Absenteeism: how to tackle this workplace threat

An organisation embracing absence management software can

mitigate the negative effects of absenteeism. Smart policies and tools
like HR software can and will control absenteeism risks. And, in doing
so, improve employee care and welfare.

Our article takes you through the basics of employees absenteeism.

Then, shares policies to help you manage absenteeism.

Absenteeism in the workplace is at an all-time low in the UK. Despite

the decline, employees are still absent from work some 5.9 days per
year according to the CIPD. Employee absences cost the UK
billions every year.

What is absenteeism?
In simple terms, absenteeism arises when an employee is absent
regularly for no apparent good reason. This does not include paid
leave or unpredictable personal issues.

Many organisations, though not all, have some sort of absence

management plan in place to reduce excessive absenteeism rates.
One can't foresee life's unexpected moments but we may yet find
patterns why employees call in sick regularly. These patterns become
clear with the right tools.

How to calculate absenteeism?

The formula to calculate absenteeism is simple. Take the number of
unexcused absences in a given period of time and divide it by the total
period. Multiply the result by 100 to get the percentage of absenteeism
over a month, a year of leave, or a semester.
The absenteeism formula

((# of unexcused absences)/ total period) x 100 = % of

absenteeism

There's no set percentage or number that indicates when

absenteeism is excessive. Zero, would be the perfect score, but some
absenteeism is acceptable in a company with more than a few
employees.

What makes the real difference, is separating unexcused absences

from justified ones. Sure, both affect productivity, but unjustified
absences are the most detrimental to your company. These are the
ones you'll be able to prevent and control more successfully.

An absence management software provides a solution to control

absences. The tool is a fantastic opportunity to digitise HR tasks. With
digitisation comes benefits in mitigating negatives of absenteeism
explored in this post.

Let's now dig into absenteeism and how HR professionals are

managing it.

What are the main causes of absenteeism?

Minor illnesses are the most common reasons for absenteeism:

 Colds and flu

 Upset stomach
 Headaches
 Bullying and harassment

Other issues causing absences are:

 Stress
 Burnout
  Musculoskeletal injuries
 Mental health illnesses
 Long term medical conditions
 Child or elder care 

Plus several other personal and non-medical instances. These vary by

sectors but are generally consistent across the public workforce.

Why is absenteeism a problem?

The financial impact of absenteeism include:

 Paid wages for the time off

 Replacement work or workers
 Administrative costs

Reduced productivity and lost time from micromanaging may add to

the problem. Safety may become a problem if a key role is not
present. And, workplace morale can see a drop, too. 
Resonating effects are present with each absent employee, too. Low-
quality work may pass onward to customers and clients. This may
harm the brand and its prospects in the long-run. It can even
compromise the profits.

How can absence management reduce absenteeism?

Absence management provides two immediate and clear benefits:

 Reduce operational costs

 Improve employee welfare

HR can improve policies and programs with absence data collected in

the HR software. The absence data forms a baseline and lets the
organisation find ways to reduce costs. HR may also discover
absenteeism trends by tracking absences to further improve absence
management programs and policies.

Absence management introduces many solutions such as:

 Return-to-work support
 Assessment services
 Coordination and management

...and more to which you'll discover when exploring HR software.

Absence management solutions deter absenteeism before it

becomes habitual. It reduces operational and secondary costs. Plus,
provides a better experience and sense of well-being for employees.

Now, here's how to amplify the benefits of absence management

software and resources.
How to reduce absenteeism in the workplace?
Absenteeism may not seem problematic in the beginning. A small
workforce mixed with life's unexpected moments sees people taking
time off. The problem with absenteeism begins when regular absence
from work becomes a pattern.

How can you best use absence management to mitigate

absenteeism? Consider taking the following steps. 

1. Explore flexible schedules and remote work

Absenteeism becomes less of a problem when companies empower

employees with flexible schedules. More specific is the introduction of
remote work.

Benefits of remote work are well-documented:

 Increased employee retention and reduced stress

 Improved output and workplace productivity

Telecommuting can reduce unscheduled absences. This is because

many absences are often for personal reasons (not sick leave).
Remote work removes much of the reasoning why people may take a
day off.

2. Introduce a return-to-work interview routine

Even a day or two off can offset an employee returning to work. A lot
may change during that time. Introducing a program akin
to onboarding process eases them back into their role. This return-to-
work interview may reduce absenteeism:

 Show the company cares for their well-being by checking on

them
  Understand the reason for the absence and discuss details of a
fit note
 Explain how they can improve and potential disciplinary actions
 Make the necessary arrangements as they return to work
 One could use absence management tools to automate these
processes.
 Make the necessary arrangements as they return to work
 One could use absence management tools to automate these
processes.

3. Improve employee and workplace well-being

Happy employees are those excited for work. A company providing for
physical and mental well-being will see a productive workforce. The
improved well-being means fewer sick days and reasons for calling
out.
“Line managers are usually the first port of call on health and well-
being issues within their team, and make day-to-day decisions about
work allocation and staffing arrangements.” Dr Jill Miller.

A company hub offers a way to manage employee participation in

wellness programs. The tool would offer better communication with
the team and in meeting their needs.

4. Provide balance, rewards, and recognition

An organisation should offer a reward program for good attendance.

Excellent staff management begins by recognising the good work

done by employees. One should explore improving employee
satisfaction as a way to encourage being present.

5. Set disciplinary procedures and consequences

An organisation should do one of two things:

 Set trigger mechanisms to review attendance using a time and

attendance software
 Conduct disciplinary or capability procedures for absences

The choice between these two depends on your operation and

workforce.

Trigger mechanisms to launch reviews could include too many

doctor's notes. This should alert managers they need to step in and
explain company resources and policies. And, if needed, outline the
actions they'll take if absenteeism continues.

If absenteeism continue then disciplinary action happens. Dismissal

may prove appropriate for habitual offenders.
6. Use robust absence management tools

Spend less time in the employee data and more time with the

employee. After all, you're working with people trying to find a work/life
balance, not robots.

Absence management tools let managers and HR software offer data-

driven evaluations. This provides a better feedback loop vs outlining or
reprimanding off-the-cuff.

Absence management is critical for productivity

A business without absence management will find operations in
chaos. The workplace and its drive dwindle due to illness and the like.
It's important, as an HR manager, to rein in before it's out of control.