How to Improve Attendance in the Workplace

Listen to employee concerns to identify causes of absenteeism.

The problem of employee absenteeism requires a systemic solution. While punishing employees for missing work days might decrease the problem somewhat, it doesn't deal with underlying causes and might even worsen the problem. For example, if ill workers don't stay home, other workers can get sick. Work with your human resources department or a professional consultant to determine a reasonable level of attendance considering the industry you are in. Also, consult your legal department to ensure that you don't violate state, federal or contractual guidelines. Once you have a thorough understanding of the situation, take whatever steps you can to improve employee attendance.

Instructions

1. Establish clear guidelines concerning attendance. Workers should know which reasons for absence are permissible and which will jeopardize their standing with your company. Consider creating a brochure or manual so employees have a clear understanding of your expectations.

2. Explain to workers the appropriate procedures for taking a day off. For example, ask workers to notify a supervisor as soon as they know they will be absent. If employees must give an account of their actions, they might be less inclined to take days off for unacceptable reasons.

3. Determine whether there is a common factor in the absenteeism. For example, if many of the employees in a single department have an abnormally low attendance rate, the problem likely has to do with the working conditions or management of that department. Identifying a common factor allows you to tailor an efficient solution.

4. Offer incentives to encourage attendance. For example, give the three workers with the highest attendance an extra few days off or extra holiday bonuses. Positive reinforcement often works better than punishing poor attendance.

5. Set up flexible working hours to help employees meet personal obligations. For example, if an employee misses work due to a personal emergency, being able to work on the weekend will help her catch up.

6. Stay in contact with absent employees. Not only will this give you some insight into the life problems they might be facing, it also allows you to monitor their behavior to determine if they are abusing their privileges. Also, regular contact reminds employees of their obligations to the company.

7. Set up categories of absences to help you identify underlying causes. For example, require employees to report whether the absence is related to holiday leave, annual leave, self-reported sickness, doctor-verified sickness, work accidents, bereavement or parenting needs. Use the categories to design solutions to the absenteeism; for example, if too many employees have self-reported sicknesses, start requesting a doctor's verification to prevent employees from abusing their privileges.

8. Meet privately with employees who take too many days off. Discuss their situations to determine if there are any equitable solutions. If not, inform them they are in violation of the company's rules and warn them the next step is termination.

Tips & Warnings

• Relax your expectations during periods of high stress. For example, if attendance decreases near the holidays, allowing workers to take half the day off at the end of the week might give them the time they need to do their holiday shopping. If workers know they have extra time coming up, they might be less likely to leave early or call in sick.

References

• "Implementing Best Practices in Human Resources Management"; Hugh Secord; 2003
• "Human Resource Management"; John H. Jackson, et al.; 2007
• "The Controlling Absenteeism Pocketbook"; Max Eggert; 2002