay?
- Contacting employees while on leave: What you should do
- Contacting employees while on leave: What you shouldn’t do
- Why is it important not to contact employees while on annual leave?
- Is contacting employees while on sick leave okay?
- Manage employee leave effectively with PeopleHR
Is contacting employees while on annual leave okay?
Annual leave is meant to be a break from work. Wherever possible, you should avoid reaching out to employees during their planned time off to make sure they get the rest they’re entitled to. While there may be situations where contacting employees while on annual leave is necessary, such as in the event of an urgent issue that only they can resolve, these cases are rare. As an employer, you need to respect their right to disconnect and maintain a healthy work-life balance, so try to find alternative solutions.
Contacting employees while on leave: What you should do
If you must get in touch with an employee on leave, it’s important to do so in a way that is respectful and professional. Setting clear expectations and limiting contact to emergencies only can help to ensure that you handle the situation appropriately.
Set clear expectations before leave begins
Having clear HR policies in place regarding employee leave can help to set expectations before time off begins. Employees should know whether they might be contacted during their annual leave, and under what circumstances. These policies should also outline steps for a proper handover so that any essential tasks are delegated before they leave.
Only contact employees in genuine emergencies
Unless the situation is truly urgent, avoid contacting employees during their leave. If their input is absolutely necessary, be mindful of the urgency and make sure you’ve exhausted all other options before reaching out to an employee on leave. Adequate planning and resourcing can help to prevent disruption and ensure continuity, so consider reviewing your workflows and staffing plans to minimise the need for contacting employees while they’re on leave.
Use the right communication channels
If reaching out is unavoidable, consider the most appropriate method of communication. A quick message through an informal channel such as instant messaging might be less disruptive than a phone call, but may be less suitable if the matter is particularly time sensitive. It’s important to set and respect boundaries about preferred contact methods in the event of an urgent request.
Respect their work-life balance
Annual leave is a fundamental part of maintaining a healthy work-life balance. If employees feel that they’re expected to be available during leave, it can create stress and resentment. Businesses should always adhere to working time regulations to make sure employees receive uninterrupted time away from work to recharge and focus on their personal lives and commitments.
Ensure a smooth handover before they go
One of the best ways to avoid needing to contact employees on leave is to plan ahead. Encourage employees to hand over key responsibilities and provide relevant instructions before they take time off. A well-prepared workforce is less likely to encounter issues that require urgent attention.
Contacting employees while on leave: What you shouldn’t do
While emergencies can sometimes warrant contact, there are several things that businesses should avoid doing when employees are on leave to avoid negatively impacting morale and productivity.
Avoid work-related messages
Sending work-related messages during leave can make employees feel pressured to respond. Whether it’s a casual check-in or a status update, it’s best to wait until they return. Clear policies around sending emails after hours can help to promote a healthier work culture.
Don’t expect immediate responses
Even if you do need to contact an employee, remember that they’re under no obligation to respond. Allow them time to reply at their convenience rather than expecting an instant answer, and avoid contacting them multiple times to prevent harassment.
Refrain from last-minute requests
Last-minute requests can disrupt an employee’s time off and create unnecessary stress. Proper planning ensures that employees can enjoy their leave without unexpected work obligations. If it becomes apparent that a task was overlooked once an employee is on leave, it might be best to find an alternative solution.
Never pressure them to check emails
A workplace that normalises checking emails during leave can contribute to an unhealthy long hours culture. Employees should never feel the need to monitor their inbox during leave, unless it’s explicitly stated as part of their job role. Even if an employee offers to make themselves available while they’re away, avoid getting in touch wherever possible.
Don’t make them feel guilty for being unavailable
Employees have a right to disconnect from work when they’re on leave. Making them feel guilty for not responding can discourage them from taking time off in the future, leading to burnout, resentment and decreased productivity.
Why is it important not to contact employees while on annual leave?
Avoiding unnecessary contact with employees on leave isn’t just about courtesy; it has tangible benefits for both employees and businesses. Let’s explore why you should avoid contacting employees while on annual leave.
They have a right to time off
Employees are legally entitled to annual leave, and employers have a responsibility to ensure that they can take it without interruption. Managing annual leave effectively through proper planning and annual leave policies can help to avoid disruptions in the first place.
You might cause unnecessary stress
Contacting employees while on leave can prevent them from properly switching off. The link between annual leave and wellbeing is well documented, with time off playing a crucial role in reducing stress and preventing burnout. Interrupting an employee’s leave can increase stress levels, leading to exhaustion, decreased productivity, and even higher rates of absenteeism.
It encourages presenteeism
If employees expect to be contacted while on leave, they may hesitate to take time off. This can lead to presenteeism, where employees work while exhausted, reducing productivity and overall morale. Our Annual Leave Report highlights the consequences of employees not taking proper breaks, and why it’s important to encourage regular take time off.
It shows a lack of preparation
Needing to contact employees during leave often signals poor workforce planning. If key information isn’t delegated beforehand, it impacts overall efficiency and could lead to serious consequences. Investing in proper workforce planning helps to ensure smoother operations and encourage confidence in the organisation.
Is contacting employees while on sick leave okay?
Unlike annual leave, contacting employees while on sick leave is sometimes encouraged, particularly for long-term absences. This helps to maintain a supportive relationship and open communication between the employer and the employee. However, there are clear dos and don’ts that you should follow. Keeping in touch should be done sensitively, ensuring that employees feel supported rather than pressured. We’ve covered this topic in more detail in our article about contacting employees while on sick leave.
Manage employee leave effectively with PeopleHR
Ensuring that employees can take uninterrupted leave is essential for a productive and healthy workplace. Contacting employees while on leave should be avoided as much as possible, with clear expectations set in advance. Employees need time away from work to recharge, and respecting their right to time off benefits both individuals and the business.
The right tools can help you to manage leave effectively, reducing the need to contact employees who are on leave. Our HR software streamlines leave management, workload planning and communication, ensuring that teams are well prepared for absences. Book a demo today or contact us to find out how we can help improve your leave policies.
