Strategic Absence Tracking: A Key Component of HR Optimization

HR managers know that one of the challenges in the workplace is recording and managing absences and vacations. However, there are some ways absence and vacation can be managed more effectively with a strong absence management policy and good practices. Below we have highlighted some of the things to consider when recording absences.

Dealing with circumstances such as sick leave and absenteeism - among other types of workplace absences - is commonplace for companies small and large. In 2021, an estimated 149.3 million working days will be lost due to illness or injury in the UK.

What can HR managers do to ensure that absence is not too disruptive and difficult to manage within their organization?

Implement a solid absence management policy

The first step to managing absenteeism in the workplace is to have a clear absence management policy. Check out our article “How to Create a Clear Absence Management Policy” for everything you need to know.

Consider aspects such as how and to whom employees should report their illness, determine how the company must obtain a medical certificate and how it will ensure that the employee returns to work safely and easily after his or her absence can return.

When it comes to booking vacation or other types of vacation, you should consider how much notice the employee needs to give and who has the authority to approve vacation requests. Also consider whether there is a minimum need for resources or criteria. Of course, you need to ensure that all of this is clearly communicated to employees in your company and that HR managers are aware of the process.

Set thresholds to detect patterns

In order to monitor and track absenteeism so that it can be better managed within the company, or to reduce high absenteeism rates, it is important to recognize some early warning signs and patterns when an employee is taking high levels of absenteeism.

It's important to record all absences individually - and you can compare this with colleagues, at company level or against industry or sector data and norms. Complete and accurate records enable you to manage effectively.

You can also see which days of the week the employee is often absent. For example, if it's usually a Monday, there may be a reason for that. Maybe he's caring for a relative on the weekend and feels too exhausted to come to work on Monday morning. A calm, discreet conversation with the employee can encourage them to confide in you and steps can be taken to support the employee, such as:  introducing a different working time arrangement to help him reconcile work and private life.

Perhaps an employee always takes sick leave at the beginning or end of the month, so monthly reports or end-of-month appointments mean too much stress for him in addition to his daily workload. Again, recognizing this possible pattern and gently asking the employee how they are feeling can provide insight into how they are feeling so that steps can be taken to ease the employee's stress and reduce their absenteeism.

Consider your personal development and that of others for better communication

As in the scenario above, honest and personal conversations with employees are sometimes necessary to understand how they are feeling or whether they are facing situations that are causing them to miss work more often.

It is therefore important that business leaders, HR professionals and HR managers are equipped to have these conversations. This may mean additional training is required to ensure your teams have the necessary skills to support employees. This may include learning how to listen effectively and how to address difficult topics such as bereavement, long-term illness, depression, or other types of mental illness.

Promote a positive work culture

To ensure employees remain happy and confident in their roles, it is important to maintain a healthy work culture and promote a positive work-life balance. The vast majority of companies already offer their employees a range of perks, from birthday vacation and a training budget to discounted gym memberships and health insurance. But is there anything else you could introduce to promote employee well being?

Conduct an anonymous, company-wide survey to get employees' opinions on what they think is working well in their role and what could be improved. The answers will give you insight into what employees value about their workplace and its culture, which you can take into account when making future decisions. The survey also shows employees that you are open to new ideas and take their feedback into account.

Plan for long-term illness

It may happen that an employee becomes ill for a long period of time and therefore has to be released from work for a longer period of time. The illness can result in a disability that results in the employee no longer being able to perform work in the same manner or in the same places as before.

If you have an employee who is away for an extended period of time, you should always seek advice from a doctor about the best way to return to work. A phased return is often recommended, or other adjustments to role, working hours or location are made. Open communication is crucial here so that both parties are aware of the situation, the timelines for a possible return to work and the options for dealing with this situation.

Depending on the circumstances, the employee's human resources manager or manager should have regular check-ins with the employee to see how they are doing. As the employee recovers, discussions can be held about how to gradually reintroduce the employee to work. You may want to start by inviting him to work one or two days a week and increasing that number over time. It is also important to consider whether the employee can come to the office and/or whether they have suitable space and equipment to work from home.

To be flexible

Absence due to illness is commonplace in every workplace. There are also dentist and doctor appointments, an urgent visit to the vet, short-term care for a relative or a car breakdown that leads to delays.

Understanding that personal life sometimes gets in the way of work is a key factor when dealing with absences and vacations. Sometimes this can't be helped, and dealing with genuine absences in a supportive manner will help the employee feel confident in their role and return to work seamlessly and without unnecessary interruptions.

There are numerous legal and company-internal regulations that support companies and employees in dealing with absences, e.g.  Exemptions for relatives. Companies can convey this to their employees through comprehensive training, an employee handbook and good conversations - they get to know their employees.

Companies should consider investing in an absence tracking system that centralizes all absence information in one place, so you know who is sick, who is on vacation, who is taking time off, and so on. In addition to tracking absences, you can also book and approve vacation, remind employees to take annual leave, and set up alerts to help you identify potential problems if an employee is excessively absent.

Strategic absence tracking is crucial for HR optimization, ensuring effective management and fostering a positive work culture. Implementing clear policies, detecting patterns, and promoting communication contribute to a well-rounded approach, and tools like IceHrm streamline the process.