In the world of construction and field services, teams are rarely confined to a single location. Whether your team is working on-site, in the office, or a mix of both, managing leave effectively can be a challenge. Add to that the legalities surrounding paid time off (PTO) and it can feel like a daunting task.
By understanding the key aspects of leave management and adhering to legal requirements, employers can ensure that they maintain a fair and efficient system for all employees. In our second instalment of Tricks of the Trade, we've created a guide of best practice on managing leave for spread-out teams. Let's go!
Before diving into various leave management strategies, it’s important to recognise the different types of leave employees might request. These can vary by company policies, and employee roles. Common types of leave include:
For businesses with spread out or remote teams, it's important to have a clear policy outlining which types of leave are available to each employee, whether they are on site or not, and how much leave they can take.
In the UK, the law sets out clear regulations regarding paid annual leave for workers. Under the Working Time Regulations 1998, full time employees are entitled to a minimum of 28 days of paid holiday per year. This can include public holidays, or can be offered separate to public holidays.
The key legalities you need to consider when managing leave for employees in the UK:
Managing leave for spread out teams requires organisation, clear communication, and flexibility. Here are some things to consider for smooth leave management:
1. Implement a Leave Management System
For a spread out team, relying on spreadsheets or manual tracking can quickly become a nightmare. Who is off when? Why are so many people off at once? How many days leave do I have left? Instead, utilise a leave management system that centralises requests, approvals, and tracking. This system should be accessible to all employees regardless of their location or role, making it easier for managers to monitor leave balances and ensure compliance with company policies and legal requirements. There are lots of questions to ask when looking for a suitable leave management system. Some things to consider when implementing a leave management system-
User friendly apps, such as TimeKeeper offer customisable leave rules which can be configured to suit your construction or field services business.
2. Communicate Expectations Clearly
Employees need to understand the process for requesting time off and any deadlines for submitting leave requests. This includes ensuring that all employees, whether on site or not, know:
3. Keep Flexibility in Mind
Flexibility is essential for managing leave in a remote or on site environment. Some employees may need to take time off unexpectedly, or they may work unconventional hours. It’s important to create a leave policy that allows for a reasonable amount of flexibility, for all employee roles, while still ensuring that the operational needs of the business are met.
4. Regularly Review and Update Leave Balances
Ensure that leave balances are regularly updated in your system (if not automatic) and employees are informed about their remaining balance or able to check this themselves. Keeping on top of this, allows employees to plan their time off accordingly and prevents confusion later down the line. Transparent organisation is key when managing leave across different teams and locations.
5. Supporting Mental Health and Wellbeing
With widespread teams becoming more common, managing employee mental health and well being is an essential part of leave management.
Encourage employees to take their full leave entitlement within a leave year, rather then carrying excessive leave over. This will go a long way in avoiding burnout and fostering a healthier work-life balance, resulting in better quality work.
During the leave year of 2023-2024, a whopping two thirds of UK workers did not take their full leave entitlement. Create a culture where employees feel comfortable requesting time off without any anxieties or concerns, the fear of being judged, or having their work be impacted or left to stack up. Employees can use their leave however they would like to for rest and relaxation, whether they need a day for physical rest or mental health recovery, planning a holiday away or a simple afternoon off. Employees should be able to take their leave, and return to work feeling refreshed and ready to go.
Managing leave for a team of widespread employees on site or remote is a balancing act. By implementing clear policies, using centralised systems, and keeping employees informed about their rights and responsibilities, you can efficiently manage leave while ensuring compliance with the law.
In the UK, it’s particularly important to understand and adhere to the statutory requirements regarding paid time off to ensure that all employees, whether remote or on site, are treated fairly.
If you maintain flexibility, transparency, and effective communication, you’ll create a work environment that supports employee wellbeing and business success, no matter where your team members are located.
That's a wrap on our second instalment of Tricks of the Trade! If you missed the first one, where we covered time tracking for construction companies, you can check that out here. Keep your eyes peeled for part three!