Sales Positions: Which Compensation Package Is Most Appealing? 5 Things you need to know about tardy employees. As a result, the employee is late or calls in every Wednesday. You can include your attendance policy in your employee handbook. However, in certain casesperhaps where the worker is the only employee, required to open the doors for business at 8:00an unreasonable hardship might occur. It doesn't have to be anything huge. Go through your attendance records thoroughly to check if the employee is frequently late or absent (also known as chronic absenteeism.). Every employee wants to be recognized for the value they bring to your company. The underlying cause matters. Did we miss anything regarding speaking with employees about poor attendance? Provide him with any relevant paperwork, such as the FMLA certification form, relevant workers compensation papers if he alleges an injury caused on the job, or a referral to the employee assistance program if its appropriate and your company uses one. 2022 ContractRecruiter.com. On top of that, absenteeism can completely cripple large front-line operations that depend on manual labor or shift work of hourly employees. And no matter the size of the company, morale is affected when coworkers have to pick up the slack of a routinely absent worker. School attendance problems are complex and often very challenging to address. Begin with the creation of attendance management policies and an employment agreement that both parties agree to. Simple as that. Pay attention to improvement in attendance. Whether theyre dealing with a family emergency, feeling sick, or needing a mental health day to avoid burnout, it is perfectly reasonable for employees to be absent occasionally. What is the best way to speak with employees about poor attendance? Sometimes people need a little bit of time away so they can return with focus, engagement, and energy. Note: With business management in mind, we understand that our readers not only need compliance topic blogs, but office communications as well. We respect your privacy and take protecting it seriously. Preschool teachers and directors have many opportunities talk directly with families about school attendance. Review the plan periodicallyat 30, 60 and 90 daysto determine if the employees attendance has improved. A situation like this can be easily accommodated in most workplaces by adjusting his start time to 8:15 or 8:30. Open lines of communication. Its time to consider a more streamlined approach attendance management software. Its like disciplining a child two weeks after they did something wrong. Copyright 2021 HR Insider - a product of Bongarde Media |, Benefits, Compensation & Labour Relations, What Can I say? But all of these unplanned employee absences are making it hard to run your business. If so, please feel free to leave a comment down below, and well get a conversation started! If your employee handbook says that a warning is issued after three unexcused absences, then be prepared to follow through with those rules. According to the CDC, the productivity loss related to absenteeism costs employers $225.8 Billion each year, or $1,685 per employee.1. Share the chart with him and ask if he, too, notices a pattern to the leave. Keep track of each employees time and attendance. If necessary, choose an offsite location like a coffee shop if no private location is available at work. To get in touch with Andrew, you can reach him by email or by phone at (800) 797-6160. In addition to that, make sure reading and understanding the employee handbook is emphasized upfront as part of new hire onboarding and orientation. Three Steps Lay The Ground Work For Attendance Management Conversations. This may involve going back through your attendance register, whether its a written copy, a spreadsheet, etc. If it continues to be an issue, you will want to address it immediately. People love being rewarded for doing good things. The tension between your employees work and personal life may be causing them a great deal of stress, and just having the opportunity to explain themselves to their manager or the business owner can be an enormous weight off their shoulders. Attendance management seems to have become a more complicated issue these days as a more flexible and contingent 1. Even though ripple effects from the last few years still face the industry, manufacturing is moving forward into a new era of reinventing itself. Not only is the missing employee not getting their work done on the days they miss or getting less work done on the days they are late, but other employees might lose motivation when their teammates are frequently absent. Remember, this The IRS mandates that every employee must complete the Employees Withholding Allowance Certificate, W-4, before, Legal authorization is necessary prior to depositing funds directly into your employees account. Stop Doing These 4 Stupid Time-Wasting Activities, 8 Must-Have Time Management and Organizational Skills, The 3 Most Important Factors of Productivity (and How to Improve Them), How to Promote Mental Health in the Workplace, How to Measure & Improve Employee Productivity in the New Year. Reiterate how vital excellent attendance is to your operations. If youve ruled out FMLA and ADA, and the employee still fails to improve, despite counseling, performance improvement plans and any accommodations you provide, its time to take further disciplinary action, up to and including dismissal from employment. Generate detailed reports of employee performance. Even if several employees have been missing work recently, focusing on each person individually when meeting with them is essential. Keep communication lines open by being available to employees (through video calls, instant messaging, etc.). Is there anything we can do to help you achieve it?, From now on, Im instructing you to bring a doctors note every time you call out sick. They may not realize the negative effect it has on the company when they call out sick. After all, with multiple employees accessing these records, anyone can easily alter information. Visually representing the leave will help you identify if a pattern of absences is occurringand it can also be a reality check for the employee to see his leave documented in that way. Read our article on how to create a flexible work schedule policy to learn more. The treatment center doesnt open until 8:00 a.m. the time the employee is due to start work. Before approaching an employee about an attendance problem, youll need to gather evidence of the same. If you notice a marked improvement, be sure to let the employee know you appreciate the change. As you plan this conversation, here are a few points to keep in mind. If it seems appropriate, given the information youve gained from your employee, you can take this time to remind them of the policies written in the handbook and how they apply to their particular situation. It doesnt record what keys are pressed. Once youve had the opportunity to talk with them, it can help you work to find a solution and determine the next steps to take. Discussing their absenteeism in the lunchroom or an open office space with others isnt a good idea. Once youve discovered the pattern of excessive absenteeism, its time to sit down and have a one-on-one conversation with the team member. document.getElementById( "ak_js_1" ).setAttribute( "value", ( new Date() ).getTime() ); document.getElementById( "ak_js_2" ).setAttribute( "value", ( new Date() ).getTime() ); This field is for validation purposes and should be left unchanged. Note: Time Doctor is not a keylogger. Keep a neutral tone and remain calm, avoiding judgments or accusations. If not, it will need to be addressed again. The reasoning behind their absenteeism is very important, and youll want to be compassionate towards your employee when you first reach out about their attendance. For large businesses with multiple locations across the globe. If so, feel free to contact us today. A small cash bonus for perfect attendance for the quarter, a $25 gift card, or even free company swag can make all the difference to your team. The important thing is to address problems with chronic absenteeism before it becomes a problem. An added benefit is that it also shows you the reason for employee absence. When it comes to attendance issues, focus on fixing the problem rather than punishing the behavior. If the employee communicates that they will be leaving the job soon for a position at a different company, you at least now have the necessary information to begin the recruiting process. You can also use this time to explain to your employee how their missed work days impact their team and the business. (And Why You Need One). If the worker does not heed the previous warnings, and the employees absence continues, their contract should be terminated. 1. One of the most apparent impacts of poor attendance on a company is decreased productivity. On the plus side, its possible that taking steps to boost morale in the workplace could reduce employee absenteeism. Stephanie Hammerwold, is the founder and director of, Managing Employees with Attendance Issues, 30 Day Challenge: Be an Awesome Manager. How to issue a verbal warning. Show them that you appreciate them with these 15 simple (yet meaningful) gestures. The important thing is to address problems with chronic absenteeism before it becomes a problem. Subscribe to our mailing list and get interesting stuff on remote working and productivity to your email inbox. And for responses to be effective in getting students to school more often, they need to reflect From day one on the job, employees should know your attendance policies and who to contact when they are absent. It shows the total amount of billable time worked by an employee either for a single day or across a range of dates. Who needs to lay out the company's expectations for attendance and the seriousn If no improvement occurs following repeated absences, the management team may proceed with a temporary suspension, which the employee is informed of in writing. The sales floor, lunch room or an open cubical are not the right settings for discussing employee absenteeism. Working in an environment where an employee is consistently absent can seriously impact the morale of their coworkers. Now, some amount of absenteeism is to be expected when running a business. Meet with the employee privately. When going into a meeting to address an employees absenteeism, ensure you are willing to listen the employee may have a valid reason for being absent. Even if every person on your team contributes to attendance issues, having one-on-one conversations can communicate how important it is for everyone to work toward [Guide] 5 Tips to Combat Favoritism in Your Hiring Practices, Recruiting Engineers: Electrical, Mechanical, Chemical & More. Approaching this conversation with compassion is an excellent place to start, as your employees may have valid reasons for their absence or tardiness. Wed be more than happy to answer any of your potential questions and clear up any concerns you may be having! Approaching an Employee Attendance Management Conversation Neuroscience research has shown that employees respond better to rewards and recognition than threats and punishment.5, 6 Instead of fearing the bad, disciplinary outcome, many employees are more inspired by positive reinforcement. From scheduled absences like vacation days to unscheduled absences like sick days, there are times when workers have legitimate reasons to take time off of work. If the employee does not provide a justified or protected reason for his attendance problems, inform him of the consequences of continued absenteeism. At what point, though, does absenteeism become excessive? W-4 Employee Widthholding Allowance Cert. Dont make a practice out of forcing employees to sign acknowledgments of policies theyve never seen or cant access. All Rights Reserved. Dont wait to address attendance issues. He is also the co-organizer of Running Remote, the worlds largest remote work conference. When employees take time off from work for planned vacations or personal days, Employee attendance tracking solutions are tamper-proof, so you can be assured that the hours recorded are accurate. Or the Friday before. Sometimes youll need to be extra understanding. Our text-based attendance management system shows you absences in real-time so you can do your job the way you need to. SHRM defines excessive absenteeism as two or more occurrences of unexcused absence in a 30-day period.2 Thats a valuable data point to use as a gauge for what counts as excessive absenteeism. At a certain point, though, tardiness and absenteeism can become excessive. He also has core experience with information technology staffing, and has worked for major software companies such as SAP Business Objects and IBM/Informix Software. According to the Academy to Innovate HR, 1.5% of aggregated absence is illness-related.3 That means that anything above that 1.5% threshold is usually because of non-illness-related reasons, such as personal issues or work conflicts. Time Doctor is a leading employee productivity management software thats used by major companies and medium and small businesses to manage employee attendance and boost team productivity. Its okay to casually address the issue with first-time The employee must have been employed for at least 12 months, worked a minimum of 1,250 hours in the previous 12 months, and be located at a worksite where at least 50 other company employees are also employed within a 75-mile radius. Here are just a few of the consequences you shouldnt ignore: Chronic absenteeism can affect employee morale. Step Five: Requiring Improvement One issue where buy-in can be particularly tricky is attendance. When the employee was absent: Make sure to notate what days and times the employee was late or absent.Show proof if you have it. Companies with 50 or more employeesor who have employed 50 or more workers for at least 20 weeks within the current or previous calendar yearare required to provide unpaid, protected leave to eligible staff members. Depending on the structure of your company and the rules laid out in your attendance policy, here are the steps you would have to take for formal disciplinary action: During these sessions, the HR professional, business leader, (or whoever is representing the company) need to lay out the companys expectations for attendance and the seriousness of excessive absences. If there is a consistent reason for the employee absences, see if there is a solution you can offer. This means that the quality of work can suffer from the frequently absent employee and their teammates. To determine what qualifies as poor attendance at your organization, youll want to look at the policies and procedures at your company, the typical level of absence expected in your industry, and work to understand the underlying cause of absence for any given employee. Theres no clunky app to worry about pushing out to your employees and talking them into downloading. Its the morning after Mardi Gras, and Joe calls in sick. For example they can receive a bonus after a years worth of good attendance. Time Doctors work schedules feature lets you set shifts and/or schedules for any of your employees, making it easier to monitor whether employees were late or absent for a shift. If you notice a marked improvement, be sure to let the employee know you appreciate the change. Occasional sniffles and the common cold dont qualifybut if your employee is suffering from migraines, he is likely to be entitled to family medical leave. Make sure these policies and procedures are known from the get-go. Prepare for the meeting by gathering all the facts, including dates of absences or tardiness, reasons given for each incident, and any supporting documentation or notes. Before you start searching for a new candidate, you might consider whether your organization could benefit from implementing ablind recruitment process. As an employer, not only is your business reputation at stake, so is the livelihood of everyone in the organization. It reduces productivity, increases office conflict, and creates more turnover. You're not the only one frustrated with attendance management, learn how other managers, like you are using TeamSense to make a change! The write up serves as an The most reliable way to demonstrate patterns of policy violations is with an absence tracking system. People get sick. Over and over again. Here are some steps you can take to address employee attendance issues: Ensure you have an attendance policy that clearly explains your attendance expectations and the consequences of not following the attendance guidelines. For the little company with big HR goals. Additionally, you need to have proof of actual dates and times to prove excessive absenteeism. To figure out if an absence is excessivelook at data to find out. Why talking to your hourly employees about their absences is more effective than automatic disciplinary actions. The Complete Solution to your Compliance Needs, https://www.laborlawcenter.com/want-a-replacement-plan-and-a-labor-law-poster/, EEOC Releases Updated Know Your Rights Poster, What Every Business Needs to Know about 2023 Labor Law Poster Compliance. More than one employees absences have conveniently coincided with the home games of the local baseball team. Absenteeism is a big deal. Talking about the problem. Our team of experts (which includes lawyers, analysts and HR professionals) keep track of complex legislation, pending changes, new interpretations and evolving case law to provide you with the policies and procedures to keep you ahead of problems. Listen and be empathetic, but take the opportunity to reinforce the expectations and requirements of the job. Be aware of the possibility that the employee may be entitled to Family and Medical Leave Act (FMLA) leave. When employees take time off from work for planned vacations or personal days, you can plan ahead to ensure that their absence doesnt have a negative effect on productivity, team performance, profits, and work quality. Step Four: Potential Accommodations People have outside-of-work commitments that they need to keep. In its simplest definition, excessive absenteeism is when an employee is absent continuously. 5. How to Speak With Employees About Poor Attendance, Continue to Monitor Attendance After Your Meeting, The Pros and Cons of a Salary Range in Your Job Description, 8 Tips to Help Improve Your Employee Attendance Issues, 20 Benefits of Hiring Remote and Virtual Employees, Phone vs In-Person Interviews: The Pros and Cons of Both, What Are Principal Engineers? 6. Oh, and the best part? Steps to Encourage Employee Attendance. The handbook policies impacting absenteeism include time and attendance, disability accommodation, leaves of absence, ethical conduct, and disciplinary actions. Before you go and make accusations, be sure you have documentation to prove that the employee did not report for work. Has the employee given you an excuse for his absences? Dont make a big deal about the disclosure its important to normalize the discussion. Employees who track time before or at 10 am are considered present., Those who track time from 3 pm would be labeled as partially absent., Team members who dont track time at all will be marked as absent.. Consider requiring the worker to produce a doctors note for each unscheduled absence from the workplace, otherwise he will be considered absent without leave. Before talking with the employee, check with your HR representative. Ask questions about the reasons for the employees absences. Speaking of your employee handbook, make sure it includes these things: Text written in your workforces primary language, Clarity on the procedures for handling absences, Clear communication on expectations of disciplinary action. Make use of powerful distraction management features to keep your team focused. Give him the FMLA certification form for his doctor to complete. The first time you address the issue, you want to ensure that the tone remains one of concern and information-gathering rather than discipline. Read the case study here and book your demo today! Its a good idea to proactively deal with the issue of absenteeism by working to improve the policies outlined in your employee handbook. After the meeting, monitor your employees attendance and address any additional concerns as soon as they arise. Youve noticed that one of your employees is always out sick the Monday after a holiday. Carefully evaluate all possible options for accommodation on a case-by-case basis. But theres probably something else going on deeper than that. Check if he always calls out on the same days, before or after the weekend, or around major events. When an attendance issue is emergent, the employer is encouraged to ask questions to begin the interactive process by requesting the reason for the absence. document and document any conversation, e-mail or counseling given to the employee. Joes not alone 2007 research from time and attendance software provider Kronos suggested that approximately 7 million U.S. workers call in sick after the Super Bowl each year. The right conversation with your employeeat the right time might be all you need. Step Two: Consider the Family Medical Leave Act They might be less engaged with the projects theyre working on and rush through them to meet deadlines. Take the employee into a private room. Of course, this is another reason why having an attendance policy at your company is essential. Of course, you will want to determine whether or not its appropriate to point to the handbook at this time or discuss the negative impact of their absenteeism on the business. Develop a system for tracking all kinds of employee attendance issues so that you have a clear record of employee behavior to use as evidence when addressing absenteeism. Andrew Greenbergs roots in recruiting date back to 1996. While any business owner or manager expects occasional absenteeism to crop up throughout the month or year, consistently poor attendance can negatively affect an entire organization. Its time tohave atalk. Get full access to HR Insider to make sure it's the right fit for your organization! And if you really want to motivate your team, make things competitive and add in prize rewards to promote excellent attendance. The ruling in the court case of Williams v. AT&T Mobility Services LLC shows us the importance of demonstrating when an employee is unable to perform the essential job function of regular attendance and punctuality. Letting excessive absenteeism go on for months before you talk about it does a disservice to everyone involved. Of course, at any business, you can also expect that people will have unexpected circumstances crop up occasionally and need to call out for a day or come in late. Once you have spoken with your employee and learned the reasoning behind their frequent poor attendance, you can work to solve the problem. Put this requirement in writing, or include it in a performance improvement plan*, with other documented expectations for improvement, such as calling in to speak to a live person, and reducing the number of unscheduled absences. You dont want to put them on the spot or ask them about their poor attendance with all their coworkers watching. You can nip absenteeism in the bud by leveraging smart, user-friendly technology. First Conversation The purpose of the first conversation is to advise the employee of the attendance issue, There isnt one specific definition of what constitutes excessive absenteeism. But thats easier said than done sometimes. This is just one of the many benefits we offer to our Compliance Management Service members. Assess the situation after a few weeks; if the employee hasnt improved their attendance record, its time to step up your approach and address the issue formally. Safety Signs and Placards & Compliance Signs, HR How To: Dealing with Attendance Issues, Step Two: Consider the Family Medical Leave Act. If coming into the office is an issue (for example, due to restrictions following the COVID 19 pandemic), employees can easily work from home, and their hours can still be tracked with attendance management software. Check that employees are aware of the call-in requirements. When they return to work, youll want to monitor their attendance and see if the situation improves. Id like you to take a look at this chartit seems to me theres a pattern to your unscheduled absences. Step Three: Meet with the Employee While a culture of absenteeism may have been brewing in your office, theres also a chance that several employees have understandable reasons for showing up late or missing work entirely within the same period. after the Third Conversation, they will enter the Formal Attendance Process. This approach is a no-fail way to keep track of employee attendance. and other time off. Learn More, 8 tips for talking to employees about attendance. You should also warn them that you may terminate their employment if there is no substantial and sustained improvement. If you suspect this is the case, it might signal that its time to begin the recruiting process if you havent done so already. You can even point back to the employee handbook they signed when they started with your company (which should have clearly covered absence and call-out expectations). Dont wait for chronic attendance issues to keep popping up before you address your workplaces requirements and make your expectations clear. Thats just the reality of operating a company with people. When youre running a business, absenteeism is something you cant entirely avoid. This way, they can speak to you about why they keep missing work. It also eases concerns about whether remote employees are actually working when they say they are, even if they arent physically in the workplace. With your attendance policy clearly laid out in your employee handbook, use that to help back you up as you talk with your employee about their excessive absenteeism. If your employee is dealing with a distressing personal situation, offering them some time away from work might be appropriate. Always discuss issues with employees in a private office/room or video call (if your company is remote). Identifying a genuine issue like transportation, child care or illness might allow you to work with the employee to address the absences more effectively. Exempt and nonexempt employees as part of the, Host the meeting in a private place, not at the employees cubicle where anyone can eavesdrop. If you discover the employee was dishonest about his leave, this is also a reason for discipline. Open up conversation and converse with them about their way of behaving. There are two times of year where minimum wages tend to change. LaborLawCenter, Inc. 2022. When an employee frequently misses work or shows up late, it can be easy to assume that they are simply doing so because they dont care about their job. Tell the employee youve noticed hes been absent frequently, and explain the effects his attendance has on the company as a whole. If you notice a marked improvement, be sure to let the employee know you appreciate the change. Ensure theres a reliable system for keeping track of poor attendance. Whether your employees are absent or tardy due to transportation issues, health issues, personal circumstances, or burnout, its essential to understand their barriers to success and find out why they are absent. That is, unless someone is thoroughly abusing their companys vacation policy or sick leave. Even a simple spreadsheet can be extremely helpful in maintaining awareness of absenteeism on your team. Step One: Documentation The reality is, clearly communicating with an employee about their excessive absenteeism (and addressing the issue head-on) can be tricky. Our engagement survey can help pinpoint issues and get employees back in the door! Need some quick training on a specific HR topic? When everything is laid out clearly, management is held accountable to follow through with the same kind of treatment for everyone. When an employee is frequently calling out sick, showing up late, or not showing up at all, the first step is to meet with them privately. You were expecting itafter all, he was sick the Friday before a long weekend, and the Monday after the big game. Upper management or entry-level employeesit makes no difference when it comes to enforcing the rules around excessive absenteeism. What suggestions do you have for making sure the issue doesnt continue? To decide if the absences are unreasonable, youll need to base your decision on the underlying reason for the absence, your companys policies and procedures when it comes to time off, and the average level of absences expected in your industry or at your worksite. Are you looking for an on-demand recruiting solution built around your needs? You can also export attendance reports as CSV. Often an employee is unaware of how one person calling off impacts sales, service or company image. State Update Overview Date Updated October 19, 2022 Labor Law Update EEOC Know Your Rights Poster What Changed Language, Format, Protected Criteria, and QR Code Mandatory or Non-Mandatory Mandatory Updated Poster Federal Labor Law Poster On October 19, 2022, the U.S. Traditional methods of recording employee attendance, such as signing in on a ledger, often lack security measures to protect employees data. While most employees dont mind taking on an extra task or two every once in a while, it can start to add up over time when they feel that they are pulling more than their own weight. The timesheet report is another powerful attendance management feature. Although schools have been addressing coronavirus-induced attendance complications for months, it is difficult to discern whether student attendance is substantially improving with time. If the individual has responsibilities they arent taking care of, it often means someone else has to take them on. Prepare the employee for the meeting by letting him know what you plan to discuss: Joe, Id like to meet with you at 3 today, in my office. HR documentation that dictates company policy: Whether you copy and paste the policy Once the handbook policies are explained to an employee, all employees should sign, acknowledge, and agree to the handbook policies. Fair and consistent accountability is key to effectively enforcing your time and attendance policy, not to mention building respect from your team while inspiring integrity. Team members making a habit out of excessive late arrivals and early departures is a major problem across multiple industries. TeamSenses software allows your company to track and automatically keep documentation on unapproved absences for dispute resolution or audit purposes (if they pop up later on down the road). Here are a few reasons why you should use attendance management software: You can easily keep track of the number of hours an individual works and the tasks they complete during that time. The QUICK & EASY way for Its important to first approach the issue with concern and compassion, though. 4. You cant expect your employees to adhere to a strict attendance policy if you continually flout it yourself. In addition to low morale, high absenteeism rates affect productivity and cause teams to miss their project deadlines. Managing employees attendance records can be tedious, and with traditional methods, theres too much room for inaccuracy. The goal is to solve the problem thats causing employee absenteeism. It has all the features necessary to help you manage employee attendance with ease. All Rights Reserved. Determine how long the pattern has been occurring and see if you can identify the reason. Doing so can make people feel defensive and embarrassed, and they likely wont feel comfortable sharing why they missed work when an audience is there. 2. With the attendance report, you can gather precise evidential data of employees tardiness and absenteeism. 2. Something may be going on in their life that is impacting their ability to arrive on time or perform their job duties. As well discuss in the next section, poor attendance can hurt morale in the office. Remember, this employee is a valuable part of your business. If youre going to achieve your business goals, you need to address these attendance problems before they spiral out of control. Heres what you should include in the attendance policy: Read our article on how to create an effective attendance policy to learn more about attendance policies. If you are dealing with several employees that are absent more than what is considered normal, its possible that low morale is fueling poor performance, employee discontent, and absenteeism. You could also consider allowing employees to work remotely, some or all of the time. Proactively improving your employee handbook and reminding your team of your policies can go a long way to help you avoid absenteeism. *By clicking the button you agree to TeamSense's, *By filling out the form you agree to TeamSense's, Connect with your entire hourly workforce, Get feedback from every member of your team, How to Conduct an Exit Interview (with 50 Sample Questions). School attendance problems are complex and often very challenging to address. Unplanned employee absences will happen. Explain how the missed work days hurt the business, too. Well also provide a smart solution to simplify the employee attendance process. Most states that update minimum wages do so January 1st is the most popular date for cities and states to make changes to their labor laws, requiring updates to their workplace posters. If this issue has been discussed before: Provide any previous times attendance issues have been discussed with the employee. Here are a few things to remember before this meeting: If employees have a good reason for staying off work, be accommodating and sensitive to the situation because each one is unique and requires a different approach. Youll never know unless you ask. 12 Surefire Ways to Deal With Employee Attendance Issues. This is especially important when the person is otherwise a good The rest of the team has to step up and handle the absentees responsibilities while juggling multiple tasks. Unplanned employee absences will happen. If the employee. Not only can you keep track of when employees workdays begin and end (or if they showed up at work,) you can also see which tasks theyre working on and the time taken for each task or project. And guess what? More than ever, businesses are watching the trend in minimum wage increases by states and cities. A clearly defined leave policy i.e., the definition of approved vs. unscheduled absence, unexcused absence, and PTO (paid time off). You can see which of your employees are late or miss work on any day so you dont longer have to scramble around trying to see whos present. When youre starting to drown between employee concerns, payroll duties and helping your CEO -- HR Insider is there to help get the logistical work out of the way. 3. Youll also have to check the number of sick days and see whether the employee provided a doctors note. Here are some of the other reports you can generate with Time Doctor: To keep your team focused, Time Doctor has a distraction management feature that alerts the user when theyve gone off track. Its easy to assume that every employee with attendance issues is either lazy or completely uninterested in their job. Managers have access to their teams timesheets so they can quickly review team working hours. But school non-attendance is not a new issue. Not only can absenteeism lead to less work getting done, but it can also reduce the quality of the work that does get done. Delaying the discipline does no favors and just makes it worse when the hammer comes down. Disability-Related Attendance Issues. For example, there might be a fairly straightforward obstacle that has been getting in the way of getting to work consistently, such as transportation problems. To expect every one of your team members to have perfect attendance is not realistic in any way, shape, or form. At this stage, you will discuss reasons for the unplanned absence and advise them of the same implications. It only checks if any keys were pressed while the timer is running. Through open communication, you might find that it is appropriate to give your employee some time off or find another solution that works for them. The time to talk about an employee attendance problem is when you first notice it. Steps to take when dealing with attendance problems: Termination: If it is determined that the employee should be terminated, the employee will be advised that as a result of excessive attendance issues, they will be dismissed. The important thing is to address problems with chronic absenteeism before it becomes a problem. Unplanned employee absences will happen. Here are six tips to help you talk about excessive absenteeism with your employee. Not only will this help you get your case across, but it will also show the employee involved that you are serious about the issue so they are also more likely to take it seriously themselves. Do you have any questions about how to approach the topic with your team? Attendance management seems to have become a more complicated issue these days as a more flexible and contingent workplace smashes up against an employers ability to manage the presence of their employees and the increase in employee absenteeism. Include information about how the missed work days have impacted the employees performance. You need to make sure no special treatment or favoritism is happening at your company. May 17, 2018 Wifi Attendance Super Admin. These can include phone calls, letters and parent-teacher conferences. Let the employee know youre concerned with their well being. But team member absences become excessive when they fall above a normal level of absenteeism or become unreasonable. This isnt a disciplinary meeting, so be sure to keep the mood one of information-gathering and concern rather than condemnation or threats. Pay attention to improvement in attendance. A simple-to-use attendance management system is perfect for this and works far better than an Excel spreadsheet to prove your point. Provide him with any relevant paperwork, such as the, evaluate all possible options for accommodation, I want to work with you to resolve this problem. Attendance refers to the frequency and consistency with which you show up to an event or commitment, like work or school. When a new hire sees that the entire team is frequently present and happy to be at work, theres a much higher likelihood that they will want to settle in and stay with the company for many years to come. How to Speak With Employees About Poor Attendance. This form, The Federal Labor Law Poster provides all of the mandatory federal labor law posting requirements. Track your employees' absences easily and efficiently with an attendance management system you can use right from your phone. He has experience both on the agency-side and corporate-side of the staffing business, with a focus in the financial services space at companies like Bloomberg and UBS. Other situations may require a firmer stance, for example, when employees take a day or two off every week to recover from a weekend of partying. No, using vacation and sick days doesnt usually fall into the excessive absenteeism category. Focusing on the symptoms of chronic absenteeism versus addressing the root cause can result in unnecessary turnover and wasted time on your part. So why not sign up for Time Doctors 14-day free trial and get one step closer to efficient attendance management? This year we have heard so much talk about minimum wage and retaining workers. Given the impact an employee attendance issue can have on a business, its essential to address it sooner rather than later. For a first offense, issuing a verbal warning can help correct the issue. Employee attendance infractions can have severe consequences. If youre This plan provides full access for one user. Attendance and punctuality should always be listed as essential parts of each employee's job duties. For example, when someone has already started looking for another job, it isnt uncommon for them to mentally check out from their current position. That is particularly true when several employees frequently arrive late or do not come to work. Due to this, the entire team would be overloaded with work and might show signs of burnout. Can you tell me why youve been absent on so many Monday mornings?, Listen to the employees response and evaluate the situation. During this meeting, its essential to listen and be empathetic. Maintain a mood of curiosity and information gathering, rather than one of condemnation and threats. And thats all part of what comes with running an organization. Make sure he realizes that continued excessive or undocumented absences could lead to disciplinary action, and even cost him his job. Attendance issues among employees can have a massive impact on your business if left unchecked. Its important that your team knows excessive absences will be handled in a way that lines up with the attendance policy with no surprises or special treatment. According to Gallup, American businesses lost around $450-500 billion due to low productivity! This way, theres no confusion employees are aware of what they need to avoid. If so, review the reasons to see if they are covered by the Family Medical Leave Act, or FMLA. Step Six: Disciplinary Action It can be helpful to create a chart to record the days, or use specific colors to annotate a printed monthly calendar. Navigate the conversation carefully. Clearly Communicate Attendance Policies and Absence Procedures. Discuss the specific cost of the employee absences to your business. You can do this by following the steps weve laid out here relying on a written attendance policy, accurate attendance data, open dialogue, an accommodating attitude, and finally, commencing formal procedures. Looking for an effective way to address employee attendance issues? Maybe they are dealing with a challenging personal situation, such as a divorce or the recent death of a loved one. Workplace attendance involves coming to work for your scheduled shifts and staying at work for the entire duration of your shifts. People take vacations. Pay attention to improvement in attendance. The more proactive you are in recruiting, the more time you have to find the right candidate to fill the position. small businesses to track employee vacations, sick time Now that weve discussed the best option for managing employee attendance lets look at one of the best attendance tracking software available today. 7. Not only is it ineffective, but it can also create extra liability for your organization. Liam Martin is the co-founder of Time Doctorone of the worlds leading time tracking software for remote teams. Generally, an attendance write up follows other interventions to address the employee's attendance, such as a meeting with the supervisor or HR. Team members also have access to their own timesheets so that they can see their work hours. HR Insider provides the resources you need to craft, implement and monitor policies with confidence. Step Two: Consider the Family Medical Leave Act Can I really fire someone for being late? When people frequently miss days, it can mean they get out of their work flow. For example, lets say you set the shift as 10 am to 7 pm from Monday to Friday: This way, you can save time managing employees schedules and checking attendance. In most cases, class attendance is critical to a students mastery of the knowledge and/or skills that are taught in a specific course. Well meet again in 30 days to review your progress and Ill let you know then if this requirement will continue.. This isnt a disciplinary meeting, so be sure to keep the mood one of information-gathering and concern rather than condemnation or threats. If so, check out this recent post about handling employee misconduct like a pro. If this is the case, you might be able to adjust their hours slightly so that it works with a public bus schedule. Terms like "epidemic" have been used in relation to school attendance problems in many countries such as Canada, the United TeamSenses simple absence management tool handles the immediate response when the employee calls out, along with instantly documenting their absence. If your employee did communicate that they are dealing with a difficult situation that is impacting their ability to show up for work regularly, it might be best to save this part of the discussion for another time. Yet, it does remain that an organization has the right to expect employees will perform their duties as agreed to including being available when and where expected. This entry was previously published on our HR Tips Newsletter. Add into this situation legislated leaves and the requirement for accommodation for disability and family situation and there are a lot of layers to consider. Approaching an Employee Attendance Management Conversation. The system sends you real-time, automated notifications altering you that an employee will be outallowing you time to find coverage for the shift. Some business leaders like to maintain a work culture that is free In this article, well offer a simple five-step process to help you deal with employee attendance issues. The employees with regular attendance are often stuck picking up the slack for their missing co-workers and probably doing tasks they usually wouldnt have to do. People have doctor appointments. You understand the need for time off, and recognize that sometimes things come up. Heres how employees can start tracking time once theyve downloaded the Time Doctor desktop application: The time worked will be recorded, and managers and business owners can easily access this information. Home Site Design by The Spinbird Group. Say goodbye to no shows that stack up to excessive absenteeism over time. Youll be able to recognize when you have a serious employee attendance problem. Thats why its important to acknowledge when employees have improved their attendance and give public praise for achievements like no unexcused absences or perfect attendance. In some cases, you may be able to arrange a flexible work schedule if it doesnt affect your business and other employees. Ask him if there is an explanation for the pattern of absences. Instead, you can work to create a solution that works both for the employee and for your organization. The ideal organization will have a strong core team of loyal employees that help create a healthy, productive, and thriving culture. When your coworkers arent putting in the same amount of work as you, it can reduce your enthusiasm, confidence, and willingness to go above and beyond at work. Regardless of how reliable and dedicated your team is, there will sometimes be circumstances when they need to miss work. Track attendance issues. Even if you dont know the reason, a pattern of absences might indicate that the employee could qualify for intermittent leave. All the employee needs to do is use their phone to text that theyll be out. How to address employee attendance issues, Step 1: Develop a written attendance policy, A smart solution to your employee attendance issues, Why you need to address employee attendance issues, why you should use attendance management software, sign up for Time Doctors 14-day free trial, Top 10 Time Management Activities and Games for Productivity, Want To Grow Your Online Business? I have some concerns about your attendance that I need to discuss with you., Joe, when youre out, customers notice delays, and your coworkers have to take on the extra work. If you notice a marked improvement, be sure to let the employee know you appreciate the change. If it detects an employee visiting a non-work-related site, like Facebook or YouTube, an alert pops up on the users screen prompting them to focus on their work. Your employee may be having transportation issues or suffering from health problems. There are questions you should and should not ask employees in different circumstances, and its important to have HR looped in to avoid any potential bumps in the road. After meeting with your employee and working to create a solution, the next step is to keep an eye on their future attendance. And, of course, always have your employee handbook looked at and approved by a labor attorney licensed to practice in your state. See how TeamSense saved HelloFresh 3-4 hours per day managing attendance through text. Lead by example. Employees should also receive occasional reminders about the policies and procedures and where to find them. A slight adjustment in work hours to match a bus schedule, or a shift in work days to allow family members to share responsibilities might be all it takes to correct the employee absenteeism issue. With your attendance policy clearly laid out in your employee handbook, use that to help back you up as Poor employee morale can be a leading cause of excess absences. Weve got it for you. By Andrew Greenberg | July 6, 2022 | 0. The first thing you need to do is make sure you have an employee attendance policy and that each employee has a copy of that policy. An alert also pops up if the employees computer hasnt had any keyboard or mouse activity on for a certain amount of time. Time Doctor monitors the apps and websites visited by your team. You should inform the employee that due to continued excessive absence, a formal written warning will be issued, and it will remain in their file for a specified period. How does an organization enforce an employee attendance policy when workforces are comprised of part-time, contract, temporary and flex employees who work different hours and have different expectations? First, you must have a way to track the time people take off from work so that the integrity of your Paid Time Off (PTO) policy, your sick leave policy, and/or your paid vacation policy is ensured. Choose a private location and schedule a time when you wont be interrupted. When you first become aware of an attendance issue, its best to gather information and find out why an employee has been coming to work late or not at all. The sooner you address the problem, the sooner you can implement a solution. The definition of how many absences equals an excessive amount is up to you and your attendance policy. For example, if the employee provides care for a sick or disabled relative and is required to transport them to treatment on Wednesday mornings. When your employees see that their coworkers are frequently missing work, on the other hand, theyre much more likely to start thinking about looking for work elsewhere. If youve noticed that one or more of your employees have started to miss work beyond what is considered normal at your company, youll want to set up a time to speak with them immediately. Lets look at some of the ways that having employees that are frequently missing work can impact your company. Get a dedicated team of HR experts on your side today. This isnt a permanent solutiononce a sustained improvement has been observed, you can remove the verification requirement or graduate the employee from the performance plan. Additionally, consider rewarding good attendance, so employees have more of an incentive to come in regularly. Are you dealing with an employee that is both excessively missing work and behaving inappropriately? 8. However, if you want to simplify your attendance process further, youll need a dedicated attendance management software like Time Doctor. In this case, a well-documented employee attendance points system prevented AT&T from having to accept an employees continued absences and tardiness.4. Ideally youll treat it like you would any other medical issue. Without giving notice that theyll be out. Dont discipline an employee with an attendance problem by suspending himits not usually an effective resolution to the problem. attendance problems, showing a printout of the employees attendance history with the absences highlighted has a dramatic effect (your HR/Payroll office can provide you with this upon request) The employee is less doubting and confrontational when the performance issue is presented clearly and factually Like most issues that crop up in a business, its best to address the problem of absenteeism immediately rather than let it continue for a long time. Typical changes to watch for are city and state minimum wages, discrimination, OSHA and sick leave laws. Team members who are always absent can seriously affect your teams productivity. For example, if an employee has lost a family member or has issues with childcare, show them compassion, and give them extra time off if necessary. Another one always has a family emergency when projects are due. Workology Inc. All Rights Reserved. Your focus should be on solving a problem, rather than punishing someone for breaking rules. How should you go about communicating the way that their absenteeism has been impacting the business as a whole? Remind your team member of what was expected of them when they accepted this role. Include verbal warnings, as well. Sometimes the employee will reveal a reason for leave that may be protected by either the FMLA or the Americans with Disabilities Act (ADA). or XLS files. There can also be a vicious cycle regarding absenteeism and morale: frequent poor attendance reduces morale, and reduced morale can make it more likely that employees will call out sick or arrive late. An employee consistently not coming to work can increase the stress levels of everyone at the office. But by dealing with attendance issues as soon as they arise, managers can control the issue and reduce the negative effects on the business. Make sure your company has a strong sick leave policy, emphasizing that verification may be required. Low morale in the workplace can have a snowballing effect. 1. And for responses to be effective in getting students to school more often, they need to reflect Once you have spoken with your employee, you may find that they dont seem to have a reason to explain their frequent absence from work. 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