Tips
for Managing Work Absences by HRMS in Business
For some companies, assuming the issue of
absences from work has become an ignored activity, to the point where its
responsibility has completely fallen on the immediate supervisors; who are
often the only people aware that a certain employee is absent.
Absences
in the workplace, if not properly managed, can affect various employees and not
just those who are absent. Obviously, there are exceptions that cannot be
set aside; however, unexcused absences affect productivity and company
processes.
For
this reason, it is essential to pay attention to the faults of the
collaborators, since they can be a sign of dissatisfaction with the work or
disorder. Here are some tips so that you can correctly manage absences
from work in your company.
6 tips for managing
work absences in your company
Here
are 6 ways you can handle absenteeism in your organization:
1.
Make sure you have clear and formal policies
The
absence policies of your company must be formally written, easy to understand
and also, it is recommended that they be as clear as possible; that is,
they are not open to interpretation. These must be within the company
manual and be delivered to employees from their first day, at the same time
they receive the terms and conditions of employment.
The
idea is that your absence policies have brief descriptions and details about
the way in which employee absences are dealt with, the control methods, when an
employee has the right to be absent from the workplace, when the employee You
must inform your supervisor that you will be absent, what are the unexcused
absences that may result in suspension or dismissal, who are in charge of
handling them, etc. It is important that these policies are available to read
at any time. For example, be sent via email or shared in a cloud system. If
you have not yet established a manual that contains policies on how to handle
absences, you may want to work on it.
2.
Start acting from day one
It
is never too late to implement an absence policy in your company; however,
it is recommended that employee absentee actions be applied from their first
day of work or from the first day they miss work. Checking the facts
surrounding the absence and taking action on time ensures that the rules are
adhered to and that business processes continue.
Similarly, it is important to highlight that
in the case of absences related to illnesses or health emergencies, managers
must offer and publicize the services available to support employees, such as; insurance
policies, health care services, etc.
3.
Lean on HRMS software
to manage absences from work
Managing
employee absences can be more difficult if you do not have strategies or
solutions that allow you to manage them automatically, especially if you have a
large number of employees in the organization. When you use a
technological tool such as human
resources management software, all managers and supervisors are able to
receive on their computers the information of who is absent and for what
reasons (illness, training, unauthorized absences, vacations, etc. )
These
types of tools can act as an additional deterrent, since like supervisors or
human resources managers, collaborators are also able to look at their
attendance record and absence calendar. At the same time that they are
aware that the human resources department is capable of detecting unauthorized
absences or trends in their record, for example, if the last five Mondays are
absent.
4. Flexible work hours
Human resources issues are complex
precisely because they are about people and not perfectly configured machinery; and
this is one of the reasons why absences often tend to get out of control. Some
employees are forced to miss the office for reasons beyond their control, one
way to deal with this is by giving them the opportunity to choose much more
flexible hours that suit their needs when needed.
For example, if an employee has to arrive a
couple of hours later than usual to attend to a personal matter, allow him to
stay in the office for two more hours so he can move on with pending work.
5. Involve your
supervisors and managers
Although,
in some cases, human resources managers are the people in charge of recording
staff absences, immediate supervisors are those who are able to understand the
circumstances surrounding the absence of a collaborator. Therefore, your
active participation in the company's absence processes is essential to manage
the situation and ensure the success of the company's policies. It is important
that supervisors receive some kind of guidance or training on how to
properly manage absenteeism in their department.
Some responsibilities that could be
assumed by the supervisor could be:
- Ensure
that all employees are aware of the absence policies and the procedures
for dealing with them.
- Serve
as a point of contact when an employee is suspended due to illness.
- Conduct
return-to-work interviews, which can be helpful in determining the reasons
for absence and assessing whether they are genuine.
- Apply disciplinary procedures if necessary.
6.
Integrate incentive programs with assistance
Incentive
programs are effective when applied with organization. If your company has
not been able to manage absences with staff, integrating incentive programs
with attendance records could be a good option.
For
example, if two employees have the same sales history, it would seem logical
that they both receive the same incentive bonus; however, how about you
take attendance into account? Would it make sense for an employee with a
high absence record to receive the same bonus as one with a stellar attendance
record?
Controlling
the absences of your human talent is important to have greater
control of your company and build much more productive work teams. Evaluate
your absence policies and if you still don't have one, start working on them,
taking into account all the points mentioned above. If you still do not have Human Resources Management Software
in your company, consider the idea of purchasing one. Not only will it
allow you to have greater control of absences in the office, but it can also
help you organize all the issues that concern the human talent of your company.
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