Absenteeism is a big problem for businesses.As a manager, your job is to implement a clear policy regarding time off, and to use your knowledge and judgement to make a decision about how to deal with excessive absences.You need to respond quickly, directly, and consistently to attendance problems.If you are dealing with an employee who has a lot of absences, you need to be sensitive and determine if there is a reason for the missed time.
Step 1: If there is a legitimate reason for being absent, then consider it.
There are compelling reasons for employees to be absent.If an employee can explain his or her absence ahead of time, an effective manager will accommodate and understand.Depending on your company policy and the employee's situation, permissible absences might include: Sick leave Maternity leave Bereavement Routine medical appointments Accommodations for disabilities Military leave Court appearances Jury duty Voting approved time off Religious holidays
Step 2: Unexcused absences can be understood.
You will want to deal with the situation if you can't determine if there is a legitimate reason for an employee's absence.Depending on your company's policies and expectations for employees, the definition of excessive will be different.Frequent brief periods of absences for "emergencies" or "illnesses" that do not seem to be documented are common examples of the misuse of employee leave.There are a lot of requests for absences just before or after holidays.Repeated absences on the same day of the week.There are periods of peak workload when there are requests for absences.Absences just before or after an unsatisfactory performance notice.Requests for sick leave or emergency leave were denied.The amount of time the employee has been absent exceeds the amount they have worked.
Step 3: Ignore the problem.
If an employee has a problem with excessive absences, it is necessary to deal with it.You can't ignore the problem as a manager.Creating an effective workplace requires sound policies.If other employees see an employee get away with excessive absences, they may increase their own.If an employee is absent excessively and cannot do his or her work, that relationship is violated.
Step 4: Determine your management style.
It is more difficult to address an employee's excessive absences than it is to recognize that they are to blame.Management style can be a factor in workplace problems.Employees may feel resentful if you don't manage effectively.Do your employees feel appreciated?Do you treat all employees fairly?Is it possible that you consistently enforce policies regarding absences and other issues?Do you make it easy for employees to communicate with you?
Step 5: Put together a meeting.
Set up a meeting between yourself, the employee, and any other relevant individuals to discuss the situation, if applicable.Proactive is what you should be doing.If you notice the problem, schedule a meeting as soon as possible.Let the employee know the purpose of the meeting.To let both sides communicate, determine the facts, and decide on a course of action is not the point.Don't assume there is a reason for the employee's absence.Set up a meeting so that everyone can understand the situation and be clear with each other.
Step 6: Give the employee time to explain.
Let the employee explain if there were legitimate reasons for missing work.Let the employee discuss any plans he or she has for improving in the future if the absences were due to misuse of leave time or a violation of workplace policies.You can use the employee's explanation to figure out what to do.If you need to ask an employee to explain their absence, you can ask for a doctor's note.Explain any policies or expectations your workplace has regarding absences after hearing from the employee.
Step 7: Get it in writing when you make a decision.
If the employee is in violation of the policy, then you will have to act in accordance with that policy.The decision will be based on the facts or explanation presented by the employee, your management style, and your own sense of judgement.Whatever your decision, make a written statement of it, deliver it to the employee and human resources office, and keep a copy for your records.You can issue a formal warning to the employee, explaining that future absences will result in more severe consequences.The employee may be required to have special permission for future absences.The opportunity to choose shifts may be removed from the employee's privileges.
Step 8: If necessary, expel the employee.
Even for excessive absences, it is a severe consequence to be terminated.If you are considering firing an employee due to excessive absences, make sure it is necessary, for example, the employee has no legitimate explanation for the absences and continues the behavior even after you meet to discuss the problem.You have to make sure that firing someone is permissible according to relevant employment contracts, workplace policies, and laws.Before you fire an employee, send him or her a written notice and explanation.If you only expect the employee to miss excessive amounts of work, you can't fire them for it.
Step 9: There needs to be a clear policy on Absenteeism.
If your workplace has a written policy regarding leave and work time, there will be fewer instances of absences.Work with your human resources department or other managers to develop a one if your workplace doesn't have one.The policy should outline how to properly request leave, what level of absenteeism is considered a problem, and how excessive absences will be dealt with.The policy should be implemented and enforced consistently once it is developed.Make sure your policy accounts for the laws regarding acceptable absences for reasons such as maternity leave and medical leave.If you want to treat excessive tardiness as an issue of absenteeism, you should also consider that.It is important that the policy is clear, but it is also important to reserve some flexibility.Managers will be able to use their discretion.
Step 10: Track attendance of employees.
Tracking attendance can help you know where employees stand in terms of work time and absences.If your employees are compensated hourly, their time and attendance is already tracked, and you can help them by making sure that this information is available to them at all times.Other types of employees can use an electronic entry system, a paper form, or some other means to record their days worked and leave time.Some employers use a point system.Employees can earn points for regular and/or consecutive attendance, which can be redeemed for leave or absences.Make sure that the system doesn't put employees on approved leave at a disadvantage.Good employee attendance can be rewarded with incentive plans.Employees with good attendance records can display a work mascot at their desk, and perks such as gift cards to a restaurant can be earned by working a certain number of days in a row.
Step 11: The institute has performance reviews.
Performance reviews can improve the workplace environment.If you have regular meetings with your employees, you may be able to discuss any absences before they get out of hand.