How to Spot 4 Common Warning Signs of Absenteeism

Posted on

August 5th, 2019

Absenteeism costs employers a significant amount of time and money; it also has a negative effect of productivity and overall office morale so it’s best to identify it and address it before it becomes a costly problem. Thankfully, many employees who abuse their paid leave show predictable patterns. This allows employers to pinpoint the behavior to take action.

Predictors that Point to Potential Absenteeism

The following are key indicators of employees who are likely to call out sick when they’re not or otherwise misuse their leave:

Previous absence record. If a structure isn’t already in place, consider implementing an absence management system to keep track of all absences. It’s easy to forget who called out on what days and how many times when a business begins to grow. Having documentation can provide easy to digest data and identify absenteeism.
Job characteristics. Employees who work jobs with repetitive tasks are more prone to absenteeism. Encourage managers to rotate employees through these tasks to maintain morale and interest in the work. Employees who feel engaged are much less prone to absenteeism.
Work environment. No one wants to work in a stressful environment. Make sure managers know positive methods of communication. Making sure to spread load work so no one is overwhelmed can help keep stress levels at bay as well.
Shift work. It’s not always possible to avoid night shifts or shift work. However, those employees are more prone to burnout and absenteeism. Building flexibility into leave policies for these individuals can help mitigate this issue.

Absenteeism is rarely a problem without a root cause. Identifying what the problem is early on can help employers address the issue and make changes if necessary to accommodate employees. For example, an employee who always arrives late may have a difficult childcare situation. Allowing that employee to shift his or her hours to the right can solve the issue.

Regardless, having a reliable absence management system in place is a must to identify questionable attendance. This allows employers to deal with attendance issues before they become a recurring problem. Contact the experts at Actec to learn more.

5 Methods to Keep Employees Engaged During the Summer

Posted on

July 15th, 2019

Andrew

With the arrival of warm summer weather and enticingly clear skies, employers may notice their staff’s attention wandering. With friends and families going on vacations all around them, it’s hard not to daydream, especially when they live vicariously through it on social media. Employers may notice employees calling out frequently on Fridays or Mondays to prolong their weekends or other disruptive absences.

The following are several ways that employers can encourage better engagement during the summer months before attendance becomes an issue:

Allow for flexible schedules. Instead of dreading to see if employees call out on Friday, work with their desires. For example, allowing for summer schedules so employees can work longer hours Monday-Thursday in order to have Fridays off can be hugely appealing for many employees. Depending on the organization and industry, employers may be able to offer half-day Fridays through the summer months as a benefit.
Encourage creativity. Dress down or casual Fridays are nothing new. However, employers can add a fun and creative twist to them by giving certain Fridays of every month a theme. For example, one month could be a tropical theme where employees dress in their favorite Hawaiian shirt. Employees could hold a vote on who has the best shirt for a chance to win a small prize such as a gift card. Letting employees express themselves through their clothing as well as offering them a chance to win a prize can be a powerful motivator.
Hold outdoor meetings. Part of the appeal of calling in sick to work on a beautiful summer day is to enjoy the nice weather. If possible, try holding meetings outdoors so employees can take in some fresh air. Putting in picnic tables in a shaded spot can also allow employees to eat outdoors.
Host a company picnic. Holding an annual event can be as simple as grilling out or as involved as ordering catering. Either way, companies should include games like corn hole or bat mitten as well as encourage employees to bring their families along, too.
Set goals with rewards. Establishing tangible goals whether to increase marketing ROI, improving customer satisfaction, or even aiming for perfect attendance can go a long way toward improving engagement and productivity. This is especially true if there is a reward for achieving the goal. This can be as simple as a free lunch on the company’s dime or as large as an extra paid day of leave.

One last point worth noting, employers should encourage their employees to take vacations. While it may seem counterintuitive to actively suggest employees take off a week of work, it reenergizes and improves their overall wellbeing. Employees who go on annual vacations are much less likely to experience burnout and the associated attendance issues that follow.

If your workplace is struggling with absenteeism during the summer, Actec can help. Contact us to learn more about our absence management solutions.

How to Reduce Allergens in the Workplace

Posted on

May 27th, 2019

Andrew

Many individuals suffer from seasonal allergies; however, for some, it’s a debilitating issue that can be hard to manage. With up to 30% of Americans suffering from allergies, it’s one of the top three reasons employees call out of work. It’s worth the time involved for employers to try and reduce allergens in the office as it improves productivity and employee well-being as well as reduces absences due to allergies.

The following are several steps employers can take to help the allergy sufferers in the building:

Smart workspace arrangement. Many individuals suffer from pet allergies, with dogs and cats being the most common. When deciding where to place various workstations, keep these individuals in mind and avoid seating them next to a pet owner.
Stay on top of filtration needs. Pollen infiltrates a building through obvious sources such as opening and closing exterior doors and windows. However, a robust air filtration system can help combat this. Changing air filters often can also help address this issue.
Manage dust mites. Dust mites are among the most common allergens found in houses. Unfortunately, it’s very easy for employees to carry them from their home to the office without realizing it. Dust mite eggs can nest in carpets, upholstered furniture, and even cubical walls if they’re covered in any type of fabric. Frequent vacuuming and carpet cleaning can help reduce the number of dust mites that linger in the workplace. Dusting workspaces and wiping them down can also help.
Avoid plug-in scents and aerosols. While these are common bathroom items, they also emit fumes that can cause serious issues for allergy sufferers. Companies should steer clear of cleaning products that eject volatile organic compounds into the air and use less abrasive alternatives instead.
Find the best allergy medicine. While antihistamines are effective at reducing allergy-induced itchy, watery eyes and runny noses, they can also make employees drowsy. Tiredness is just as likely to affect productivity as allergy symptoms are, so it’s best to combat allergies with non-sedative antihistamines.

The constant sneezing, running noses, and other common issues related to allergies can render employees incapable of working if the symptoms become severe. Taking steps to reduce common allergens can help employees better manage their allergy symptoms, improve their productivity, and reduce allergy-related absences. Contact the experts at Actec to learn more about reducing absenteeism.

5 Questions to Ask When Employees Take Prolonged Breaks

Posted on

May 20th, 2019

Andrew

Absenteeism is a problem all workplaces have to manage. However, attendance problems aren’t limited to employees abusing their sick leave or calling out without notice on a regular basis. Smaller problems, such as tardiness, skipping out early, or excessively long lunch breaks can erode productivity and staff morale.

Long lunches can be particularly hard to notice since they occur in the middle of the day. Many employees take their lunch break at their leisure and the time can shift from day to day depending on meetings, projects deadlines, and more. Companies that allow for flexible work hours may have an even harder time noticing the long lunch breaks since employees arrive and leave at various hours.

Even so, there are several steps employers can take to rectify the issue without revoking the flexibility the rest of the staff enjoys and doesn’t misuse. Before approaching the employee, managers should try to identify possible explanations before jumping to biased conclusions. The following questions can help provide insight:

Has the employee recently taken on more challenging work?
Has a major life change occurred for the employee such as a new child, marriage, or family member moving in with them?
Are employees aware of who to talk to when they are overwhelmed or unsure of their responsibilities?
Do your employees have the tools they need to complete their work?
Does the company’s culture encourage open lines of communication?

Answering these questions can tell management a great deal before even speaking with the employee. It is quite possible the problem lies more with the company culture than the employee if the individual feels unable to ask questions or communicate with their boss.

3 Likely Reasons for Long Breaks

While every employee’s situation is unique, a few common scenarios most often account for why employees take long lunches or frequent breaks during the day.

There is a health issue or family concern. If an employee opts to share this information, employers should approach the situation with understanding and compassion. There may be federally mandated leave options for the employee as well to help them address the issue effectively before returning to work.
They don’t feel challenged. Simple boredom can result in an hour-long lunch stretching into an hour and a half. If employees find their work to be dull and uninspiring, they aren’t going to feel compelled to return to the workplace. If that’s the case, offering these employees professional development opportunities or discussing increasing their responsibilities can be a step in the right direction.
They are overwhelmed. If the employee recently took on new projects or responsibilities, the long breaks may be a way for him or her to escape from the new stressors. Discuss the challenges with the employee to identify easy to remove roadblocks or develop better work habits to help the individual manage his or her workload more effectively.

Ignoring attendance problems never ends well. In fact, other employees will notice the lack of response and will either grow resentful or emulate the behavior themselves. Implementing a robust absence reporting program can help identify attendance issues before they become a major concern as well as reduce absenteeism. To learn more, contact the experts at Actec.

5 Ways to Foster Better Wellness through the Workplace

Posted on

May 6th, 2019

Andrew

Straight from cold and flu season to allergy season, most workplaces are seeing an increase in requests for time off due to illness. While these sick days are understandable, they still have a negative effect on productivity and put additional stress on the remaining employees. Taking the following steps can help prevent the spread of illness in the office:

Eat nutritious foods. Eating a balanced, healthy diet can boost immune health. Providing employees with nutritional guides, apps, or even food during the day can help to adjust unhealthy habits and improve immune system function.
Use appropriate hand washing techniques. Many people don’t wash their hands correctly. Giving a cursory rinse won’t do much to rid them of germs. Employees should aim to wash their hands with soap and warm water for one minute or longer. Employees should make it a habit to wash their hands regularly, especially before eating, and proper dispensers and cleaning agents should be used.
Sanitize desks and high-traffic areas. Any surfaces that employees interact with regularly are breeding grounds for germs. The flu virus can live for an extended period of time without a host, so it’s easy to spread it around the office. Further, pollen, pet dander, and other contaminants get tracked in from outside and can aggravate allergies and sensitivities among colleagues. Using a sanitizer on surfaces and objects employees touch regularly can help reduce the spread of inflammation, disease, and other stressors.
Encourage sick employees to stay home. Many employees feel compelled to return to work before they are fully recovered. This is a two-fold problem. For one, the employee may relapse from pushing too hard too soon, causing an even longer delay in their return. Another issue is that they may still be contagious and infect other employees. Ensure that you provide your employees with an adequate amount of sick time, that processes are in place in each team for such occasions, and that working from home during recovery is as easy as possible but not compulsory.
Review sick leave policies. Employees need to understand their paid time off for sick leave and their options should they use it all. Employers also need to remain cognizant of protected leave such as time off that falls under the ADA or FMLA. Employers should also consider allowing employees to work from home following an illness. The CDC recommends employees stay home for a full 24 hours after they are fever-free without the assistance of medicine. While they may feel well enough to work, they could still be contagious.

Taking steps to ensure employees stay healthy is a great way to prevent absences due to illnesses. To learn more about absence management, contact the experts at Actec.

What Employers Need to Know About Protected Absences

Posted on

April 8th, 2019

Andrew

Employees need access to paid time off to recover from illnesses, address family matters, and take well-deserved vacations. However, there is a big difference between an employee who calls out sick to recover from the flu and an employee who calls out frequently for no apparent reason. Every employer knows that chronic employee absences are bad for business; however, not all absences are punishable. In fact, federal law protects many of them.

Before employers begin disciplinary action against chronically absent employees, they need to make sure the employee didn’t miss work for any of the following reasons:

FMLA. The Family and Medical Leave Act allows employees to take time off work to deal with major life events. These include the birth of a child; adopting a child; caring for a severely ill or injured parent, spouse, or child; severe health conditions that prevent the employee from working; and personal or family emergencies related to their involvement with the military. To qualify, employees must provide documentation such as a doctor’s note, adoption paperwork, etc.
USERRA. The Uniformed Services Employment and Reemployment Act protects service members against disciplinary action following absences due to their service. For example, the military may activate employees serving in the reserves, requiring them to deploy. This act protects absences related to tours of duty as well as absences spent addressing emotional and administrative issues related to the deployment.
ADA. The Americans with Disabilities Act requires employers to provide reasonable accommodations for employees with documented disabilities. If an employee misses work because his or her duties cause undue hardship, federal law protects that absence.
Title VII of the Civil Rights Act. While this act focuses on preventing discrimination in the workplace, employers need to keep it in mind when addressing absences. For example, the act protects employees who call out for a religious holiday or ceremony. Employees need to determine the root cause of an absence before beginning disciplinary actions; otherwise, they may find themselves facing a discrimination lawsuit.

While the above absences have legal protection, not all absences are legitimate. Employers need a robust absence management solution to help them keep track of employee attendance and determine which absences are reasonable and which require a closer look. Contact the experts at Actec to learn more about reducing absenteeism in the workplace.

5 Absenteeism Causes Lurking in Your Office

Posted on

March 25th, 2019

Andrew

Employee absenteeism comes with a hefty cost. Employers lose money on the employees who aren’t working, the employees who have to stay late to pick up the slack, and on costs related to HR managing unplanned absences. However, while it’s easy to assume absenteeism stems from laziness, this is not typically the case. There are several underlying reasons that can contribute to attendance issues.

Illnesses and injuries. This type of absence is unavoidable. If an employee is contagious or suffering from a debilitating injury, they can’t and shouldn’t come to work until they are fully recovered. Otherwise, they run the risk of infecting other office members or relapsing. Having a solid absence reporting system in place can help mitigate the effects of these types of absences as HR and employers can be aware of the issue as soon as possible and develop a plan to deal with it.
Low morale. If conflict is a constant norm in the office, employees aren’t going to want to show up for work. Existing in an environment fraught with tension is less than ideal and ultimately results in attendance problems and low productivity. High-stress work environments can also cause low morale and disengagement. Management can mitigate some of this by offering positive feedback and rewarding exceptional work.
Burnout. Some employees work themselves non-stop in their zeal to commit to their work. However, coming in early and staying late without a break will eventually result in burnout. Sometimes, employees do it to themselves because of their personalities. Other times, employees overwork themselves because they believe it’s what their managers expect. Setting realistic expectations for working hours can help prevent this issue.
Not enough flexibility. A traditional nine to five schedule doesn’t work for everyone. Employees who attend college or have to get children to and from school may need to shift their work hours to the left or the right to ensure the best work-life balance. When employers force rigid schedules, it can breed resentment and result in attendance problems such as ducking out early.
Time theft. Continuing with the above, not all forms of attendance issues manifest as missing an entire day’s worth of work. Tardiness to work or meetings, leaving early, or taking long breaks all add up to lost productivity.

Implementing an absence reporting solution can help give HR employees the tools to identify, track, and manage attendance issues. If your company is struggling with absenteeism or attendance problems, Actec can help. Contact us to learn more about managing absenteeism.

Absenteeism and Workplace Stress: Six Tips for Managers

Posted on

March 11th, 2019

Andrew

shutterstock_136833263 - Copy (5) Stress is dangerous, both to your employees and your company. For your employees, stress imposes high psychic costs – depression, fatigue, and social withdrawal – and is a major factor in heart attacks, hypertension and other disorders.
For your company, workplace stress imposes major costs in reduced productivity, sales and profits. It’s also a major factor in employee absenteeism. In fact, an employer survey by UK-based CIPD found workplace stress to be the biggest cause of long-term absenteeism.

The responsibility to deal effectively with stress is one of the most important and challenging aspects of every manager’s job. To reduce workplace stress and absenteeism, here are six tips for managers.

Prioritize and organize. Set the tone from the top by controlling the pace and volume of work. Though you can’t always control the pace of work, try to limit the duration of high-stress periods and let them know there’s a light at the end of the tunnel. Avoid unreasonable deadlines. Be sure that the assignments you give to your employees are suitable to their abilities and resources. Clearly define employees’ roles and your expectations for performance.

Communicate. Engage your employees in big decisions, especially those that affect their jobs. Find ways to show employees that you value their contributions and make clear there are opportunities for career development. Keep them informed on important company decisions and developments. Listen attentively, not only to the words but the emotions your employees are trying to communicate.

Support an entrepreneurial atmosphere. Empower your employees. Delegate. Encourage and reward creativity. Project energy and enthusiasm. Emphasize teamwork and collaborative problem solving – and celebrate your team’s successes.

Resolve conflict positively. Workplace conflicts can be a major source of employee stress. By being proactive and positive in resolving conflict, you can reduce tension and create an atmosphere of trust and cooperation.

Adopt flexible work arrangements. Rigidity in work schedules can be a major source of stress for employees who live hectic lives outside of the workplace, especially those who must tend to the needs of children or elderly parents. By recognizing employee needs with flexible work arrangements, you can engender greater loyalty and work satisfaction.

Practice effective ‘self-management’. Emotional intelligence is essential to bolstering self-confidence, defusing tension, and maintaining that all-important sense of humor in projecting a sense of calm and leadership. Stress can undermine your capacity to exercise emotional intelligence and sound judgment, so do all you can to increase your capacity for self-awareness and self-management. Be attentive to your physical and emotional health. Connect with others at work. Discuss problems with someone you trust. The better you feel, the more resilient you’ll be in the face of stressful situations.

Workplace stress is a greater factor in absenteeism than most employers realize. Many employers fail to track the extent of absenteeism or investigate its causes. Depending on size and operational scope, many organizations may benefit from finding an outsourced solution to help manage the process. For more information on our absence reporting and employee absenteeism services, contact us.

7 Ways to Improve Attendance and Staffing Issues

Posted on

February 25th, 2019

Andrew

Some attendance issues are unavoidable. Accidents on the roads, illnesses, and more can creep up on employees unexpectedly and force them to arrive late or take a sick day. However, the amount of false sick days employees take is on the rise. From 2016 to 2017, the number of employees calling in sick when they weren’t rose from 35% to 40%. When an employee has persistent attendance issues, it can tank office morale as well as productivity.

The following are several effective strategies for reigning in attendance problems:

Lead by example. Management can’t expect their employees to arrive on time and work a full day if they don’t do so themselves. Employees will take note of their boss’ work ethic and be more likely to reciprocate punctuality.
Address attendance problems without delay. Employers can address attendance issues with employees in several ways. It could be as simple as an informal conversation to see if there is an extenuating circumstance affecting the employee’s schedule, or the employer can opt to address it during a review. Whatever route the employer decides to take, he or she should do so quickly. Allowing an employee to arrive late for an extended period can send the signal that management is ok with the tardiness or isn’t paying enough attention.
Give employees the opportunity to make up lost time. Some attendance policies require disciplinary action when employees have attendance issues. However, employers can avoid this by offering make up time. Many employees will take advantage of the opportunity to make up the time they missed in order to avoid lost pay.
Reward good performance. Employees who feel valued are more inclined to arrive on time for their job. Offering recognition prizes for perfect attendance can reduce tardiness and absences, especially if there is a highly sought after reward such as paid time off, a monetary bonus, etc.
Require employees to call out through management. If an employee can call out of work by leaving a voicemail with a receptionist, it’s a lot easier for them to make up an excuse than if they have to talk to their boss directly. If an employee is sick, they won’t have qualms discussing it with their supervisor.
Follow up when an employee returns to work. If an employee calls out sick, it’s a good policy to check in with them when they return to make sure they’re ready to be back at work. If an employee tries to return to work while still ill, he or she can spread germs or relapse. It’s also good for morale for management to show they care about their employees’ health.
Keep track of attendance. This may seem like common sense, but many businesses operate on an honor code, assuming people will document if they’re late. This may be true for significant tardiness, but an employee who arrives five minutes late every day isn’t likely to bring it to their supervisor’s attention. Keeping track of late arrivals, early departures, and absences let employers notice patterns and address them.

Absence management is a must for any company to succeed. If your company is struggling with tardiness or suspects problems with absenteeism, Actec can help. Contact us to learn about our absent management solutions.

6 Attendance Management Mistakes Costing Companies Money

Posted on

February 4th, 2019

Andrew

Absenteeism, tardiness, long lunches, and leaving early are all attendance issues that affect a company’s bottom line. However, problems with attendance don’t always rest solely on employees. There are several mistakes management can make that confuse employees or muddy the waters in regards to what’s expected of them. The following are several common mistakes that perpetuate absenteeism:

Missing or incomplete policy. Many employers outline vacation leave, sick leave, and federally protected absences in their company handbook. However, some neglect to discuss an actual attendance policy. Taking the time to do so can mitigate confusion regarding attendance. For example, employees who leave early every day because they neglect to take their lunch break can disrupt the workflow if other employees need to discuss a project with them.
Poor enforcement. If management neglects to fully enforce an attendance policy, employees will abuse it. It can also hurt employee morale if one employee is late on a regular basis and management does nothing to address it. It can lead to accusations of favoritism or encourage other employees to do the same. Management needs to enforce all aspects of their attendance policy even if it means having uncomfortable conversations.
Failing to distinguish between types of absences. Some absences are unavoidable. For example, employees fall ill or may need to care for family members. However, other absences are fraudulent and can speak to a larger issue. Employers need to take the time to learn the root cause of employee absences to stay ahead of any potential attendance issues.
Not requiring doctor’s notes. Requiring a doctor’s note for absences can cut down on the number of false requests for time off due to illness. Some employers choose not to do so for short-term illnesses, but it’s worthwhile for long-term absences, especially if the absences could fall under federally protected leave such as family medical leave or disability.
Not accommodating returning employees. When an employee returns to work after an extended illness or injury, employers should consider accommodations to ensure his or her success. These adjustments can prevent a relapse and make employees feel more secure about returning to work.
Not keeping track of attendance. Even if employers have attendance policies, they can’t possibly know how effective they are without tracking absences. Implementing an absence reporting program can help management identify trends and address burgeoning issues before they become chronic problems.

If your company is struggling with absenteeism or attendance issues, Actec can help. Contact us to discuss our absence management solutions.