Addressing Absence Management Challenges

Every day at work, your HR managers face challenges related to absence management.

Leading teams is already a tough challenge. Absenteeism in particular is a problem that can be very damaging to a company. In this post, we consider three main challenges related to absence management and how they can be handled.

Wasted absence management systems

Growing companies in particular can have major challenges with absence management. Nevertheless, it is they who are hit hardest by absence and poor absence management.

However, growth companies are also prone to track absences through very primitive Excel-based or even paper-based systems. A wasteful absence management system creates a backlog of work and can also lead to errors.

HR managers and team leaders stick to spreadsheets or forms because they are afraid that the alternative will cost the team too much money. Or they fear that the alternative will be too complicated.

Still, their basic systems are far from foolproof. Paper-based or Excel-based systems are not only a waste of time, they also lead to errors. It is therefore time to consider alternatives.

Absence management and legal issues

Legal issues can arise when certain absenteeism issues are not handled properly.

Firstly, the employees can become very frustrated when they believe that they have not received all the leave time they are entitled to. Without a system for absence management, it will be difficult for managers to know who has taken holiday and when.

Secondly, it is also very important to track different types of leave. This can provide managers with valuable information and answers to important questions, for example: How often can one get "Friday sick" before it is time to intervene?

Third, let's say some employees found a loophole in the basic Excel spreadsheet system and gained access to extra paid leave. Has it ever happened in your organization?

Such situations happen all the time, and unfortunately they can go completely unnoticed. The worst thing about such a scenario is that another employee might want a few extra days off with pay, but doesn't know how to trick the system. The sense of injustice can grow and lead to workplace dissatisfaction or even legal action.

Choose a system that records the absence accurately

All HR managers know that it is important to build up a solid case when you have repeated problems with absence. Therefore, you should always choose an absence management system that makes it possible to record exactly how many and what types of leave your team has taken.

Another scenario that makes correct absence registration important is an employee who takes long-term leave due to illness. Although unfortunate, long-term illnesses can occur at any time and affect employees of all ages.

In such cases, it is therefore interesting to have an overview of all previous absences with associated reasons. The HR manager must also adjust the number of days off that the employee has access to when he or she returns to work.

Leave can also be granted due to an accident at work. In North America, companies are required by law to keep records of workplace incidents. Therefore, a robust absence management system can help to keep track of the absence, including the reason for the absence.

All in all, you can avoid legal problems and challenges related to absence management with a solid absence history.

Absenteeism hurts your bottom line

Now that we have put the spotlight on some challenges related to absence management, let's talk about costs. Sometimes the costs of absenteeism are not immediately apparent. However, they can be pervasive and hurt the bottom line.

It could be, for example, that the employees take too much or too little paid leave. In both cases, the company loses out. When an employee is overworked and does not take earned vacation time, it can lead to bitterness and negativity. This may result in a lengthy leave of absence.

Another bottom-line scenario could be a close-knit team working to a tight schedule. If a person takes a sick day or two once a week, the team can be behind schedule. If the team works remotely, it is not certain that the absenteeism problem will come to the surface until it is too late.

It is the manager's job to follow up the team. Therefore, every good manager should want to have a good absence management tool in place for their team.

In conclusion, we know that Excel-based or paper-based systems do not work for millennials and generation Z. It is also impossible to maintain the system if you have remote workers or employees in different locations.

In conclusion, overcoming absence management challenges is vital for organizational success. From wasted absence management systems to legal issues and the impact on the bottom line, effective solutions are imperative. IceHrm emerges as a powerful ally, offering a comprehensive absence management system to streamline processes, mitigate legal risks, and boost overall workforce productivity.