How to Reduce Allergens in the Workplace

Posted on

May 27th, 2019

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:

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.
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.
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.
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.
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

Andrew

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:

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

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.
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.
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

Andrew

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:

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.
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.
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.
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.
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

Andrew

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:

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.
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.
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.
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.

5 Absenteeism Causes Lurking in Your Office

Posted on

March 25th, 2019

Andrew

Employee absenteeism comes with a hefty cost. Employers lose money on the employees who aren’t working, the employees who have to stay late to pick up the slack, and on costs related to HR managing unplanned absences. However, while it’s easy to assume absenteeism stems from laziness, this is not typically the case. There are several underlying reasons that can contribute to attendance issues.

Illnesses and injuries. This type of absence is unavoidable. If an employee is contagious or suffering from a debilitating injury, they can’t and shouldn’t come to work until they are fully recovered. Otherwise, they run the risk of infecting other office members or relapsing. Having a solid absence reporting system in place can help mitigate the effects of these types of absences as HR and employers can be aware of the issue as soon as possible and develop a plan to deal with it.
Low morale. If conflict is a constant norm in the office, employees aren’t going to want to show up for work. Existing in an environment fraught with tension is less than ideal and ultimately results in attendance problems and low productivity. High-stress work environments can also cause low morale and disengagement. Management can mitigate some of this by offering positive feedback and rewarding exceptional work.
Burnout. Some employees work themselves non-stop in their zeal to commit to their work. However, coming in early and staying late without a break will eventually result in burnout. Sometimes, employees do it to themselves because of their personalities. Other times, employees overwork themselves because they believe it’s what their managers expect. Setting realistic expectations for working hours can help prevent this issue.
Not enough flexibility. A traditional nine to five schedule doesn’t work for everyone. Employees who attend college or have to get children to and from school may need to shift their work hours to the left or the right to ensure the best work-life balance. When employers force rigid schedules, it can breed resentment and result in attendance problems such as ducking out early.
Time theft. Continuing with the above, not all forms of attendance issues manifest as missing an entire day’s worth of work. Tardiness to work or meetings, leaving early, or taking long breaks all add up to lost productivity.

Implementing an absence reporting solution can help give HR employees the tools to identify, track, and manage attendance issues. If your company is struggling with absenteeism or attendance problems, Actec can help. Contact us to learn more about managing absenteeism.

7 Ways to Improve Attendance and Staffing Issues

Posted on

February 25th, 2019

Andrew

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:

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.
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.
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.
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.
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.
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.
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.

How Poor Employee Attendance Affects Your Bottom Line

Posted on

December 17th, 2018

Andrew

Employee absences have a far-reaching effect on businesses. Routine absences cost companies money due to a decrease in productivity from the missing employee. An employee who is absent on a regular basis affects other worker’s productivity as well since the remaining staff will have to take on the absent employee’s work to meet deadlines. Spread loading work in this manner can also affect morale. Staff members who have to work late will swiftly come to resent the absent employee and likely experience a dip in motivation. It is vital for employers to understand how absenteeism affects the workplace so they can draft and implement effective attendance policies.

Employee and Company Growth

Most businesses hire an individual with the intention to draw on their expertise as well as help them grow in their skills. This benefits the employee as well as the company as it ensures mutual growth. An employee must be present in order to achieve sufficient professional development. Otherwise, it will be almost impossible for an employee to learn new skills. In fact, an employee may experience a regression in their skill set from a disruptive work schedule.

Continuity and Job Performance

An employee with poor attendance affects workflow and continuity for larger projects. A project either comes to a halt or slows down when an employee is not present to do their share of the work. Existing staff members or temporary hires must step in to fill the gap. This is less than ideal because other employees have their own work to perform and temporary workers take time to train.

Employees who rack up several absences without discernible consequences can affect the job performance of other staff members. The cause for this is twofold. Some employees may feel slighted for their efforts. They come to work on time and do their job while the absent employee receives the same benefits without the work. Other employees may see that management is not cracking down on absences. This can cause employees with good attendance to start taking advantage of a weak absenteeism policy.

Conflict Amongst Staff

The staff members left to take on the absent employee’s workload will become resentful over time. This can result in passive aggressive behavior or overt conflicts in the workplace. This can further disrupt productivity, as the employees will not work well together. It also creates a toxic atmosphere that can affect employees not otherwise involved in the conflict. If left unchecked, employers can experience high turnover rates.

Understanding how chronic absenteeism affects your company’s finances and workplace morale is key to implementing effective absence management solutions. Actec can help your business put an absence reporting program into place to track the frequency and cost of absences, increase productivity by reducing absenteeism, and more. To learn more, contact us today.

6 Rules to Follow to Prevent Office-Wide Flu

Posted on

December 10th, 2018

Andrew

Flu season is in full force and people who work in close quarters are at a much higher risk of contracting the disease. The flu can spread in a six-foot radius from a person carrying it. Coughing, sneezing, and talking can spread germs through the air and onto nearby objects. Touching a contaminated surface can spread the contagion if the individuals then touch their mouth, eyes, or nose. Employees who work in a cubical setting or interact with each other closely need to take precautions to avoid getting sick.

Wash your hands often. This may seem obvious, but many people only give their hands a cursory scrub. Individuals that work in an office setting need to wash their hands often with warm water and soap for at least 20 seconds to reduce the risk of spreading germs. They should also make sure to use a new clean towel every time. Reusing hand towels is a fast way to spread germs.
Disinfect common area surfaces. People touch certain objects on a daily basis without giving it much thought. For example, wiping down a counter with disinfectant doesn’t do much good if everyone has to use a germ-laden door handle to enter or leave. Cleaning and disinfecting germ hot spots can help prevent an office-wide outbreak of the flu.
Wash coffee cups with hot water and soap. Many employees bring personal coffee mugs to the office, especially if there is a Keurig or coffee station in the workplace. However, many of them only give their mugs a cursory rinse when they’re finished drinking. Their logic is that they are the only person drinking from the mug, but germs can travel through the air and collect in the cup, making them ripe for transmitting diseases.
Reduce social interactions where possible. Shaking hands with coworkers may be polite, but it’s also a quick way to spread germ. Employees should try to limit physical interaction and casual conversation during an active flu season. This can reduce the spread of germs and the likelihood of getting sick.
Don’t wait for the disease to strike. Trying to stem the tide of a flu epidemic after it starts will yield poor results. Infected people are contagious a full 24 hours before symptoms begin and they remain contagious for up to 5-7 days after they initially become ill. Infected individuals can spread germs well before they are symptomatic so it behooves employees to take anti-flu measures before anyone becomes sick.
Communicate clear expectations regarding sick time – employees should know that it is not only acceptable to stay home when contagious, it is imperative. If a sick employee returns to work before they’re better they run the risk of relapsing and getting other employees sick as well.

The flu season doesn’t have to mean rampant employee absences if workplaces put the proper precautions in place. To learn more about managing employee absences, contact the experts at Actec.

How to Make Employee Wellness a Priority in 2019

Posted on

November 26th, 2018

Andrew

Employee wellness programs aren’t a new concept, but they’ve undergone a metamorphosis in recent years. When workplaces first introduced wellness programs, there was a focus on identifying health risks and implementing programs to address them. However, this was a narrow view of what it means to live a healthy lifestyle. Modern wellness programs take a more holistic approach to ensure the physical, mental, and fiscal health of their employees as well as many other wellness factors.

Understanding the Shifting Landscape of Wellness Programs

Human Resources and company leadership often struggle to get employees to utilize their benefits to the fullest. This responsibility extends beyond basic health care for a number of reasons. For one, if employees are struggling with mental health or financial issues, they are likely to struggle with giving their work their full focus. For another, the workplace is becoming more competitive than ever. If a rival organization offers wellness programs that meet applicants’ needs, they are likely to pull in more candidates than a business that offers basic health benefits.

Personalizing Health and Wellness Programs

Some wellness programs are universally popular while others appeal to a specific audience. Starting with programs that have the broadest appeal, the following wellness options can help businesses build a personalized wellness package:

Retirement options. Many employees wait too long to begin planning for retirement. Help employees secure the greatest retirement savings via 401(k)s, Roth IRAs, or other retirement options the company offers. Consider providing consultant services to explain employees’ options.
Managing debt. Financial insecurity can bleed into employees’ everyday life and ability to work. Offering services to consolidate and eliminate debt can help get employees out from under crushing debt. This can include counseling on how to manage debt as well as change behaviors to encourage better finance management.
Taking time off work for a minor health concern is often a struggle for employees. They don’t want to use their paid time off for a concern that may turn out to be a non-issue. There is also the inconvenience of falling ill over the weekend or holidays. Telemedicine allows employees to text, email, call, or video chat with a doctor to assess health concerns and determine if an office visit is necessary or not.
Nutrition services. This harkens back to the roots of health and wellness programs. Many of the original programs focused on improving employees’ general health and fitness by refining exercise and eating habits. These programs can be as simple as offering healthy snacks in the workplace and paying for gym memberships to as complex as bringing in an onsite nutritionist and personal trainer. By improving employees’ exercise and eating habits, they are less prone to illness and calling out of work.
Leaves of absence. Employees have a variety of concerns outside of the workplace that weigh heavily on their minds. The birth or adoption of a child, an elderly relative to care for, or other unexpected situations can require employees to take time off for an extended period of time. Offering a program that allows employees to take a leave of absence for certain circumstances can help them manage stressful situations.

Businesses need to invest in wellness programs that match their employees’ needs. While all employees appreciate retirement planning initiatives, others may not care for nutrition services. Implementing personalized wellness programs not only keeps employees happy it also keeps them present. Employees struggling with physical, emotional, or fiscal health issues are prone to stress, illness, and absenteeism. To learn more about improving employee productivity and attendance, contact the experts at Actec.

How to Prevent Employee Burnout, Absenteeism, and Turnover

Posted on

September 17th, 2018

Andrew

Gallop conducted a recent study of 7500 full-time employees and found that almost a quarter of them (23%) felt burned out in the office on a regular basis if not at all times. Nearly half (44%) reported experiencing burnout at some point. Employees who are on the verge of mental or emotional collapse in the workplace represent a significant challenge for employers. These employees are more prone to illnesses such as depression, coronary heart disease, high cholesterol, and more.

What Causes Employee Burnout?

Several factors contribute to employee burnout. These include:

Difficult or impossible deadlines
Unmanageable workload
Unfair treatment at the office
Limited support from management
Working off the clock (i.e. responding to emails and text messages during off hours)

The Cost of Employee Burnout

As mentioned above, stressed out employees are more likely to experience physical and mental health issues. These medical costs translate to $125-$190 billion in health care expenses per year. Not only that, employees experiencing burnout are more likely to suffer from attendance issues (i.e. arriving late, leaving early, or calling out often). Given enough time, excessive workplace stress can result in employee turnover, which carries significant costs for businesses. With two-thirds of employees experiencing some kind of burnout, business managers need to take steps to reduce employees’ stress or be prepared to pay the costs.

How to Prevent Employee Burnout

Part of preventing burnout is ensuring smooth business operations. For managers this means:

Knowing and cultivating employees’ strengths. When an employee is in a position that doesn’t match his or her skill set, he or she will become frustrated and disengage. Employers should take pains to match employees with jobs and tasks that allow them to utilize their skills and thrive. Encouraging employees to get involved in professional development activities can further hone their skills and motivate them.
Working on employees’ weaknesses. While employees would prefer to play to their strengths, there will always be areas of their job that intimidate them. Instead of skirting the edges of these tasks, employers should encourage employees to improve their knowledge and grow in their abilities.
Communicate often. If employers don’t communicate with their employees on a regular basis, they run the risk of overlooking employee frustrations. By maintaining frequent communications, managers and employers can identify stress points. Asking for feedback and opinions also makes employees feel like management values their opinion, which improves their overall job satisfaction. In fact, employees who feel like management supports them are 70% less likely to experience burnout.

Preventing employee burnout whenever possible is vital to keeping employees engaged and reducing absenteeism rates. If your company is struggling with poor employee attendance, contact the experts at Actec to learn how we can help.