Difference between revisions of "Deal with Excessive Absenteeism"

#Consider if there is a legitimate reason for the absenteeism.<ref name="rf1">http://www.hrvoice.org/keeping-workers-at-work-managing-absenteeism-in-the-workplace/</ref> Sometimes, employees have compelling reasons for being absent. An effective manager will accommodate and understand if an employee has a good reason for not attending work, especially if he or she can explain the absence ahead of time. Depending on your company’s policy and the employee’s situations, permissible absences might have reasons including:<ref name="rf2">http://www.personnel.wv.gov/SiteCollectionDocuments/Toolboxes/Attendance%20Mgt.pdf</ref>

#Understand what unexcused absences can mean.<ref name="rf1" /> If you cannot determine that there is a legitimate reason for an employee’s absences, or if they are excessive, you will want to take steps to deal with the situation. The exact definition of “excessive” will depend on your company’s policies and expectations for employees. Common examples of the misuse of employee leave include:<ref name="rf2" />

#Don’t ignore the problem.<ref name="rf1" /> While it may not be pleasant, if an employee has a problem with excessive absenteeism, it is necessary to deal with it. As a manager or employer, you cannot ignore the problem.

#Set up a meeting.<ref name="rf1" /> To directly address an employee’s absenteeism, set up a meeting between yourself, the employee, and any other relevant individuals (such as another supervisor or human resources representative, if applicable) to discuss the situation.

#Make a decision and get it in writing.<ref name="rf3">http://conference.ohioschoolboards.org/2014/wp-content/uploads/sites/3/2014/11/2PM1110C213Britton.pdf</ref> If your workplace has an explicit policy regarding absenteeism, and the employee is in violation of that policy, then you will have to act in accordance with that policy. Otherwise, your decision will be based on the facts or explanation presented by the employee, your management style, and your own sense of judgment. Whatever your decision, make a written statement of it; deliver it to the employee and human resources office (if applicable), and keep a copy for your records. Some options include:

#Terminate the employee, if necessary. Termination is a severe consequence, even for excessive absenteeism. If you are thinking of terminating an employee due to excessive absenteeism, make sure it is necessary—for example, the employee has no legitimate explanation for the absences, and/or continues the behavior even after you meet to discuss the problem. In addition, you must make sure that termination is permissible according to any relevant employment contracts, workplace policies, and laws.<ref name="rf1" /><ref name="rf4">http://www.mcafeetaft.com/?t=40&an=23736&format=xml&p=5790</ref>

#*If you plan to terminate an employee, consider sending him or her a written notice and explanation beforehand.<ref name="rf3" />

#*Usually, you cannot terminate an employee on grounds of absenteeism if you only expect that the employee will miss excessive amounts of work; instead, there must be an actual record of absenteeism.<ref name="rf5">http://www.lexology.com/library/detail.aspx?g=842a4ef4-132d-4550-a3be-286a7c287891</ref>

#Develop a clear absenteeism policy.<ref name="rf1" /> Many instances of absenteeism can be prevented if your workplace institutes a clear, written policy regarding leave and work time. If your workplace does not have one, work with your human resources department or other managers to develop one. This policy should outline things such as how to properly request leave, what level of absenteeism is considered a problem, and how excessive absenteeism will be dealt with.

#*Once the policy is developed, be sure to implement it and enforce it consistently.<ref name="rf6">http://www.hg.org/article.asp?id=6198</ref>  

#*Make sure that your policy accounts for any applicable laws regarding acceptable absences for reasons such as maternity leave, medical leave, bereavement, etc.<ref name="rf2" />

#*You should also consider whether you want to treat excessive tardiness as an issue of absenteeism.<ref name="rf2" />

#*While it is important that an absenteeism policy is clear, it is also often prudent to reserve some flexibility.<ref name="rf6" /> This will allow managers to use their discretion when necessary.

#Track employee attendance.<ref name="rf6" /> You can help employees follow workplace policies, and know where they stand in terms of work time and absences, by tracking their attendance. If your employees are compensated hourly, their time and attendance is already tracked; you can help them, however, by making sure that this information is available to them at all times. Other types of employees can chart their attendance by formally recording days worked and leave time, by using an electronic entry system, a paper form, or some other means.

#*You might also institute incentive plans to reward good employee attendance.<ref name="rf6" /> These can range from fun and silly (employees with good attendance records can display a work mascot at their desk, for instance) to competitive (for instance, perks such as gift cards to a restaurant can be earned by working a certain number of days consecutively).