As HR consultants we see clear themes emerge in workplaces at different times. While restructures are commonly talked about and various behavioural issues emerging, a theme in workplaces at the moment is a rise in absenteeism. Proactive management of absenteeism becomes crucial to prevent small issues from escalating into major problems. Effective management goes beyond merely tracking attendance; it involves understanding and recognising the impact on the performance of your business as a whole and the well-being of staff.

Effects of absenteeism

At the risk of stating the obvious, when absenteeism isn't managed or addressed, it can lead to a cascade of negative impacts.

• Financial implications: As we all know, the financial impact of absenteeism can be significant due to direct costs such as wages/sick pay for unproductive time, indirect costs such as overtime for remaining staff, and lost business opportunities due to being understaffed.
• Productivity: Absenteeism can directly impact your business’s productivity and disrupt daily operations. This can lead to project delays and reduced customer satisfaction. Frequent absences of a team member can also create a ripple effect that disrupts workflow and the entire team’s performance, lowering the productivity of other team members over time.
• Employee morale, engagement and well-being: Absenteeism significantly affects employee morale and engagement. When co-workers frequently cover for absent colleagues, it can strain team dynamics, leading to frustration due to additional responsibilities. If employers do not manage this situation effectively, it can lead to burnout and decreased job satisfaction, which can increase employee turnover, exacerbating absenteeism issues and impacting culture.

A workplace culture that tolerates absenteeism has clear negative impacts on the business. So, how can you be proactive and take action?

Proactive steps for managing employees who are always off sick

Implement an absenteeism policy: To manage absenteeism effectively, it is critical to establish and communicate clear policies and procedures for all employees. Setting expectations helps eliminate confusion about what constitutes acceptable and unacceptable behaviour. This clarity ensures that employees also understand the potential consequences and disciplinary actions associated with absenteeism.

Implement a procedure: Actively manage absenteeism by providing a structured approach to handling different circumstances. A procedure ensures consistency in how absenteeism issues are addressed, helping to maintain fairness and transparency within your business.

Monitor absenteeism: Implement a tracking system that aligns with your organisation's needs to manage absenteeism effectively and ensure that concerns are addressed promptly. Tracking absenteeism helps identify patterns such as frequent absences on Mondays, Fridays, or around scheduled days off. Recognising these trends is essential for addressing potential issues proactively.

Regular check-ins: If you have an employee who always calls in sick or fails to show up for work, it is crucial to address the situation promptly and directly. Schedule a meeting with the employee upon their return to discuss their absenteeism and make this a standard practice. These meetings allow you to explore any underlying issues that may require attention if they are taking too many sick days and assess whether adjustments or additional support are required. Be sure to document all conversations to maintain a clear record of the situation and any actions taken.

Consistency is key: Managing absenteeism can be time-consuming, but the key is to be consistent and enforce your absenteeism policies and procedure each and every time. Silence is taken as agreement so be sure to act on each instance.

When further action is needed

Where expectations are not being met because of long-term or regular absences, the employee should be left in no doubt that the situation is not acceptable and cannot continue at its current level or pattern.

A great way forward is to implement a Well-being/Absence Management Plan (AMP) or Performance Improvement Plan (PIP), or you may find disciplinary action is the most appropriate intervention. The aim of an AMP or PIP is to provide an employee with clarity, support, and accountability to improve their attendance. The key is to set clear expectations and actions and ensure that success is measurable. We have seen great success with AMP/PIPs recently with our clients with the overall consensus being that employees are feeling genuinely supported and motivated to improve.

If high absenteeism is giving you a headache, please contact one of our Human Resources consultants to discuss the most appropriate intervention.