The HR Professionals Guide to Employee Absenteeism
Running a business in today’s time is like arranging the pieces of a big puzzle. A puzzle where the scattered pieces resemble your workforce and their aspirations. And if any of the pieces go missing the entire picture remains incomplete. Well, having said so the issue of employee absenteeism in the workplace is no different here.
As an HR personnel or a manager, it’s a common scene to find one or two empty seats in your workplace. In most cases, you might approve your employees’ leave applications and allow them some time for themselves. Or sometimes, the employees may go on leave without any prior notice which is acceptable under certain circumstances that may vary from one organisation to another.
However, things do become unusual when such unexcused absences rise. And it indeed becomes more alarming when the same set of employees’ start making excessive absences without any proper reason.
But before beginning with the reasons and the remedies. Let’s first understand what it is actually with these questions and answers listed below.
What is Employee Absenteeism?
Employee absenteeism is defined as the frequent absence of an employee from his or her work. This type of absence is often categorised as a habitual absence which excludes authorised leaves or paid time off.
It is not easy to show up for work every day. The companies recognize this fact, and in case of emergencies and health issues, they have leave policies for employees. But when those off days are frequent, it becomes a problem and is absenteeism.
Employee absenteeism is a serious concern. Especially, those skipping work days and arriving late at work often add up to a high absenteeism rate. Such conduct leads to a loss of productivity and low morale of employees. Yet companies fail to address this killer at the bottom of the track.
Whom Does it Affect - The Employers or The Employees?
Well, unscheduled absences from work affect both the employers and the employees.
Employers are often left understaffed in the workplace when employees start making excessive unexcused absences. It heightens employers' liabilities in the form of additional labour costs which they need to endure for covering up the lost productivity due to the absent employees missed work hours.
Not only this but it also increases the workload on the remaining workforce which later turns up as workplace dissatisfaction and other such related issues.
For employees, apart from seeing a few bucks less on their paycheck, they tend to lose their value as a diligent member of the organisation. And if these employees continue with their unscheduled absences they’ll most likely end up losing their jobs.
How Much does Employee Absenteeism Cost Employers Globally?
According to a publication by circadian, the cost of unscheduled absences amounts to up to $3600/yr for each hourly employee and appx. $2500/yr for regular salaried employees.
I guess now you might have already gauged the seriousness of this issue. But how do you know if you’re facing the same in your workplace?
Well, there can be a number of common reasons where an employees’ absence is totally justified. These reasons include sick days, social engagements, authorised vacations or job-related engagements outside the workplace.
However, it does become suspicious when an employee calls in for sick leaves multiple times within short durations. And more if they go absent from work unannounced to the management. Though it also isn’t right to assume that he or she just wants to skip their duties. This is where the need for a robust employee absence management system arises.
Your employees might not be at fault but in the bottom line it’s your responsibility as a manager to check with them if everything is alright.
The Impact Of Transformational Leadership In Employee Absenteeism
Every organization has its own way of doing things with definite protocols for managing various functions and handling crises which includes the issue of employee absenteeism too.
British researchers found that transformational leaders and managers, who put time and effort into knowing the employees personally, are well equipped in handling employee absenteeism.
Transformational managers are supportive, show an impeccable work ethic and behavior that sets an example for the employees to follow them.
When you know or try to know your employees, it builds good rapport and transparency. This practice gives them space to talk and understand the employees on their absences directly. And what measures should be adapted to reduce employee absenteeism?
You definitely cannot ask or implement absenteeism and work ethics policies when you do not follow the rules. Transformational managers aim to transform the culture and build a workspace where every member can thrive together. That is why the solution to employee absenteeism often lies in Employee Engagement and Employee Morale.
Let's get to know how?
Employees who are disengaged frequently, find ways to miss their work. Because they don't enjoy the work they do or don't feel appreciated, showing up becomes difficult. The fact that job satisfaction is essential for workers to succeed and remain engaged is purely psychological. Practicing, hearing, and strategizing a culture of transparency with employees is a great way to reduce absenteeism.
Here are a few things you must keep in mind -
- Give your employees the liberty to choose their own work.
- Don't practice micromanagement.
- Appreciate their efforts and help them see the greater picture behind their work.
- Instil a sense of belonging in their mind and heart.
By following up on the above mentioned points, you would have a team that is both engaged and productive.
Through their job and work environment, workers seek satisfaction. It triggers them to take more absences when the morale of employees is low.
Employee morale can now decline for various reasons, but negative work culture is the most prevalent cause. A work culture where team members don't get along or respect each other with time is unproductive and unhealthy.
The 8 Notable Reasons for Employee Absenteeism
1. Low Employee Engagement
Employee engagement is a vital part of the 21st-century work culture. In the shorter term, it is the practice followed by corporations to bring employees closer to their workplace. Employees who feel connected to their workplace are more likely to perform better than the others who are not. Having a low or no employee engagement at work is one of the key reasons behind an employees’ unscheduled absences.
2. Time Theft
Absenteeism doesn’t always mean being absent for a whole day or two at the workplace. Employees taking unnecessary long breaks, coming late and leaving too early also implies absenteeism. This also raises questions on an employees’ dedication towards their work leaving a bad impression about them.
3. Lack of a Flexible Work Schedule
Flexible working has become a necessity rather than a privilege for professionals across businesses. Employees have their own social and personal commitments which they need to abide by for enjoying a sound work-life balance. In such a case, the lack of a flexible working schedule can cause the employee to miss out on work to follow up on their personal responsibilities.
4. Workplace Burnout
Burnout is one of the major reasons for ill-performance displayed by the employees. This mostly occurs when employees are subjected to rigorous and unscheduled working conditions. Most of the time, the issue of workplace burnout goes overlooked.
A good HR practitioner does know how important it is for the employees to find some time for themselves in order to rejuvenate. However, in most cases, employees are overexposed to work sparing them no time for themselves. And in the long run, this leads to the degradation of their interest in their workplace.
5. Substance Abuse
This is something that is widely spoken but less discussed. Often employees succumb to unethical means of rejuvenation. Here, one of the most common examples would be alcoholism.
Employees lose their track when they begin practising substance abuse to let go off their stress. It breaks down the employees both physically and mentally by hampering their motor functions and their ability to think. Therefore, leaving them with no capacity to wilfully perform their duties.
6. Misuse of Seniority
When employees have been a part of the organisation for a long time they get accustomed to its operations. Being senior employees they often do not feel the need to inform their counterparts about their absence. And this also counts as a mark of absenteeism from work. Therefore, as an employer, you must keep a check on such impromptu leaves.
7. Workplace Harassment
Workplace harassment is a very major issue faced by workplaces around the globe. Harassment can be either in verbal or physical form. Such issues have a negative impact on employees’ emotional state and their mental health. This also causes a decline in the employees’ interest in their work leading to absenteeism.
8. Mental Health Issues
All the reasons that I said above ultimately lead to mental health issues. Having a sound mental health is one of the most important factors that helps employees to showcase unbiased performance at work.
However, with the continuous rise in the workload across all sectors of the industry having a balanced mental position does seem like a dream to many employees. Therefore, for escaping the ill effects of this issue many employees resort to skipping their work in order to find themselves some time to rejuvenate. And most often this kind of leaves from work go without prior announcement. Thus, leading towards low employee attendance rates at the workplace.
What Are the Remedies for Dealing With Employee Absenteeism?
Well, managing absenteeism can be made a lot simpler with a well-laid absence policy effective within the organisation aided by attendance management tools.
Such policies should clearly lay down the number of authorised leaves, paid time off, whom and when to approach for leaves and also the repercussions for illicit absences.
Here Are the 8 Ways to Reduce Absenteeism:
1. Workplace Surveys and Employee Opinions
Surveys and opinion are very important for solving problems. In fact, it is the foremost thing to do before heading towards a solution. Knowing how your employees think and feel about the workplace would give you more insight into the reasons leading to absenteeism.
A tip here when conducting these surveys would be to ask questions which you think would be related to the issue like:
- Daily commuting means.
- Any issues they’re facing in the workplace.
- About the work schedule.
- Personal issues or Elderlies at home to take care off.
- Any ongoing medication or health issues.
- Job Satisfaction and so on.
Or if the issue of absenteeism is limited to only a small group of employees then you can ask for their opinions in a more personal way for which you can call for one-on-one meetings.
2. Flexible Work Schedule
Adopting a flexible work schedule is a necessity for every modern-day workplace. Such arrangements let the employees stay connected to their work. At the same time, it also allows them to keep a check on their personal commitments as well. And it’s an undeniable fact that how employees who enjoy a better work-life balance outshine others with their performance.
After all, employees with better work-life balance outshine others with their performance. Therefore, employers should take adequate measures to ensure the same in their workplace.
3. Grievance Cells
Like I said earlier, the reasons for employee absenteeism can be serious and unusual. Every workplace should constitute a grievance cell or entrust someone to keep an eye on the discipline in the workplace. This becomes very crucial for tackling issues related to workplace bullying and harassment.
Having such a body at the workplace would help the employees come out of their stigma and open up about their problems. This will boost their confidence and discourage absence from work.
4. Employee Engagement Programs
Employee engagement programs help companies to keep their employees hooked to their workplace. These programs raise the standard of workplace operations by bridging the gap between employees’ and their employers. It also makes the employees feel privileged about being a part of the workplace with various activities and benefits.
Employee engagement activities can be improvised based on the workplace needs and size of the workforce. Acknowledging employees’ efforts and appreciating them is also a viable way to reduce absenteeism in the workplace.
5. Employee Wellness Programs
The rapid increase of workload on employees these days have made it almost impossible for them to spare some time for themselves. And in the long run, it leads the employees towards many health issues which affects their presence at work.
However, employee wellness programs can help you out here in addressing this problem. These wellness programs are particularly designed to fit well with an employees’ normal work schedule. And with today's cloud technology, executing such corporate wellness programs has become much easier than ever before.
Implementing such programs in your workplace will encourage employees to stay fit and healthy. Thus, mitigating the risk of encountering any health issues and improving employee presentism.
6. Rewards and Incentivization
Rewarding and incentivizing the employee with a good attendance record is a necessary step for motivating the rest of the workforce. It would help boost employee morale when they realize that their presence in the workplace is highly appreciated.
You can opt for rewarding your employees’ with the best attendance every month. This will further motivate employees to come to work and stay engaged.
7. Return to Work Interview
Employees require long term leaves in case of prolonged sickness, maternity reasons or bereavement. Such leaves may sometimes cause a change of behaviour resulting in the decline of ones’ interest over their responsibilities. Return to work interviews here lets you analyse if the employee is fit to resume his/her duties. Based on such analysis employers are able to take appropriate measures to help the employee get back on track.
Also, you can arrange for an orientation session along with the interview to help employees get back in the work mood.
8. Proper Remuneration
Most of the times employees take up side hustles to compensate for their poor remuneration. Even though it could be a hard thing for employers to accept but this is the truth. When they are engaged in such activities they simply don’t tend to care much about their presence at work. And with the passing time this indeed turns into absenteeism.
Therefore, providing the employees with proper remuneration for their work in also a crucial factor for keeping them hooked to their workplace.
Employees’ are humans too, they fall sick, require time to rest and moments to spend with their loved ones. It would be wrong to say that an employee would be present at work all the time if everything at the workplace is set right. However, getting things right and making sure the employees are engaged in a healthy work environment is very important.
Mitigating employee absenteeism is a long term process even with the right policies. Employers must make it a point to support their employees and their aspirations within the workplace. And if all the necessary steps are taken at the right time, then it will benefit both the employee and the employer.
So, next time when you see that your employees are absent from work on a frequent you know how to tackle it now.