When dealing with attendance problems, it normally means you have to deal with the possible causes of the absence. This can be working patterns, job design, working and employment relations. This can also include addressing discipline problems such as lateness and poor time keeping. If issues arise, these can often be dealt with informally by the line manager in the first instance.
Key points for consideration
- High levels of unauthorised absence, including sick leave can cause reduced or delayed production, low team morale and reduce the standard of service within an organisation.
- Measuring absence can show how much time is lost, when it occurs most and how often individual employees are absent.
- Keeping individual attendance records will help monitor absence and lateness.
- Having attendance and absence policies will help employees understand what standards are expected. It will also help managers deal with these issues in a fair and consistent way.
The 3 main reasons people are absent from work
- They are unwell.
- They feel unable to come to work because of family or caring responsibilities.
- They are on authorised leave such as holiday, maternity leave or a training course.
On average people are absent from work for 6.3 days a year. It also found that a quarter of employees (25%) identified that line managers being given sickness absence information is one of the most effective approaches to manage short-term absence and 15% said this is true for managing long term absence (CIPD Absence Survey 2016).
Unauthorised absence normally consists of the “odd day off” when employees give no reason for the absence. Whether this is paid or unpaid it can be costly to an organisation as it is unpredictable. Absence of this kind may eventually lead to disciplinary action.
How to reduce absence and lateness
In addition to carrying out effective return to work discussions. There are workplace issues that can be addressed to minimise absence in the first place.
These could include:
- Quality of management
- Working relationships
- Job design
- Employment relations
- Communication of information
- Flexible working arrangements.
In addition, if workers know that absence will be noticed and investigated, they are less likely to take time off work without proper cause.
How to deal with absence or lateness
Authorised absence and lateness can be dealt with by:
- Requiring all absent employees to phone in by a given time on each day of absence
- Having to complete a return to work interview to ensure there are no underlying issues
- Taking disciplinary action if unexplained absence continues.
Certified or uncertified sickness can be dealt with by:
- Monitoring individual absence levels
- Return to work interviews after each absence. And discussing the problems with employees
- Having a policy on sickness absence
- If individual problems persist, seeking medical opinions if necessary.
Return to work interview
This is generally a standard procedure, and may be covered in an employer’s absence policy or company handbook. Discussions will be informal and brief and include questions like ‘how do you feel about being back at work?’ The purpose of these is to welcome an employee back and check that they well enough to be working.
If an employee has been absent from work often, employers may also wish to find out if there are any underlying problems causing this, for example if the sickness is work-related or if they are having any problems at work or home.
Statutory / contractual sick pay
Employees need to qualify for statutory sick pay (SSP), and must have been off work sick for 4 or more days in a row (including non-working days).
Employees can’t get less than the statutory amount, but some employers pay more through a company sick pay scheme (or ‘occupational scheme’), check your employment contract terms and conditions.
If you would like to find out more on how Ward Williams HR can assist in any absence management issues. Please feel free to email sally.phillips@wardwilliams.co.uk or give us a call on 01932 830664