How to Improve Unscheduled Absences at Work

Unscheduled absences can affect an organization's productivity and negatively impact morale. Co-workers resent taking on additional last-minute work to cover for a colleague, particularly if there is reason to doubt the absent employee's veracity. A 2007 study by CCH -- a part of the Wolters Kluwer legal group -- found that only 34 percent of unscheduled absences were due to the employee's own illness. Family issues, personal needs, stress and an "entitlement mentality" -- where employees felt they deserved a day off -- caused the remainder of the absences. Employers must deal appropriately with absent employees while navigating legal issues and protected leave types.

Instructions

1. Review the frequency of an individual's unscheduled absences. Determine if the absences occur in a noticeable pattern -- Fridays and Mondays, for example -- or if they are in excess of the average absence rate observed by the company.

2. Talk to the employee about the absences. Point out any unusual patterns, and ask the employee for her feedback. Explain the impact that the employee's absences have on her co-workers and the organization as a whole. Tell the employee how important it is for her to be reliable and present in the workplace.

3. Brainstorm with the employee to find ways to manage the problem. For example, an employee who is frequently absent because he is caring for an older relative in the morning before work might be able to improve if he was offered a different shift with a later start time. Offer the employee family medical leave paperwork in case it is relevant, and inform him about other resources offered by the company, such as the employee assistance program, if there is one.

4. Require the employee to provide sick leave verification, or place the employee on a performance improvement plan. If you have reason to doubt the veracity of the employee's requests for leave, tell her that you will require a doctor's note for every unscheduled absence in the future. Inform the employee that failure to follow the elements of the performance improvement plan -- such as specific call-in procedures -- will result in paid leave time not being approved, and instead the employee will only be allowed to take unpaid time for the absence.

5. Discipline the employee if he continues the pattern of excessive, nonprotected unscheduled absences.

Tips & Warnings

• Consider that unscheduled absences can sometimes indicate more serious underlying problems, such as substance abuse, and remain aware for any other indications.

• Establish clear attendance policies, and follow them consistently.

• Don't take adverse action against employees for absences protected by the Family Medical Leave Act and other protections -- such as the Americans with Disabilities Act -- as this is prohibited by law and could be deemed retaliatory. Contact an employment attorney for guidance if you are unsure.

References

• Louisiana Department of State Civil Service: Controlling Absenteeism and Tardiness in State Government
• Library of the U.S. Courts of the Seventh Circuit; Attendance Policies -- Control Absenteeism Without Breaking the Law; August 2008
• CCH Survey Finds Most Employees Call in "Sick" for Reasons Other Than Illness: October 2007