The vast majority of supervisors’ day-to-day HR problems relate to attendance, says Bob Gibson, blogging on Fedsmith.com But too many managers tend to be casual about it. That won’t work, says Gibson. Managers need a plan.
Is Attendance Getting Worse?
Gibson suggests that the following factors reinforce or encourage poor attendance:
- Sick leave policies under which employees lose unused sick leave
- Flex scheduling that makes it hard to see who is late and who is missing
- An increase in telecommuting that trusts the employee to manage and report time
- Culture clash, in which younger generations just are more casual about attendance
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Here are Gibson’s suggestions for getting a handle on time and attendance:
1. Assemble your own “attendance bible.” This folder or notebook should contain a copy of everything related to attendance, including policies, SOPs, forms, collective bargaining clauses, and so on. (And become familiar with all the provisions and penalties.)
2. Establish clear expectations. Typically, that would include everyone involved following all policies and practices, and also these key principles:
- It is the employee’s responsibility to request leave and provide documentation as required
- It is the manager’s responsibility (not the office timekeeper’s) to grant leave.
3. Follow certain absolutes. Gibson finds that when he adheres to certain absolute rules, he can manage problems more easily. These are among his rules:
- Everyone who misses work and does not call in gets a piece of paper—it might be just a reminder … or a disciplinary warning.
- Leave requests must be documented and submitted in advance.
- Medical absence of more than 3 days requires medical documentation.
- Leave abuse requires action. Let the employee know of your concern and remind the employee of his or her responsibility. If the abuse continues, discipline. (If you don’t, morale will suffer because regular attendees will tire of pulling the weight for the slacker.)
- Maintain confidentiality. Don’t discuss individual attendance issues except with your boss, the employee, and HR.
4. Apply rules consistently. As with all HR matters, it’s important to give consistent treatment to all employees. (More and more today, that means consistent process, not necessarily the exact same treatment.)
5. Log leave requests. Without a log, it’s hard to track abuse.
6. Document leave problems and share with the employee. Don’t keep secret records, says Gibson.
7. Seek help from HR. Take advantage of HR’s experience with attendance problems.
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8. Act promptly, properly, and decisively to solve problems. A delay suggests that you condone the behavior.
9. Follow up. Stay on top of attendance issues, says Gibson. It’s so easy to “hope they will get better.” They won’t.
In tomorrow’s Advisor, we’ll look at more attendance management tips, this time from BLR’s popular 10-Minute HR trainer.