Managing Absenteeism: The Role of the Supervisor
Absenteeism in general and unscheduled absenteeism in particular has an adverse effect on morale, productivity and profits in any business, but even more so in small and medium enterprises where the staff complement is limited. It is therefore not surprising that absenteeism is one of the most persistent and challenging problems confronting management on a daily basis.
In most companies, the responsibility for managing absenteeism falls primarily on immediate supervisors as they are often the first or only people who are aware that the employee is absent.
They are also best positioned to understand the circumstances surrounding the employee’s absence and first to notice a potential problem. Their active involvement in the company’s absenteeism policies and procedures is therefore critical to their overall effectiveness.
To ensure that Supervisors are confident in managing absenteeism, they must enjoy the full support of senior management and the policies and procedures need to be applied consistently across all departments within the organisation. In addition, supervisors should receive adequate training on their responsibilities in the management of absenteeism, how to conduct effective return to work interviews and the implementation of disciplinary action where appropriate.
The Responsibilities of the Supervisor
- Ensure that all employees are aware of the Company’s policies and procedures relating to absence from work.
- Be the primary contact person when an employee calls in to advise that he/she will be absent.
- Maintain adequate and up-to-date records of all employee absence as well as expected return date and whether medical certification is required or not.
- Look for patterns such as absence over month-end, after pay day or before or after weekends, etc. as these are usually an indication of a more complex problem.
- Conduct effective post-absence or “return-to-work” interviews.
- Implement disciplinary action where this is appropriate.
The Return-to-Work Interview
Don’t let any unscheduled absence go by without an interview as it is one of the most effective ways to manage and reduce absenteeism. This interaction should take place as soon as possible after the employee reports for duty following the absence (not more than one day following the employee’s return).
The purpose of the interaction is to:
- welcome the employee back to work and show support and concern for their wellbeing,
- establish whether the employee is well enough to resume active duty,
- complete the necessary paperwork to ensure the absence and the result thereof is accurately recorded,
- demonstrate management’s commitment towards controlling absenteeism,
- investigate and explore suspicious circumstances and/or issues the employee may have which may be underlying causes for the absence,
- act as a deterrent for non-attendance for frivolous reasons.
Throughout the process, the employee must be aware that this interaction is not merely part of the company’s procedures, but a formal and structured process during which the absence has been noted and that it could potentially have an impact on his/her continued employment. In the event of an unacceptable pattern or high levels of absenteeism, the employee should be made aware of the company’s disciplinary and incapacity procedures. However, at no time should this interview be used as a form of punishment.
The process should be handled in an objective and consistent manner to ensure that all employees are treated fairly and equally. Failure to address absenteeism or addressing it inconsistently could result in low morale and low levels of engagement.
Be supportive of legitimate personal problems, such as a family crisis, genuine health issues, etc. Show empathy and offer assistance where appropriate, which may include counselling, training or even paid leave to deal with a personal problem.
Where a particular employee’s absenteeism does not improve and/or management is not convinced of the legitimacy of the reasons for their absence, it may be necessary to progress to formal disciplinary action. It is important that such action is taken timeously and decisively and in accordance with a fair procedure.
Pro-Act HR and IR Consultants can assist you to ensure that the correct procedures are followed. Contact us!