Leveraging Past Absence Data to Project Future Staffing and Reporting Needs

Posted on

August 28th, 2017

On any given day as much as 10% of your workforce may be absent. Chances are, you have the historical data available to leverage your company’s productivity. Much of that data, however may be stored and tracked in different areas in order to adhere to reporting and compliance regulations. Without a method of consolidating this data, your company can’t turn this information into an effective absence management strategy.
Many companies have FMLA spreadsheets, methods of hourly time tracking, and vacation databases. This data can help you to find current gaps in your absence management plan and create actionable information that will make your company more productive. Finding a method to consolidate historical data will help you to:

Understand the leading types of absences
Average duration of each absence type
Determine if there are specific site or division challenges
Create projections for occupational classes/employee segments for business units
Know when employees have exhausted their leave entitlement
Approve, deny or close employee benefit claims
Know your company’s ROI for specific absence management procedure enhancements

Reporting and compliance complexities often hinder a company’s efforts to create an effective absence management strategy. While some absence information may need to be tracked separately as a part of compliance, the company can still leverage this historical data in order to determine future trends.
Data management is an essential part of effective absence management. It will also help you determine what absence management tools your company needs to make your organization more productive. There are many Human Resource Information System, Disability and Workers Compensation vendors that can help your company consolidate your historical absence data so that you can turn it into actionable information.
Contact the experts at Actec to learn more about our proprietary software that will help you in your goal to create an effective absence management solution.

How to Improve Productivity in the Workplace

Posted on

August 18th, 2017

Andrew

shutterstock_252811903 - Copy Absence management encompasses all facets of attendance, including tardiness, frequent or lengthy breaks, and more. These all affect workplace productivity, which has a direct effect on a business’ bottom line. By resolving productivity issues, employers can reduce the related attendance concerns.

Recruit the Right Candidates

If an employer notices continual attendance issues and high turnover rates, the problem may be with whom they are recruiting. Hiring a driven and productive individual from the outset will yield greater results than trying to mold an apathetic individual into a model employee. One way to achieve this is to broaden expectations of what the ideal candidate looks like. For example, older workers or individuals returning to the workplace after a lapse in employment may fit the bill better than traditional entry-level applicants.

Take a Hard Look at Management

If a business has motivated employees, but still experiences problems with productivity, it may be time to examine the management team and their employee relationships. Promoting from within can reinforce a culture of investment in the workplace and a feeling of mutual success. But if a company promotes an individual above their skill level, they may not possess the qualities needed to manage their staff effectively. This often happens when a business promotes talented individuals to a management role because they were good at their previous job. Excelling in a role does not equate to excelling at managing that role. New managers need help navigating their new position. Businesses can avoid this pitfall by investing in developing their management team through both internal and external resources, and by placing a higher-than-usual value on interpersonal skills.

Use Honest Job Descriptions

Employees who abuse their sick leave, take excessive breaks, or arrive late on a regular basis are likely unhappy with their job. Employees who dislike their position will start to look for new employment opportunities. High turnover rates are disruptive, kill productivity, and can impede customer satisfaction. To help reduce new employee turnover rates, companies should be honest in their job descriptions and their representation of the workplace. Recruiting individuals who are unaware of the downsides of their position will feel disappointed when they begin their job. While no company wants to highlight a position’s shortcomings, they can counterbalance the problems by highlighting the benefits.
If your organization has positions or a workplace that don’t have much going for them, it’s time to consider investments in infrastructure, reorganizing employee roles, and creative adjustments to total compensation to make employee recruitment, onboarding, and retention significantly more effective. Addressing employee morale and attendance issues can improve workplace productivity and lead to greater profitability. Actec understands managing attendance can be a daunting task. To learn more about implementing an absence reporting program to improve employee attendance, contact us today.

Top 5 Job Related Conditions Affecting Employee Attendance, Engagement, and Retention

Posted on

August 2nd, 2017

Andrew

main_top_bg While come causes for absences are legitimate and unavoidable, many others have nothing to do with sickness, injury, or loss. These are job related conditions, and if they aren’t analyzed and controlled they can significantly undermine your bottom line and your company’s reputation.
Job Related Conditions for Frequent Absences
Job-related conditions include more than just an accident at work or George coming in with a head cold and spreading it through the sales department. The work environment and level of employee engagement can also determine how often your employees call in sick. These conditions include:

Stress and burnout
Bullying/harassment
Low Morale
Poorly Defined Leave Policies
Lack of communication, vision, and direction for individual employees and the organization as a whole

These conditions are preventable and if they go unchecked your company can gain the reputation of being a bad place to work.
A Bad Place to Work
Workplace toxicity and malaise impact both turnover and recruitment efforts, in addition to employee attendance and performance. These factors all affect product quality and perpetuate a downward spiral of disintegrating workplace morale. From adaptability and ingenuity to market capitalization and corporate reputation, failing to target these issues is a mistake no company can afford.
Employee Engagement
Increasing employee engagement, encouraging workers to use their vacation time to prevent burnout and instituting a zero tolerance for harassment will improve company morale and attendance rate. Earning a reputation for being a company that cares will also help your organization recruit the top candidates in your industry and improve company efficiency.
Absence Reporting & Analytics
Tracking employee absences is crucial to understanding and repairing absence trends and challenges in your organization. Contact the experts at Actec to learn more about improve absence reporting and analytics through customized offsite solutions.

Top Five Tips for Managing Summertime Absenteeism

Posted on

July 26th, 2017

Andrew

shutterstock_174875483 Absenteeism is an issue that employers must deal with all year round. However, absenteeism tends to increase during certain times of the year such as holidays and during the summer. The reasons for attendance issues during the summer are numerous.
Employees struggling with asthma may experience greater respiratory distress during the summer months and have to take time off from work as a result. Employees with children may have to take time off if their childcare plans fall through. The warm weather and sunny days also act as a lure. The sunshine may tempt some employees to take a long weekend or call in sick even if they are in perfect health.
If employers notice an increase in summer absences, they may be at a loss for how to handle the issue. Below are several suggestions to help combat summertime absenteeism.
1. Employees who are uncomfortable in the office will lack motivation to come to work. Employers should make sure that working conditions are excellent by checking the air conditioning, lighting, and so on. Keeping employees comfortable in the workplace goes a long way toward improving attendance.
2. Employees take summer vacations—this is nothing new. In fact, management should encourage employees to take vacations to help avoid burnout. However, employers should also keep the remaining staff in mind when approving leave. Other employees have to take on their absent coworker’s workload. Employers should encourage staff members to prioritize their work. The less important tasks can wait until their coworker returns.
3. Turn absence management over to managers and supervisors. Because these individuals work closely with their teams, they will notice attendance problems sooner than an employer will. This allows employers to address absenteeism when it first begins rather than letting it get out of hand.
4. Consider flexible work options. Allowing employees to adjust their work hours or to work from home a certain number of days per week can help them maintain their work-life balance during the summer months. For example, allowing an employee to start and end their workday an hour earlier may give them the time they need to pick their child up from their care provider.
5. Implement a rewards program. Negative consequences and disciplinary actions can only go so far toward improving attendance. Positive reinforcement provides a much greater incentive. For example, employees with perfect attendance for the month can enter their name into a prize drawing. Some prize examples include a gift card for dinner for two at a local restaurant, a day at the spa, or movie tickets.
Actec understands employers need effective solutions for absenteeism. To discuss implementing absence management solutions that work, contact us today.

Ensuring Successful Claims Triaging

Posted on

July 19th, 2017

Andrew

absence management video image border Insurance claims, much like hospital patients, require proper triaging. For example, an emergency room will tend to an individual with a bleeding head wound before they treat the patient complaining of a persistent stomachache. Unfortunately, claims do not always follow appropriate triaging upon first notice of loss (FNOL). Inefficient systems and limited data are often the cause of misrouted claims and delays. This aggravates customers and can result in increased costs as well as lost business.
As claims continue to increase in number, insurance providers need to be able to triage their claims to achieve swift resolution. Below are several elements that can help insurers prioritize claims to improve customer satisfaction.

Fraud detection. Agents can waste several hours or even days on a claim only to find out that it is an insurance scam. Investing in automated systems that can red flag claims that may be fraudulent saves time and money. It allows agents to focus on resolving genuine claims rather than chasing down details to determine the validity of every claim that crosses their desk.
Accurate data. Without accurate information, insurers cannot hope to triage claims with any efficiency. When a customer initiates FNOL, they are likely upset and may not be able to provide all of the necessary information. Insurers should invest in FNOL solutions that can pull data from other resources to build up an otherwise thin claim. For example, if a customer only has the other party’s name and license plate number, the insurer should be able to obtain the other necessary information. Performing this legwork for the client goes a long way toward customer satisfaction. Investing in an automated system to perform this task will also save time for the insurer.
Automating claims. Automation allows insurance providers to fast track claims management. This means they can resolve more claims in less time, thus saving money and improving customer satisfaction. Investing in a system that combines fraud detection with data analytics is key to achieving these goals.

Actec understands that finding FNOL solutions that work can be a difficult task. That is why we provide custom FNOL intake solutions as well as a full cycle claims management system. To learn more about FNOL and claims management, contact us.

How to Manage Social Media in the Workplace

Posted on

July 12th, 2017

Andrew

shutterstock_252811903 - Copy Most employees have easy access to social media while in the workplace. Whether their job requires them to use a computer or they have a smartphone, social media is within their reach during the workday. While social media has made it easier for people to stay connected, it has also caused problems for employers.
Angry employees can damage a company’s reputation by broadcasting their frustrations to a large internet audience. Workplace productivity can also suffer due to distracted employees checking for updates and posting to their social accounts. Social media can begin to take its toll on employee attendance as well due to extended or frequent breaks to check for updates.
Many employers are struggling with how to handle social media in the workplace. Smart employers can harness the power of social media to boost exposure and sales. However, before using social media to their benefit, employers need to address social media use by their staff. Below are several tips for managing social media in the office.

Monitor Employee Productivity

Not all social media sites are public, so employers cannot always see if employees are using them during the workday. However, a sudden dip in productivity may be due to excessive time on social media. If an employer establishes performance expectations and a review process, employees will focus more on meeting goals and deadlines than checking social media to ensure a positive review.

Be Aware of Unhappy Employees

Most unhappy employees are the product of a difficult work atmosphere. Employers can train managers to recognize signs of dissatisfaction and to monitor employees for potential rifts. Employers can prevent a social media incident by identifying potential conflicts and addressing workplace disputes before they get out of control.

Put a Policy in Place

Putting a social media clause within the company handbook can help provide guidelines for social media use both in and out of the office. The policy can discuss confidentiality to protect sensitive company information. Employers should also communicate their expectations of how employees can or cannot use social media during the workday. If an employer does not want employees updating their social sites while at work, they need to make this clear. Be sure the policy is enforceable; otherwise, it carries no weight.
Social media can affect a company’s reputation, employee productivity, and employee attendance. By taking the proper steps, employers can mitigate these difficulties. To learn more about how social media affects absence management, contact Actec.

Integrating Technology into Claims Management

Posted on

July 5th, 2017

Andrew

Insurance companies have to balance several priorities while managing claims. They need to ensure the loss information is accurate, control costs, and keep customers happy. Thankfully, there are several new technologies designed to help insurance providers improve their performance.
Most claims involve a lot of back and forth between the person handing the claim and the individual filing it. Technology can help reduce the need for such frequent conversations as well as improve efficiency. This translates to cost savings as claims managers can resolve more claims in a shorter window.

Technologies for Improving Claims Processing

There are several new technological advancements for claims management. Some of these include:

Cognitive intelligence. Another term for this is machine learning. This technology allows computers to learn without the constraint of rules-based software. The computer collects data and learns from it. Such programming can reduce the legwork claims agents must perform, improve efficiency, and enhance customer service.
Digitization. Mobile apps and other electronic channels of communication improve customer satisfaction. Customers can start claims and provide pertinent information at any time. This simplifies and expedites the claim process.
Drones. Drone technology works best for property insurance claims. Drones provide an aerial view for adjusters. Adjusters can then provide more accurate damage assessments. This technology improves safety as well since adjusters no longer need to scale buildings in sometimes treacherous conditions.
Intelligence automation. Piggybacking off cognitive intelligence, this technology allows a machine to perform tasks based on the information it receives. Machines could manage first notice of loss intake, confirming coverage, assigning adjusters, and more.

The greatest benefit of incorporating technology into the claims process is an increase in productivity. These technologies allow insurance agents to resolve more claims much faster, which has the added bonus of improving customer satisfaction. To learn more about improving claims management and processing, contact the experts at Actec.

Streamline FNOL to Deliver Superior Customer Service

Posted on

June 27th, 2017

Andrew

smart devices Customers never think about insurance until they need it. When it comes time to file a claim, consumers want the process to be fast, streamlined, and accessible. By modernizing your FNOL processing you will be able to improve the customer experience.
Customize the Claims Process
Companies need to customize the claims process with software solutions, electronic delivery, and online communications tailored to their business model and the needs of their clients. Customers demand solutions that meet or exceed their expectations while conforming to their logistical challenges..
Synchronize Processing
FNOL is only one step in a complicated processing chain. Each step of the process may be handled by different departments, but claims processing needs to be synchronized so that the experience is seamless for customers.
Uncomplicated Processing
Customers need assistance when they’ve been the victim of theft, automotive collision, and a host of other unfortunate events. The last thing they need to worry about is navigating a complicated claims process. Updating your process with data management, cloud and CRM systems will help your company make claim intake and the FNOL process easier for your customers. This includes mobile compatibility, social media responsiveness, metrics and analysis to better understand your claim intake needs, and more.
State Requirements
Your customers consider you the authority regarding state policies and requirements. Your representatives need to have the answers for customers as well as understand company obligations. Talking customers through the process and letting them know your organization will handle state requirements will put their mind at ease.
Simplifying the Process for the Company
When you are working to enhance the customer experience you also need to find ways to make it easier for your company to manage claims. Sometimes outsourcing FNOL solutions can allow your company to focus on other aspects of managing claims. For more information about absence reporting, first notice of loss, and 24/7 claims reporting, contact the experts at Actec.

Do You Know Why Your Employees Are Absent?

Posted on

June 20th, 2017

Andrew

shutterstock_306793247 - Copy Handling employee attendance is one of the more difficult parts of managing a company. Some absences are legitimate while others are inappropriate; it is a delicate process determining which is the case. Managers cannot begin to handle absence issues without understanding why employees call out of work in the first place. Once a manager has a grasp of why employees are struggling with attendance, they can develop a plan to resolve the issue.

Common Causes of Absenteeism

Employees take paid time off (PTO) for a number of reasons—some more legitimate than others. Some of these reasons include:

Illness or injury: Being sick or going to doctor appointments are the most common reasons employees give for missing work. This type of absence is most prolific during cold and flu season. Injuries that occur on or off the clock also sideline employees. These injuries can be acute or chronic.
Caring for others: Another common cause of employee absence is the need to care for a child or elder when other sources of care are unavailable. For example, a parent may call out of work when their child cannot attend school due to a snow day.
Borrowing time: Sometimes attendance issues are not related to absences. Employees who skim time off their workday can cause just as many productivity problems as those who miss the entire workday. Patterns employers should look for are employees who arrive late, leave early, or take lengthy breaks.
Morale and motivation: Employees that are overworked or feel unappreciated have little motivation to come to work. In fact, the stress of the workplace can drive them to avoid the environment entirely. Once an employee loses their enthusiasm for their job, they are more prone to call out of work.
Harassment: If an employee feels like a coworker or boss is bullying them, they may call out to avoid the individual.

The costs related to absenteeism and the related loss in productivity add up quickly. Some of the direct costs include lost wages paid to the absent employee, the wages paid to other employees working overtime to cover the extra work, and administrative expenses spent on managing attendance issues.

What Employers Can do to Reduce Absenteeism

There are a number of approaches employers can take to reduce absenteeism. Some of these include:

Require a written doctor’s note for employees who call out sick.
Offer paid sick leave in addition to paid vacation days. This will help reduce the number of employees who come into work when ill to avoid burning through their leave. This stops sick staff members from spreading their germs. The end result is fewer sick employees overall.
Implement a health and wellness program to address employees’ physical, mental, and economic health.

Employers also need a high quality absence reporting program to track attendance and simplify the leave process for both human resources and employees. Investing in Actec’s absence reporting solutions can help managers improve productivity and combat absenteeism. Contact us to learn more.

Challenges Employers Face In Managing Employee Attendance

Posted on

June 13th, 2017

Andrew

shutterstock_252811903 - Copy Employers expect their employees to use their leave when necessary. For example, if an employee is ill, they should use their sick leave. Failing to do so can prolong illness and affect other employees. Employees should also use their leave to maintain a proper work/life balance and to address personal needs. Employees who never take leave often suffer a loss in productivity as a result.
However, employees who abuse their leave present a host of other problems. Employers may have an absenteeism issue if they notice any of the following:

Employees arriving late or leaving early
Employees taking prolonged or frequent breaks
Unapproved absences
Frequent absences at the start or end of the weekend
Overuse of leave resulting in leave without pay

Absence Management Challenges

Even if an employer addresses absenteeism issue, they may continue to encounter problems. Some issues employers may face include:

Oscillating attendance. Most employees amend their attendance when employers first address the issue. However, some may return to their poor attendance habits after a short period of improvement. To combat this, employers can implement an improvement plan for habitual offenders to monitor the employee’s progress.
Shifting conduct. Another problem employers may encounter is when an employee addresses one attendance problem, but starts up a new one in its stead. For example, an employee may stop abusing their leave, but start taking excessive breaks or arrive late for work on a regular basis. Employers can avoid this by ensuring their attendance policy addresses all forms of attendance infractions.
Some employees may feel pressured to come into work even when they are sick if management updates the attendance policy or begins strict policy enforcement. Employers may encounter resistance when trying to convince an employee to take a sick day. Instead, the employer can require a doctor’s note clearing the employee to return to work or allow the employee to work from home instead.

Absence management is a delicate issue. Actec can help businesses put an absence reporting system into place to help simplify the leave process for both employees and Human Resources. Contact Actec to find out more about our custom absence management solutions.