Employee absences can quickly get out of control if you do not properly manage them. Every time an employee is absent your company has to make adjustments that cost you money because of lower productivity or because you need to call in a temporary employee to cover the absent employee’s workload. While most employee absences are going to be planned, you still need to find a way to keep track of when an employee is absent, why they were absent and if the absence was approved.
Step #1 – Create an Employee Absence Form
The first step in tracking and managing employee absences is to create an employee absence form. This form will include information about the employee, when they were absence, why they were absent and if their absence was approved or not. You will also want to include a notes section where you can write down if the employee called in to say that they would not be at work that day, if they were just a no show or if they got their absence pre-approved. These notes will be used to determine if employee performance problems are caused by suspicious absences or illnesses.
Step #2 – Track the Number of Days Missed
Most companies provide employees with a specific number of paid days off each year. These paid days can be used for any purpose including vacations, personal days and sick days. Some companies also provide the employees with a set number of unpaid days off. These days can be used by the employee for personal use as long as the days off are approved by the employer. If the employee uses all of their paid and unpaid days off that they have been allotted then disciplinary actions may be initiated. This is why it is important to track the number of days that your employees miss.
Step #3 – Inform Employees of Missed Days
To help your employees better manage their use of their paid and unpaid days off you will want to add a note to their paychecks that show how many days off they have taken, and how many days off they still can take. This information can be added to the notes section of the paycheck’s stub or you can print it out on a separate slip of paper. Yo may also want to give an employee a printed warning notice when they are nearly out of allotted days off.
Step #4 – Encourage Employees to Take Days Off
While it may not seem to make sense to ask an employee to take time off, it is important to employees to use their days off. Taking a vacation is important to revitalizing and recharging the employee. Taking a vacation is also a critical part of staying happy and healthy. While the employee may prefer to simply cash in their unused paid days off at the end of the year, you may want to limit the number of paid days off that they can cash in so that they are required to take at least some time off during the work year.