How to Handle Employee Attendance Problems
When an employee claims illness but is absent because he wants a three-day weekend, it can result in him showing up for work when he's actually sick because he does not have enough sick time available. This can cause other employees to become ill and causes a drop in the sick employee's productivity. Attendance problems can also arise when an employee takes vacation time suddenly, which according to company policy, should be scheduled in advance. As a manager, you can take measures to curb issues with employee attendance.
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Instructions
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Ensure that all of your employees have a copy of the human resources policy that includes the company's expectations for attendance.
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Set a good example by arriving to work punctually and following the company's attendance policy.
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Identify excessive absenteeism by reviewing your employee's attendance records regularly. If you suspect excessive absenteeism, check the employee's time cards or payroll records to see how many times she's been absent and compare her attendance with other employees'.
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Look for patterns in employees who call in. For example, if an employee calls in on a Friday or Monday, he's probably doing it so he can have a three-day weekend for pleasure. If he calls in whenever the department is at its busiest, he's likely not a team player. If he's always 10 to 15 minutes late, he's likely not making an effort to be punctual.
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Have a one-on-one meeting with the employee if the problem relates to one individual; have a team meeting if it relates to multiple employees. Give the employee a copy of her attendance record at the meeting and show her the company's policy regarding attendance. Explain how excessive absenteeism can negatively impact the company as a whole.
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Allow the employee time off to handle personal business that must be done during business hours. Just ensure that he does not take advantage of it.
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Weigh the situation carefully when an employee asks for time off. Specifically, you do not have to grant her time off just because she requests it.
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Ask the employee for medical proof, such as a doctor's note, if he appears to be using up all of his sick time as soon as he accrues it.
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Do not grant approved vacation leave to employees who use up their vacation time as soon as they accrue it.
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Review the employee's attendance record at least monthly after an initial meeting. If attendance problems persist, give her a written warning and put a copy in her HR file. If the employee still does not improve his attendance, consult with HR and place the employee on unpaid suspension. If you decide to terminate the employee, consult with HR and inform the employee that she's being terminated due to excessive attendance.
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Tips & Warnings
Speak to individual employees about attendance problems in private to avoid embarrassing them in front of coworkers.
If circumstances beyond the employee's control are causing him to be excessively absent, if possible, reduce his work hours and reclassify his job to match what he's able to work.
Don't discipline an employee for taking advantage of his rights under the Family Medical Leave Act (FMLA). If you are covered under the act and he follows proper procedures, he is protected.
Don't keep employees around with poor attendance records because it's hard to hire new ones. You are setting a standard and example for other employees. Doing this makes lateness and absences acceptable.
