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Tips For Reducing Absenteeism

Published January 04, 2021 Author: Employsure
The employee is not at their workstation

What Is Absenteeism?

Absenteeism is a repeat pattern of unplanned absences. It is when an employee forms a habit of regularly staying away from work, generally without good reason.  It also includes sick leave, coming in late, leaving early and taking extended and/or unscheduled breaks.

Why Is Absenteeism Bad For The Business?

Absenteeism is costly for a business. If unplanned absences are frequent and form a pattern they can start to impact upon the employee’s work, which is not being completed due to their absence. This affects fellow workers negatively as their workloads increase to compensate, and their morale drops accordingly. They become disengaged or stressed and start to take time off work.  The upshot is increased absenteeism as well as decreased productivity across your business as a whole. In addition, there are financial costs to the business, for example in lost work, administration costs with managing the absence and in employee replacement costs if an absence is long-term.

What Causes Employee Absenteeism?

Everyone is sick from time to time, and some absences are unavoidable, for example in case of an emergency. However habitual absences result in productivity loss due to both absenteeism (other than scheduled leave) and presenteeism. This is where the employee comes into work but is unproductive, for example when they are sick but don’t take the day off work.

The main causes of absenteeism and presenteeism in terms illness or injury are related to an employee’s psychological health and wellbeing, and are due to stress or depression, and lack of engagement.  Business NZ in collaboration with Southern Cross Health Society revealed in their 2019 Workplace Wellness Report, that New Zealand lost around 7.4 million working days at a cost of $1.79 billion in 2018 due to employee absence.

Disengagement can be due to poor workplace culture with excessive conflict; a perception of an unfair workplace; or low morale due to lack of positive feedback, excessive demands and work pressure, and insufficient support and job control. These factors can also lead to burn-out.

Another reason for absenteeism may be carer’s responsibilities and a lack of flexibility within the business to accommodate these responsibilities as well as a general lack of employee work-life balance.

More worryingly, the absenteeism may be a symptom of workplace bullying and harassment.

Tips To Reduce Absenteeism In The Workplace

How an employer responds to an absence can influence the employee’s ongoing engagement with work, reduce the length of time away from the workplace, and minimise future absences, as well as reducing the impact on the employee’s fellow workers and therefore reducing absenteeism and increasing productivity across the business. Below are some steps you can take to manage absenteeism.

Create A Workplace Lateness And Absenteeism Policy

If you haven’t already got one, create a workplace policy that includes a timeframe and procedures for notification of absences and clarify when you expect reasonable evidence of an absence to be provided, for example in the form of a Medical Certificate. Every employee should be aware of the policy and know what to do and whom to call if they are going to be absent from work.

Keep Track Of Absences

Make sure you have suitable timekeeping system in place to track any absences – keeping accurate time and leave records is necessary under both Employment Relations Act 2000 and the Holidays Act 2003. Ask employees to complete a time sheet, either manually or online, or invest in a (mobile) software system or application that allows clocking in and out.

Enforce The Workplace Policy

In case of any absence or no show contact the employee immediately to ask for an explanation, and ask them to give you an indication of when they think they will be likely to return to work, so you can plan accordingly. Remind them of your workplace policy and procedures and to provide reasonable evidence of their absence on return to work, if appropriate. Be consistent and make sure you enforce the policy across all of the business with every employee, with every absence.

Talk To The Employee

If you detect a pattern of excessive absenteeism your first step is to talk to the employee to pinpoint the cause of the repeated absences so you can adopt an appropriate strategy for managing absenteeism, you may be able to resolve this informally. Ask the employee if there is anything wrong or if they require support and if so, ask how the business can provide it.

Treat The Cause

If the employee is struggling with childcare commitments, then discuss flexible working arrangements. If the employee claims they are being bullied, then encourage them to provide more details or lodge a complaint so the business can investigate the matter thoroughly. If the employee is suffering from stress or struggling with their mental health, then offer to support them and refer them to an Employee Assistance Programme or mental health helplines. Continue to meet with them regularly to monitor their situation and offer ongoing support.

Consider Disciplinary Action

If there is no obvious reason for the continued absences then disciplinary action may be appropriate, however this is a formal process that must be conducted properly. Depending on the circumstances, you can discipline the employee for consistently wilfully breaching the lateness and absenteeism policy, so for example if they refuse to follow the notification of absence procedure and text instead of calling every time they are late, or refuse to provide reasonable proof of their absence in the form of a medical certificate.

 Embrace Cultural Change

If the employees are disengaged or suffering from low morale because they are feeling overwhelmed, then discuss more reasonable workloads and organise help where required for example by engaging casual, fixed term or contract staff to assist in busy periods or to manage a specific project. Empower employees by allowing them to manage their own workload flexibly; focus on developing their skills and provide continuous constructive feedback and actionable guidance. Recognise employees’ achievements and success to foster engagement and boost morale.

Take Preventative Measures

Encourage your employees to take time off when they are sick, particularly in light of the COVID-19 pandemic.  If they don’t take their sick leave, they may infect fellow workers, creating even more absenteeism. If employees come in anyway, they are likely to unproductive.

Employees should also take annual leave at regular intervals so they can rest and avoid burn-out.

It you adopt a pro-active approach to employee absences it can reduce absenteeism and presenteeism in the longer term, while boosting staff morale and increasing engagement and productivity, and reducing costs across the business.

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About Employsure

Employsure is one of New Zealand’s largest workplace relations advisers to small- and medium-businesses, with over 5,000 clients. We take the complexity out of workplace legislation to help small business employers protect their business and their people.

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