10 min read | 29 April, 2020 By Laura Sands
Unplanned absence costs British business dearly. In fact, we’ve estimated that “sickies” cost UK SMEs £900m per year; a cost that few organisations can afford to shoulder over the long term.
But it’s not all bad news - you can get a handle on unplanned absence in your business by using staff absence management tools.
In this guide, we explore:
Absence management – also known as attendance management - is the way a company aims to reduce employee absence.
It covers a broad range of initiatives, from programmes improving health and wellbeing through to disciplinary procedures for excessive and persistent absence.
If you’re able to minimise unplanned absence, it follows that you’ll improve your productivity whilst managing your costs.
Now let's look at the human side of absence management. Unplanned absence can trigger feelings of dissatisfaction within your team. It can lead to workplace stress as well as frustration among employees who have to pick up the work in place of their out-of-office colleagues.
By examining the patterns in your absence data, you can potentially pick up on issues sooner and nip them in the bud. The result? A healthier workforce and a stronger business.
An absence management policy is a combination of programmes and tools to help reduce employee absence.
It needs to strike a careful balance between your employees knowing they can take sick leave and have days off for unforeseen circumstances whilst preventing them from taking leave excessively.
Your absence management policy should include:
Although it might seem as if recording absence is just one more thing to do, it can make a huge difference. It can be an important source of information to help you run your SME successfully.
Recording absences helps you to highlight problems you might otherwise not notice. Without an absence management system in place, you’ll be blind to patterns of absence that you could otherwise monitor. It helps you nip problems in the bud before they evolve into something more problematic.
For instance, you may not notice that one team has more absence than others, or may notice a pattern forming in one of your team members' absences.
What’s more, if you’re recording absences you can dig into the reasons behind them and address the root cause. And this can make a real difference.
It's important to remember that absence from work has a host of causes and can last for anything from a single day to several months. Illness and injury are common reasons, but there may be other less obvious causes.
For instance, the CIPD found that taking time off to care for young children was the fifth main cause of short-term absence. And even if your staff members don’t have young children, perhaps they have elderly parents or a partner who needs extra support.
It can be difficult to arrange for doctors or hospital visits at the best of times, and they may end up “pulling a sickie” just so they can accompany their parents or partner to a routine appointment.
Others may take time off work because they’re being bullied and don’t feel able to reach out for support. Or they may feel they’re not capable of doing their job – perhaps as a result of missing out on training.
Leavism is where employees use their annual leave to work, instead of resting and recuperating. It's the flip-side of absenteeism, and is a real issue in UK businesses.
In fact, the most recent CIPD health & wellbeing survey found that nearly three quarters of people surveyed had seen leavism taking place.
Typically, you may see employees using time off work to check their emails, log into their projects and take calls.
They may also refuse to book holidays or you may find them cancelling their time off at the last moment. As much as these employees may look as though they’re super-committed, this constant presence at work is ultimately bad news for their health and your business.
We need time away from work to avoid burnout and maintain a work-life balance and good health. Without this break, your employees line themselves up for illness and mental health problems, which in turn creates absenteeism.
Whether you notice leavism or persistent absenteeism in your SME, it can be a symptom of a problematic culture. Take steps to build on your culture and focus on putting your team first to minimise leavism. Trust us, your business will thank you for it later.
Sadly, you can’t press a magic button to prevent staff absence. But, with a combination of tools, you can take steps to minimise it.
Here are our top-5 recommendations:
Life is busy. Some employees take unauthorised time off because they just don’t have enough time to deal with all their commitments.
That’s why giving employees the opportunity to work more flexibly can work so well. It works by helping them free up time so they can be more flexible around their commitments.
Try a flexi-time scheme or introducing working from home. You'll reduce unplanned absence, simply by allowing your team to plan their lives more easily.
Likewise, giving employees the opportunity to buy (or sell) part of their holiday allowance can help. Having more time to take off during school holidays means they don’t have to take sick leave in order to care for their children.
This extra time off also give employees that much needed R&R, helping boost their immune systems and improve mental health, making them healthier and more productive when they're at work.
Be clear about what does and doesn’t constitute an acceptable reason for taking time off work.
As part of this, it’s helpful to encourage employees who are feeling a little under the weather to work from home so they can still contribute, recover more quickly and avoid spreading their germs around your office.
Make it clear that there’s no glory in dragging yourself into the office if you’re only going to infect the rest of your team.
But be clear about your expectations. For example, taking a full day off on sick leave just to attend a 30-minute dentist appointment is not acceptable.
Focusing on employee wellbeing helps reduce stress and improve overall fitness which can in turn help reduce your overall employee absence rates.
Your wellbeing programme can be as simple or involved as you like. Even the smallest changes make an enormous difference to the health and wellbeing of your people.
Why not try replacing a vending machine with a fruit delivery, or encouraging walking meetings instead of office-based catch-ups?
These are just some of things you can do to improve absence rates.
Many employees take sick leave because they’re unaware of the options available to them.
What’s more, being open with your team means they'll be more likely to approach you if they have a problem. And this means you can work through problems together.
Your managers have a lot to take account of, so make sure you give them the right training.
Without formal training, they may fail to spot patterns in absences or deal with problems ineffectively. This can damage relationships within their team and amplify problems.
By investing in manager training, you’re giving your managers the tools they need to handle absence management themselves. This means you'll be more freed up to focus on other important tasks.
As with everything, you’ve got to strike the right balance when managing absence.
Watching it too closely can encourage a culture of presenteeism, with your staff dragging themselves into work instead of taking time off sick.
If this happens, not only do they risk passing their illness onto the rest of their team, but they won’t be able to give their full attention to the job and risk making costly mistakes.
On the other hand, being too lenient with time off can result in a culture where your employees take time off for the smallest incident because they know there won’t be any consequences.
If you’d like help implementing your absence management policy, an experienced HR professional could help. Our directory of approved HR consultants is a great place to start.
Monitoring sickness and absence patterns in your SME can help you understand more about your business and the people who work for you.
And this understanding can help you strengthen your business for long-term success and a better place to work.