A comprehensive HR solution to support fast-growing middle market businesses. 3. We understand that communicating your attendance expectations with your staff can often be tricky, but it doesnt have to be. There are questions you should and should not ask employees in different workplace circumstances, and its important to have HR looped in to avoid any potential bumps in the road. On the other hand, unexcused absences occur when an employee misses work without a valid reason or without seeking prior approval from their supervisor or manager. Say goodbye to no shows that stack up to excessive absenteeism over time. A practical guide to managing difficult employees, 5 ways employees could be scamming your time and attendance system, Post-pandemic employee turnover: Why its happening and what to do about it, Full-Service HR for Middle Market Businesses, Human Capital Management & HR Technology Suite, Scalable HR and payroll administration infrastructure, Risk mitigation and HR-related compliance, Advanced workforce technology and analytics, As-needed support from an HR service team. 9 min. Discover what SHRM-SCP stands for and how this prestigious certification benefits HR professionals, including exam preparation tips and industry recognition. As a formal warning, this letter can be used to justify future discipline, up to and including termination. Try these 7 steps: Poor employee attendance can be a serious issue one for which many business leaders feel unprepared to address. Performance Improvement Plan (PIP): Employer guide and template Our carefully crafted email takes into account the different scenarios that may arise and ensures that your message is effectively communicated to your staff. SAMPLE Addressing Attendance You may supervise both hourly and salaried employees. Open, respectful communication can often help resolve problems before they become habitual. Without giving notice that theyll be out. Furthermore, using a modern attendance tracking solution like TeamSense, employers can simplify the process of managing and monitoring absences, allowing supervisors and HR managers to make informed decisions and maintain a strong digital connection with their frontline teams. No, using vacation and sick days doesnt usually fall into the excessive absenteeism category. ), Consider offering benefits that improve employee health and well-being. A federal judge on Tuesday blocked key Biden administration agencies and officials from meeting and communicating with social media companies about "protected speech," in an . These two categories play a significant role in the management of attendance and the overall productivity of a workplace. You can also export attendance reports as CSV. Managing attendance issues | Office of Financial Management Union (note: NP-2 only), Phone: 860.486.3034 Common causes of attendance issues in the workplace can include personal issues such as illness or family emergencies, transportation issues, job dissatisfaction, or lack of accountability. You have been asked to look into the issue. Tell the employee of any attendance problems, if you go over the evaluation in person. rates. We wish you and your staff the very best and look forward to seeing you again soon. In addition to low morale, high absenteeism rates affect productivity and cause teams to miss their project deadlines. Letting excessive absenteeism go on for months before you talk about it does a disservice to everyone involved. Your employees may wonder why they work so hard, when one particular employee suffers no repercussions for his absenteeism. A supervisor has shared that one of their employees is not adhering to office hours. Let us use our phones only where technology is used to enhance work. This field is for validation purposes and should be left unchanged. Your email address will not be published. 1. Now that weve discussed the best option for managing employee attendance lets look at one of the best attendance tracking software available today. In the old days, I think it was easy to toss employee issues over the fence to HR. 5 Ways to Address Employee Attendance Issues | HRZone By providing valid documentation or advance notice, employees can usually secure approval for these absences without any negative repercussions. Consider allowing more flexible working hours when possible; this doesnt mean employees wont take time away, but it may mean they will make up the hours by working a different start or end time instead of missing an entire day or the remainder of a shift. Please feel free to reach out to me and speak out your heart anytime. Given our reliance on electronic mediums to communicate, most HR communication is through emails. Once youve made clear that youve noticed, follow up with something like, When we dont hear from you like weve defined in our policy, we get concerned that something may have happened to you. How to Handle Employee Attendance Issues or Problems If you cant, it is even more important to follow our process concerning absenteeism. When theres a lack of serious consequences for absenteeism, employees wont take it seriously. A tsunami of post-pandemic employee turnover is forecast for the foreseeable future. The employee was gently urged to set his alarm for 15 minutes earlier. You can even point your employees back to the employee handbook they signed when they started with your company (which should have clearly covered absence and call-out expectations). Given the impact an employee attendance issue can have on a business, its essential to address it sooner rather than later. This is also a good opportunity to thank the staff member for their attention and dedication, and to express confidence that the issue will be resolved in a timely and satisfactory manner. You can usually request this information from your company's HR manager. Of course, there are many perfectly reasonable times employees will need to be away, and no one is advocating for employees to work when theyre ill or have emergencies to handle. The definition of how many absences equals an excessive amount is up to you and your attendance policy. To open the conversation, you can use the following email template: I have been noticing lately that something is bothering you. (The same could be said for allowing employees to occasionally work from home. All you need to pay your people made easy, Find a plan that's right for your business. Text written in your workforces primary language, Clarity on the procedures for handling absences, Clear communication on expectations of disciplinary action. If so, youre not alone. Thats why it is so important to notify us. Placing the emphasis on your employees wellbeing helps take them off the defensive. Try these 7 steps: Put it in writing. If the employee has taken more time off than allowed in their benefits package, include this in the write up. And what can you do to stop it? Not only will this help you get your case across, but it will also show the employee involved that you are serious about the issue so they are also more likely to take it seriously themselves. One of your options is to issue a written warning letter but you want to understand why the employee is having the challenge and if you can help address this. 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Effective Business Meeting Invitation Email Sample for Successful MeetingsA Sample Attendance Regularization Email: How to Regularize Your AttendanceConfirming Attendance Email Sample: Tips for Writing a Professional Confirmation Email. Identifying a genuine issue like transportation, child care or illness might allow you to work with the employee to address the absences more effectively. Remind your team member of what was expected of them when they accepted this role. Generate detailed reports of employee performance. Make sure these policies and procedures are known from the get-go. Issued To: John Doe, Senior Customer Representative, RE: First Warning for Irregular Attendance/Excessive Tardiness. Time Doctor monitors the apps and websites visited by your team. Are you prepared to file your EEO-1 report, complete with the employee survey information broken down by EEO job category? To that end, I suggest these five steps: Venting Questioning Building Asking Following up Employees need to vent about their attendance issues. This way, theres no confusion employees are aware of what they need to avoid. Employees should also receive occasional reminders about the policies and procedures and where to find them. HR communicates frequently with employees; often to respond to queries and sometimes to address specific issues. Based on our company values, our corporate culture is the foundation of how we do business with our clients and with each other. 12 Tips To Deal With Employees Who Are Late for Work Here are a few things to remember before this meeting: If employees have a good reason for staying off work, be accommodating and sensitive to the situation because each one is unique and requires a different approach. In this guide, well first examine turnover and retention by digging into the top reasons employees []. Discover the benefits of a performance improvement . After the mass rollout of COVID-19 vaccines during spring 2021, Americans were looking forward to the end of the pandemic as millions were vaccinated. Heres how employees can start tracking time once theyve downloaded the Time Doctor desktop application: The time worked will be recorded, and managers and business owners can easily access this information. A warning letter can help you address and correct attendance issuesbut it doesnt stop them from occurring in the first place. As time worked is tracked down to the minute, its easier to keep track of absenteeism, tardiness, etc., and hold them accountable. It has all the features necessary to help you manage employee attendance with ease. Gather data Your write up should include the employee's attendance record. [Name] [Address] Via [Hand Delivery OR Certified Mail No._________] Dear [Mr./Ms. TeamSense provides an attendance management and communication method that your hourly employees don't mind and supervisors love. As a team, we must prioritize communication and transparency. Monitor and document employee attendance. Their poor attendance record may be the result of a bigger issue. Provide appropriate levels of vacation time or paid time off (PTO) to allow employees to plan in advance for necessary time off for nonemergencies and appointments. Excused absences are those that are considered legitimate and acceptable reasons for an employee to miss work. That said, there are steps employers can take to cut down on unnecessary, unplanned absences to at least encourage employees to take absences only when necessary and to plan in advance whenever possible and appropriate. How to Handle Attendance Problems with Different Employees - LinkedIn Absent with call - 4 points. Explain why it's so important. An excellent way of preventing termination due to absenteeism is to have a detailed attendance policy in place. Be Direct With Fact-Based Feedback. Think back to which of your employees missed work, came in late, or called in sick over the last month. Consider moving an employee's start time back if you can, for instance if they complain that it is difficult to be at work on time because of the time their child's school starts. In some cases, you may be able to arrange a flexible work schedule if it doesnt affect your business and other employees. Consider requiring medical verification. RE: Second Warning for Irregular Attendance/Excessive Tardiness. It also eases concerns about whether remote employees are actually working when they say they are, even if they arent physically in the workplace. The letter should be fact-based, straightforward, and professionaland not a personal attack on the employee.. If one of your employees is struggling with this disease, you might be tempted to fire him or her. Ltd. | All Rights Reserved. As a manager or supervisor, it is important to ensure that your employees are consistently showing up to work on time and meeting attendance expectations. A sample staff attendance concern email is typically used by employers to communicate with employees who have persistent issues with attendance in the workplace. Some employers use point systems to clearly communicate the definitions and the consequences of each. Pay attention to stress and burnout levels, and consider changing job duties if needed to alleviate major problems before they cause illnesses. Thats just the reality of operating a company with people. Over time, the situation can breed resentment and disengagement among employeesand bitterness toward you, their employer. TeamSenses simple absence management tool handles the immediate response when the employee calls out, along with instantly documenting their absence. When it comes to addressing attendance concerns with staff members, its important to construct an email that is both professional and straightforward. With so many laws and rules emerging each year, its never a bad idea to step back and look at the big picture. Have and communicate a clear attendance policy, including the consequences (if any) for missing days of work. To begin with, it is important to understand what is the key challenge being faced by the employee. Absenteeism Sample Written Warning (Relating to Attendance) You want to be sure that the email is professional, does not contain redundant information and succinctly addresses the reason of why you are writing it. Empxtrack is a cloud-based HR software for Human Resource and Employee Management. Employers can help employees improve their attendance by providing support and resources, offering flexible scheduling options, promoting a positive workplace culture, and implementing clear attendance policies and consequences. In fact, evaluating your compliance strategy as []. You can nip absenteeism in the bud by leveraging smart, user-friendly technology. The records clearly show that since ________, you have been absent/tardy on _________ occasions without prior intimation. Track your employees' absences easily and efficiently with an attendance management system you can use right from your phone. To begin with, it is important to understand what is the key challenge being faced by the employee. Sometimes youll need to be extra understanding. I hope this email finds you doing well in your respective roles. You need a clear and consistent approach to effectively curb absenteeism. If so, youve probably asked yourself why, too. What does your organization do to discourage frivolous, unplanned absences without discouraging real ones? Get Free HR Warning Templates Now! Were honored to recognize these champions. Here are six tips to help you talk about excessive employee absenteeism more with your employee. The deadline to submit and certify 2019 and 2020 EEO-1 Component 1 data is Monday, August 23,2021. Heres a copy you can keep for reference.. As a small business owner, how do you handle irregular attendance? Bridget Milleris a business consultant with a specialized MBA in International Economics and Management, which provides a unique perspective on business challenges. Storrs, CT 06269-5075, Request Changes to University's Organizational Structure, Changes in Your Life that Impact Your Benefits, Contact Information Insurance Company/Administrator, New Associate Deans and Department Heads Orientation, Faculty Promotion, Tenure, and Reappointment (PTR), Performance Evaluations for Management/Confidential Staff, Back to Resolving Employee Performance Problems. You can include your attendance policy in your employee handbook. Read about the top platforms for maximizing employee engagement right here. Find out what makes us tick. For example they can receive a bonus after a years worth of good attendance. Go through your attendance records thoroughly to check if the employee is frequently late or absent (also known as chronic absenteeism.). Once the handbook policies are explained to an employee, all employees should sign, acknowledge, and agree to the handbook policies. 7. The timesheet report is another powerful attendance management feature. Do you ever feel like youre constantly fighting a losing battle when it comes to employee attendance? To maintain a productive and harmonious work environment, companies must establish clear attendance policies and guidelines that differentiate between excused and unexcused absences. Dont make a practice out of forcing employees to sign acknowledgments of policies theyve never seen or cant access. All-inclusive HCM service and technology to streamline your processes and procedures. When employees arent doing their part, the entire team may fall behind on meeting deadlines. Traditional methods of recording employee attendance, such as signing in on a ledger, often lack security measures to protect employees data. Simply put, absenteeism is a big deal for business leaders. Lay out your expectations for attendance, and the serious, specific consequences for unexcused absences from work. I would like to reassure you that I am always there to help employees out and ensure that enjoy the time at office. Team members who are always absent can seriously affect your teams productivity. Office Address: 1122, 1122-A, 11th Floor, Tower B-4, Spaze I-Tech Park, Sohna - Gurgaon Rd, Sector . I am available