Managing Attendance

Being an employer it is mandatory step that you recognized the employee efforts so maintained the time the employee spends at workplace. You have the right to expect that employees will attend work regularly and that they will accomplished their tasks on daily basis. But you should not ignore the work life balance importance in their life and must allow them and encourage them to take a leave of absence as defined by the by the Employment Standards Act and as outlined in your policies and procedures.

But employee should not ignore the responsibilities that he or she is obliged to follow under all circumstances that required him to be away from the workplace so he is obliged to full fill the responsibility to report such absences as outlined by the company’s policies or procedures. If the condition is not permitted him to perform his duties he must report his absences as formulated by company’s policies or procedures. Where a long-term illness or disability exists, employees have a responsibility to report progress and expected date of return regularly and actively participate in return to work planning and/or accommodation.

Why you need to know

It is important to understand the variety of factors that may influence employee absenteeism, as some may be for legitimate reasons while other absences may be for illegitimate reasons.

• Workplace factors (workloads, shift schedules, workplace culture, travel, etc.);
• Health and lifestyle factors (lack of exercise, genuine illness, excessive use of alcohol, drugs, smoking, etc.);
• Other factors (family commitments, lack of flexible workplace scheduling, etc.).
• Having policies, procedures, and access to programs that support employees in maintaining regular attendance is a good practice. 
•  Managing absenteeism by using disciplinary procedures is often ineffective.

What you Need to do

When you hire a new employee, a good orientation should include a discussion about policies and procedures for requesting leaves and reporting absences.  If your employees understand what is expected and the business’ culture is healthy, you may avoid problems. Be proactive and maintain open communications with your employees.

Good strategies for managing absenteeism:

• ·         Manage and actively track all absences. This will help identify patterns of absenteeism.
• ·         Stay in touch with employees during short-term and long-term absences. Have procedures in place for each. Communicate them clearly to all staff.
• ·         Ensure your employees feel respected and engaged in the workplace.
• ·         Be a good manager: Your employees will feel valued and involved.
• ·         Have a clear attendance policy. It should prevent unapproved absences but provide support to those who are legitimately absent.
• ·         Have a return-to-work policy that helps workers return to the company.
• ·         Create a clear communication policy so that everyone understands attendance, absence, and return to work.
• ·         Promote healthy lifestyles. Raise awareness of health issues. Encourage lifestyle changes. Maintain a healthy work environment.
• ·         Engage occupational health services (physicians, hygienists, psychologists, ergonomists, or occupational therapists). They will help you evaluate reasons for absences. They will also assist you in planning return to work and how to promote healthy lifestyles.
• ·         Provide access to an Employee Assistance Program (EAP). You can do this by providing financial support and/or referral to an EAP. EAPs help employees deal with family, financial, health, mental health, and other issues.
• ·         Allow flexible start and finish times. Job-sharing, term-time contracts, irregular hours are other possibilities. Employees can move from full-time to part-time, either permanently or temporarily.
• ·         Reward good attendance. You can do this in a letter, company newsletters, bulletin board announcements, and/or a certificate.
• ·         Provide some health services on-site. This could include flu shot clinics, health checks, back pain relief, etc.
• ·         Put in place a specific level of absence at which personal absence review becomes essential.

If action is necessary to address performance or attendance issues, use progressive discipline:

• 1.       First, warn the employee by speaking to them about their absences or performance.
• 2.       Second, put it in writing. Use clear language. Describe the required change, the time frame, and what will happen if change does not happen. Have the employee sign that they have read and understood the letter. Keep this signed letter in the employee’s personnel file.
• 3.       Third, if the written warning did not work, or the situation worsens, consider suspending the employee. Use this as a last chance. Seek the advice of an HR professional before acting.
• 4.Termination is a final step. Again, it is wise to seek the advice of a Chartered Human Resources Professional (CPHR) or legal counsel.