10 tips for managing employee absenteeism effectively

What is employee absenteeism?

Employee absenteeism is the frequent absence from work without a valid reason such that it negatively affects the employee’s productivity, their team’s productivity, and eventually, the company’s bottom line. It is not the same as the occasional leave of absence that the employee takes for personal reasons, for emergencies, when they are sick, or to refresh themselves. 

Employee absenteeism is typically a behavioral pattern due to mental health issues, injuries, disengagement, or simply because they are looking for a new job. By addressing employee absenteeism at the right time with the right solution, you help your employees, improve their morale, and increase the company’s productivity. 

10 tips for managing employee absence

 

1. Have an absence management policy in place

Let your team know about the do’s and don’ts around employee absence. Elaborate on how managers should handle planned and unplanned absences, the consequences of taking unplanned leaves, the number of holidays, the different types of leaves, the accrual rates, the notice period for leaves, leave approval, and so on. 

Also, mention how unpaid leaves will be managed and how managers should confront employees about absenteeism. In short, treat it as a handbook that employees and managers can use for anything related to leave management and employee absenteeism. 

 

2. Provide flexible working options

 

One of the major reasons employees take so many leaves is that companies do not allow flexible working options, and employees are forced to take leaves of absence. For instance, if you offer flexible working hours for the next morning's PTA meeting, your employees do not have to take a leave. They can simply join work after the PTA meeting or choose to work from home (WFH) after the meeting. 

If you provide flexible working hours, create a flexible working policy that elucidates how it works, who can avail it, how overtime will work, and so on. Similarly, while providing a WFH option, create a WFH policy to tell your employees the rules around working from home. 

3. Ensure that your team echoes your company culture

Having to deal with a harassing manager is a pain no employee should endure. Ensure that your culture encourages speaking up. Have an open-door policy that addresses all your employees' concerns with due importance. 

Managers should schedule regular check-ins with their employees, engage them, and course their career map for them. Tell them their job's importance and how it contributes to the company’s bottom line. 

At the same time, use this time to discuss their problems. Provide a safe space for them and offer solutions. 

 

4. Ensure that you provide enough holidays and time off

 

This is important, particularly when you have a diverse workforce. They would need time off from work to celebrate their cultural holidays. While it is not entirely practical to accommodate the needs of all the employees, it is a good idea to provide optional holidays that employees can avail it themselves whenever they see fit. 

Similarly, while providing paid time off to your employees is not mandatory, it has multiple benefits. It shows that you care for your employees’ needs and foster a culture based on trust and respect. 

 

5. Have an Employee Assistance Program in place

 

It is not enough to merely say that you care about your employees. Walk the talk by implementing an Employee Assistance Program (EAP). Offer professional help whenever your employees need it, and assure discretion. 

Your employees have a life beyond work, and if they have problems in any facet of their life, it can affect their productivity. Be proactive, offer them space, and help them recuperate and improve. 

 

6. Analyze and course correct your plans

 

Once you implement your plans to curb absenteeism, it is necessary to know if it is working right or not by checking in regularly with your employees and your HR team. Look for the absenteeism trends before and after making the changes. Run surveys among your employees to hear what they say, and ask for feedback to improve it.

7. Have return-to-work meetings

It is important to confront your employees and understand the cause of frequent absenteeism. Talk to them, show them that you care. Train your managers to address unsanctioned leaves appropriately, so your employees do not feel cornered. Approach to help and solve the problem, rather than reprimanding them. 

 

8. Offer Duvet days

 

There would be days when your employees simply need a day off to relax and recuperate mentally. Such days are usually unplanned; therefore, they do not involve prior notice. To accommodate such days, you can offer duvet days. 

Employees are not pressured to inform prior or worry about the paid time off available. Moreover, they do not have to lie about their needs since duvet days are at the employees’ disposal. They can use it however they like it. 

 

9. Reward good behavior

 

While handling frequent defaulters, it is important to reward those employees who are prompt and take care of the extra workload due to frequent absenteeism. Offer them additional paid time off as rewards, monetary incentives/awards that make them feel seen and important, and encourage them to perform their best at work. 

 

10. Automate absence management

 

Your employees might find the current absence management process a little cumbersome and hence postpone absence planning for later. With absence management software, your employees can plan and submit their leaves. Time off approval will inform the manager and help them plan their goals better. All policy violated leaves will be flagged, helping employees and managers make the right decision. Timely reminders will ensure managers approve/reject the leaves without affecting the employee’s plan.