How to Help Your Employees Overcome Excessive Absenteeism

Hi there, HR manager!

Do you have employees who are often absent or late for work?

If so, you might be wondering how to talk to them about it.

This can be a hard and awkward thing to do, but don’t worry, I’m here to help you!

In this blog post, I will share some tips on how to have a good conversation with your employees when they have attendance problems. I will also give you some examples of what to say and what not to say.

So, let’s get started and see what you can do!

9 Steps You Can Take to Address Excessive Absenteeism:

1. Find Out Why:

Before you talk to your employee, you need to do some homework and try to figure out why they have excessive absenteeism.

Maybe they have some personal or family issues, health problems, or work-related stress.

This will help you be more understanding and helpful.

• Look at their attendance records: see if there is a pattern or a change in their behavior.
• Ask their coworkers or bosses: if they know anything about the employee’s situation or if they have seen any signs of trouble.
• Ask questions to the employee: such as “I noticed that you have been missing a lot of work lately. Is everything okay?” or “I’m sorry to hear that you are having a hard time. I’m here to listen and help if I can.”

2. Pick the Right Place:

You want to have this conversation in private, where you and the employee can feel comfortable and safe.

• Don’t talk about this in front of other people: as it might make the employee feel ashamed or angry.
• Choose a quiet and private place: where you and the employee can talk without interruptions or distractions.
• Pick a time that is convenient and respectful for both of you: For example, avoid talking to the employee when they are busy, tired, or stressed.

3. Be Clear and Fair:

When you talk to the employee, use facts and evidence to show them the excessive absenteeism.

Tell them the dates and times when they were absent. Don’t make guesses or accusations that might make them defensive.

For example, “I want to help you with your attendance and how we can work together to improve it.”

Now, show them facts and evidence of excessive absenteeism: using specific examples and data. For example, “According to our records, you have been absent for 20 days in the last six months, which is twice as much as the average employee.”

Let them know how excessive absenteeism affects the team and the company: You can do this by saying something like, “You know, when you are absent, it makes it harder for your coworkers who have to do your work. It also affects our customer service and our reputation.”

4. Be Supportive and Friendly:

Show the employee that you care about them and their work.

Tell them that you appreciate their contribution to the team and that you want to help them overcome their excessive absenteeism.

Don’t make them feel like they are in trouble or that you are judging them. Say some positive and nice words to show them you value them and their work.

For example, “You are an important part of our team and I appreciate your contributions.” or “You have done some amazing work in the past and I know you have a lot of potential.”

5. Listen Carefully:

Let the employee share their side of the story.

Listen actively and show that you are interested in what they have to say. They might have some important information or reasons that you need to know.

Ask open-ended questions and listen to their answers: For example, “What do you think is causing your excessive absenteeism?” or “How do you feel about your work situation?”

Use active listening skills: such as nodding, smiling, repeating, summarizing, or asking more questions. For example, “So, what you are saying is that you have been having some health problems and you have not been sleeping well.” or “Can you tell me more about how your family issue is affecting your work?”

Avoid interrupting, judging, criticizing, or blaming the employee: For example, don’t say things like “That’s not a valid reason for being absent.” or “You should have done this or that.”

6. Be Firm and Clear:

Tell the employee what you expect from them regarding attendance, punctuality, and any improvement plans.

Make sure they understand what will happen if they don’t overcome their excessive absenteeism, but also offer your support and help if they need it.

For example,

“I expect you to be at work on time every day, unless you have a good reason and you tell me in advance.

If you don’t overcome your excessive absenteeism in the next month, I will have to take some action, such as a warning or a suspension. But I don’t want that to happen. I’m here to help you and support you in any way I can.”

7. Work Together:

Ask the employee for their ideas on how to solve the excessive absenteeism problems.

Are there any changes or adjustments that can help them manage their attendance better? Be open to their suggestions, but also remind them of their responsibilities.

For example, “What do you think we can do to help you come to work on time?” or “Do you have any ideas on how we can make your work more fun and satisfying?”

Listen to their suggestions and try to agree with them if possible: For example, “That’s a good idea. I think we can arrange for some flexible hours or some remote work for you.” or “I like your feedback. I will talk to your boss and see if we can change some of the tasks or deadlines for you.”

And last,

Remind them of their responsibilities and expectations: For example, “While I’m happy to work with you and make some changes for you, I also need you to do your part and follow the rules and procedures.” or “While I value your opinions and suggestions, I also need you to respect my decisions and authority as your manager.”

8. Check-In and Follow-Up:

After the first talk, keep in touch with the employee and see how they are doing.

Praise them for any improvements and give them feedback if needed. This will help them stay on track and motivated.

For example, “I’m happy to see that you have been on time for the last week. Keep up the good work!” or “I noticed that you were late again yesterday. What happened?”

And don't forget to keep track of their progress and performance and change the improvement plan if needed.

For example, “You have overcome your excessive absenteeism by 40% in the last month. That’s awesome! But I think we can do even better. Let’s review your goals and actions and see what we can change.”

or

“You have not overcome your excessive absenteeism at all in the last month. That’s not good. Let’s talk about what’s going on and what we can do differently.”

9. Write Everything Down:

Keep a record of everything you talked about, agreed on, and planned during the conversation.

This will be useful if you need to take any further actions later on.

Here are a few things you can write down:

• The facts and evidence of the excessive absenteeism, such as the dates and times when the employee was absent.
• What you said and what the employee said during the talk, such as the questions, answers, feedback, suggestions, etc.
• What you and the employee agreed on and planned to do, such as the goals, actions, rewards, consequences, etc.
• When and how you will check in and follow up with the employee, such as the dates, times, methods, etc.

Conclusion

The main goal of helping your employees overcome excessive absenteeism is not to punish them but to support them and help them grow.

By following these tips and examples, you can have a good conversation with your employees and help them overcome their excessive absenteeism.

Now, it’s your turn!

What do you think of these tips and examples? Have you tried any of them before? How did it go? Do you have any other tips or examples to share?

But Wait, There’s More! 

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