Employee Absence Management

Human Resource Management


Many companies are progressively identifying the increased costs that come with high levels of employees not reporting for work. The employers are frequently doubtful about the extraordinary situations and the kind of challenges the workers might be experiencing. Moreover, the employees themselves are often unclear about how these problems need to be adequately addressed. Interestingly, many employers admit that there are some levels of absence that are inevitable. It means that the staff members are absent from their workplaces because they are genuinely ill. In addition, the majority of the employers identify that handling the worker’s absence matters is frequently complicated and conceivably sensitive.

As a result of the issues associated with high levels of sickness and high absent rates in the majority of the companies, the absence management tool is very crucial (Pink 2009). It has been developed to administer a summary of how to address and manage the employees’ absence and sickness levels in the industries. The given tool is aimed at answering many significant queries connected with the work related issues. Some of the significant requests include questions such as whether the industry experiences difficulties with the absence rates and in what ways the company establishes an absence strategy. Moreover, it considers the approaches the organization uses to tackle the challenges associated with short-term absence (Russell 2008). Most importantly, it also examines how the business addresses the issues connected with the long-term absence from work. Furthermore, this tool is designed to aid the companies establish an absence and sickness policies in order to underpin the corresponding strategies. The following paper will cover the steps that the management should take to investigate and minimize the high levels of sickness and the employees’ absence in the workplace.

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Steps Taken to Investigate and Reduce Employees Absence

The organization management need to develop an absence policy to minimize the employees’ absence from work. As a rule, it incorporates the company’s rules and guidelines that the workers are to adhere to if they are certain that they will be unavailable for work. A productive absence policy encompasses many significant elements. Some of the major ones include incorporating a clear declaration of the standards of attendance expected by the industry. Additionally, it constitutes specific management assurance to the company’s absence policies, measures, and guidelines. Another crucial element is the standardized measures for addressing and managing the absence. The organization’s administration needs to formulate orderly procedures in order to examine and sufficiently deal with the issues associated with the employees’ absence from work (Russell 2008).

Furthermore, the company needs to ensure that absence policies, standards and guidelines are communicated effectively to all workers. It is because the absence management tool is often viewed as a stand-alone matter which is written and released to the employees individually. The main challenge experienced with a discrete policy is that it is not reflected in various Human Resource materials or printed copies. Undoubtedly, worker’s attendance in different industries is a fundamental issue that needs to be revealed to the human resource management. Moreover, the company’s absence management policies and measures are to be systematically promulgated among the staff members and repeated in any important documentation. Some of the essential records that might include absence policies are duplicates of terms and conditions, workers handbooks, induction copies, hardcopies put on the notice boards and many others (Russell 2008). Obviously, if the information is reiterated clearly and plainly, the workers and the managing directors will identify that it is not simply something to ignore but is a genuine concern for the industry.

Another crucial step that the management should consider is to incorporate administrative and management systems in place in order for the policies to be implemented efficiently. It should include the one that automatically reports the employees’ absence to the managing director. It also needs to record the initial notification of the absence and information about the expected period of not being at work. Furthermore, the scheme should include the requirements for issuing medical certificates in case the employee claims that he or she is ill. Additionally, the management system needs to generate both soft and hard copy documents with the details of the requirements for reporting on the specific dates for returning to work (Dessler 2012). What is more important, the rules and guidelines need to state the person whom the information needs to be provided to. For example, the employee’s medical records are to be forwarded to the appropriate manager.

The company needs to develop systems for reporting employees’ absence to Human Resource either for principal controlling or support intentions. It is important for a manager to have the main records of the individual workers and those detailing the employees’ absence (Dessler 2012). With the help of this, the manager will be able to inform the person in charge of absence statistic. Additionally, he will also be in a position to assist in issuing support to line managers in handling the worker’s cases.

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An effective management system to ensure suitable application of the absence management guidelines and program is another crucial step. It is fundamental to adopt the Human Resource Information System in the organization. It is capable of issuing notifications of the employee’s absence to the manager’s computer. For example, the scheme might send notices concerning the supplying of the employees with the medical certificates and the requirements for the updates on the expected period of the absence (Dessler 2012). It might also include the employees’ commitment for a brief interview after he/she returns to work. Furthermore, the policy needs to incorporate the appropriate duration that the line manager expects employees’ formal action (Dessler 2012).

Formulating clear procedures for communicating with absent workers is another significant step that should be considered by the organization management. It is fundamental to maintain appropriate contact with them regardless of the reason of their absence. Additionally, the nature of this kind of contact with the staff members will vary depending on the aspect and the amount of time taken by their absence (Mathis & Jackson 2010). However, it is important that the contact is developed, practiced and maintained from the earliest stage. It will show the workers that the company’s management is taking the employees’ absence earnestly. In addition, the person assigned to this role gives the manager the required information on a continuous basis to ensure that every suitable action is carried out.

Steps to Take to Investigate and Reduce High Levels of Sickness

The managers need to develop a sustained leadership at the top level which is crucial in investigating and minimizing high levels of sickness. It is because of the fact that without the maintained leadership the company’s staff will not be motivated to carry out any actions including those associated with health. Furthermore, the companies where the vice chancellor emphasizes that addressing occupational health, security and sickness absence is a fundamental priority will be the ones that get things accomplished (Mathis & Jackson 2010).

Formulating a suitable occupational health service is another step of reducing high levels of sickness in the active industries. The organizational management need to invest in the developed and more aggressive occupational health arrangement that generates efficient savings in a comparatively short duration of time (Mathis &Jackson 2010). Most importantly, an aggressive occupational health service together with healthy assisting working environment play a crucial role in avoiding cases associated with high levels of ill employees. Additionally, it enables the company to manage the common health issues proactively in order to assist the workers to remain healthy in the industry.

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Promoting training and support for organizational managers together with their subordinates is another fundamental step. The open working relationship between the line managers and usual employees is significant since it might make a real difference in the company. Moreover, the company needs to promote routine and supportive frequent contact with those absent employees who are medically ill (Noe 2008). This practice of the organization’s staff might have a major positive impact on the worker’s motivation to return to work earlier. Consequently, such an ongoing company’s practice will boost individual’s desire to come back to work.

Developing efficient management systems and employees’ data systems to provide better absence management is another significant step. The organizations need to incorporate management systems for recording recent and accurate sickness data that function in real time. Again, the system allows the employees’ sickness data to be divided according to the area and cause. These practices will allow the industry to appropriately control occupational health and security of the workers. Moreover, it will also minimize the time wasted because of sickness employee’s absence. Thus, the company’s adoption and the effective use of the real-time recording systems will enable it to investigate and minimize high levels of sickness in the company (Noe 2008). Besides, it is perceived to be the best way to measure advancement towards dealing with workers’ sickness absence.

The organization needs to safeguard and publicize the health and social well-being of the working individuals to bring up a healthy active population (Pink 2009). It needs to establish a desirable workplace and a healthier workforce that maintains and improves employees’ image and reputation of an active worker.


In conclusion, prevention is the best practice to investigate and minimize the challenges in a company since it is better than cure. Because of this, organizations need to provide crucial support to the process of productive absence management and carry out early interventions to prevent workers being unavailable for medical reasons. Hence, the organization should provide advanced medical opportunities for employees to recover from sickness while at work. It will create a healthy working society that leads to the increase in returns on investment into the nation.

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