Annual planning is one of the most common situations that HR managers need to address. Every year employees need to schedule their vacation days so that within the business, department, or team - depending on the size of the company, there is continuity. The activity usually is done in one XLS sheet that is sent from one member to another. However, it takes a lot of time, and many times the days added to the planner, are in reality, others, and there is also a duplication of activities because:
- on one side, the employees first plan and get approval for what they planned or are asked for being flexible and reschedule, and
- on the other side, once the planning is finalized, they have to request PTO to select vacation days officially.
It wouldn't be more effective to book from the beginning the days that you need, and do it in such a way that your request doesn't overlap with the other colleagues from the team, and have at any time, the latest version of your shared PTO calendar available online? And even more, if, as an HR manager, you want to monitor if all your employees submitted their requests, then you can check this directly from the annual PTO/Vacation report.
Another question that we often get is how do you monitor that your people have booked all the days until the end of the year? Well, again, the annual leave report is here to help. If you look in the above graphic, you see how many days of vacation the employees still have available, and that Neil has used 5 days out of 15, and he still has available 10 days till the end of the year.
Another tool to help employees to plan their annual vacations, is the vacation calendar in which each coworker will see who is off and when, and they will be able to make informed decisions regarding their requests, in order to keep continuity within their team. More on this at point 10.
Team vacation calendar