Category: Absence Management

How to Address Attendance During Back to School Season

Posted on

September 9th, 2019

by

As summer comes to a close, students will be heading back to school. This means more vehicles on the roads as teenagers drive themselves and buses pick up younger students. Not only that, but employees may transport their children to school themselves. This increase in traffic and personal responsibilities may cause problems at work as previously punctual employees begin trickling in well after they were due to arrive.

Develop a Preparedness Plan

Back to school season is an easily trackable event and it doesn’t have to present challenges if employers know how to manage it effectively. Sending out reminders to employees can keep it on their radar and recommending making adjustments to when they depart for the office can reduce tardiness. Employers should also allow for leniency the first week back to school as employees make adjustments to their schedules.

Accommodating Employees with Children

While employers don’t have to accept tardiness as the status quo, they can make changes to make it easier for parents that drive their children to school. Instituting flexible schedules can allow these employees to shift their work hours to allow for this change in their routine. Not only does this improve the employee’s morale, but it also improves their loyalty to the company, as they know their employer cares about their work-life balance.

When to Intervene

Employers may notice attendance problems at the start of the back to school season, but tardiness can be a sign of a larger problem. Employees who habitually arrive late despite adequate forewarning and fair accommodations may be abusing their employer’s trust. Implementing an absence management system can allow employers to track late arrivals, early departures, and unexcused absences.

This allows managers to identify attendance trends and pinpoint potential absenteeism before it becomes a chronic, widespread problem. Actec understands the challenges involved in managing attendance. Our customizable absence management solutions can help you stay on top of attendance and improve productivity. To learn more about implementing an absence management system, contact the experts at Actec.

Allergies or a Summer Cold? 5 Key Indicators to Know the Difference

Posted on

August 12th, 2019

by

Many people associate the winter months with illnesses such as the common cold. However, people are just as easily susceptible to catching a cold in the summer months as well. Unfortunately, many of the symptoms of a cold mimic those of allergies. It can be difficult to tell the two apart, and, once a sick employee comes to work, much of the damage is done. Identifying key differences between the common cold and allergies is the first step to keeping the workplace healthy.

Is it Allergies or a Cold?

The following are some of the major differences between a cold and allergies:

  1. Colds have additional symptoms. While allergy sufferers will experience sneezing, runny noses, sore throat, and congestion, individuals with a cold will also have coughing and feel generally run down.
  2. Allergies last longer. If the individual has been sneezing for weeks on end, allergies are likely the source of the problem. While allergy symptoms can be as misery-inducing as cold symptoms, allergies last much longer. Colds typically last 1-2 weeks at most.
  3. Cold symptoms fluctuate. Allergy symptoms are usually persistent and constant. Colds, however, can shift in intensity with certain symptoms being worse from day to day and even hour to hour.
  4. Cold symptoms appear in stages. For allergy sufferers, their symptoms hit all at once whereas individuals coming down with a cold experience symptoms one at a time. On day one of onset, they may wake up with a sore throat while day two may present a runny nose.
  5. Nasal discharge is not the same. Allergy sufferers tend to have clear, thin nasal discharge whereas individuals with a cold may notice yellowish to greenish mucus that is thick in consistency. This is due to an increase in white blood cells, indicating the body is fighting off an illness.

Preventing the spread of germs in the workplace is vital to keeping it operational and productive. Encouraging employees to wash their hands often and to stay home when sick can help cut down on illness in the workplace. Healthy employees are happier, more productive, and less prone to absenteeism. Contact the experts at Actec to learn how we can help your business reduce absences.

How to Spot 4 Common Warning Signs of Absenteeism

Posted on

August 5th, 2019

by

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:

  1. 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.
  2. 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.
  3. 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.
  4. 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

by

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:

  1. 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.
  2. 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.
  3. 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.
  4. 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.
  5. 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

by

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:

  1. 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.
  2. 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.
  3. 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.
  4. 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.
  5. 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

by

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:

  1. Has the employee recently taken on more challenging work?
  2. Has a major life change occurred for the employee such as a new child, marriage, or family member moving in with them?
  3. Are employees aware of who to talk to when they are overwhelmed or unsure of their responsibilities?
  4. Do your employees have the tools they need to complete their work?
  5. 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.

  1. 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.
  2. 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.
  3. 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

by

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:

  1. 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.
  2. 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.
  3. 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.
  4. 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.
  5. 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

by

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:

  1. 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.
  2. 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.
  3. 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.
  4. 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.

Absenteeism and Workplace Stress: Six Tips for Managers

Posted on

March 11th, 2019

by

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

by

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:

  1. 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.
  2. 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.
  3. 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.
  4. 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.
  5. 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.
  6. 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.
  7. 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.