Is Cold and Flu Season Really to Blame for Absenteeism?

Posted on

October 14th, 2019

With the start of the fall season, many workforces are likely readying for the impending illnesses. Once one employee falls ill, it can feel like a domino effect for the remaining staff following suit as well. However, while illnesses are legitimate reasons for an unscheduled absence, employers need to make sure there aren’t other factors at play affecting employee attendance.

Underlying Causes of Absenteeism

The following are some of the most common root causes of absenteeism.

Bullying

Adults are no less impervious to bullying than children in school. Not only that, but they’re just as likely to utilize the same solution—duck out to avoid the bully. Absenteeism can be a symptom of a much larger problem than intermittent attendance. Employers should encourage employees so they feel comfortable reporting harassment. In addition, keeping an open-door policy can help as shutting management away in an office can keep problems hidden until they boil over as unscheduled absences.

Poor Morale in the Workplace

No employee will want to come into work if the atmosphere is tense, combative, or dismissive. Employees that feel disrespected or like their employer doesn’t allow them to make decisions will rapidly decrease in productivity. Their drive and desire to come to work on time (if at all) will tank as well. Employers need to establish healthy work environments and create a company culture that allows employees to thrive. Recognizing performance, hosting workplace fun days or events, and so on can help boost morale.

Poor Flexibility

Employees have obligations at home that can make their work schedule seem insurmountable. Whether they are caring for an aging relative, an injured family member, or trying to get their children to school on time, employees can feel the strain of a traditional nine to five schedule. Offering flexible scheduling so employees can set their hours to better align with their lives can eliminate the need to call out to take care of responsibilities on the home front.

Stealing Minutes

While absenteeism usually means an unscheduled absence, it also encompasses employees arriving late, leaving early, or taking excessively long breaks. This time adds up and can affect other employees as well. Having a robust absence management system in place can give HR the tools they need to track these scheduling infractions to identify trends and rectify the problem swiftly.

If your workplace is struggling with absenteeism or other attendance problems, the experts at Actec can help. Contact us to learn how our absence reporting program can help your business.

6 Tips to Avoid Post-Summer Blues and Absenteeism

Posted on

September 23rd, 2019

Andrew

As summer fades into fall, employers may notice their employees struggling to engage with their tasks. Returning from a summer vacation can be difficult and lead to poor productivity, detachment, and even culminate in absenteeism. Thankfully, there are several ways employees can prevent post-vacation blues in order to thrive in the workplace.

Incorporate a transition day. Employees who return from vacation one day and resume work the next are likely to experience stress and resentment toward their job. Not only do they have to return to the office, but they also have to catch up on laundry, grocery shopping, and potentially recover from jetlag. Incorporating at least one transition day for these tasks can make returning to work a little easier.
Plan vacation ahead of an exciting project. While almost everyone would choose lounging at the beach over spending time in an office, planning vacations prior to beginning an exciting assignment can make heading back to the office more appealing. Plus, vacations can allow employees to recharge and reenergize to give their work more focus.
Schedule a mid-week return. This isn’t always possible, but returning mid-week allows employees to ease back into their schedule so they don’t feel overwhelmed. Knowing that the weekend is just a couple of days away can facilitate a gentler re-entry to regular work hours.
Pace workloads upon returning. Diving straight back in at full throttle is a sure way to burnout or begin resenting the office. Starting with less complex projects allows employees to incorporate an adjustment period to build back up to their usual pace.
Build in easy wins. Employees can feel defeated if they return to work and struggle to get out from under a mountain of tasks that built up while they were away. Planning some high-priority but easy to accomplish tasks upon returning to the office allows employees to generate momentum and helps them find their stride again.
Have the right attitude. Employees that view vacations as a recovery from their job rather than an opportunity to recharge will likely struggle to reintegrate into the workplace. This kind of attitude makes employees resistant to returning to work.

Employers noticing their staff members struggling with the end of summer blues should take steps to ensure a positive company culture. When employees know their employer cares about their wellbeing, it improves their productivity, engagement, and attendance. Contact the experts are Actec to learn how we can help your business tackle absenteeism and other attendance challenges.

How to Address Attendance During Back to School Season

Posted on

September 9th, 2019

Andrew

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

Andrew

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:

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.
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.
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.
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.
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.

Reducing the Likelihood of Employee Fraud

Posted on

August 6th, 2019

Andrew

shutterstock_174875483 Despite proper planning and safeguards, workplace accidents can happen. Injured employees often file worker’s compensation claims to help them pay for medical expenses and lost wages while they recuperate. However, some unscrupulous employees abuse the system and it costs everyone money. Fraudulent claims increase insurance premiums for employers, the workload for the remaining employees, the time required to complete projects or provide services, and manufacturing costs due to production delays.

Minimize the Prevalence of Fraud

One-hundred percent prevention isn’t always possible. However, employers can take several steps to reduce instances of fraud. These include:

Full screening before hiring. Employers should only consider complete job applications. Missing information can indicate laziness or a history to hide. Employers should also follow up on job references as well as ask their contacts if they know anything about the applicant’s job history. Taking these steps prior to providing a job offer can save employers a lot of time, money, and hassle.
Creating and enforcing safety programs. Employers should hold onboard training as well as continued safety-training exercises throughout the year. Improving safety will reduce accidents and injuries. If employees aren’t getting hurt, they won’t file worker’s compensation claims—fraudulent or otherwise.
Establishing a return-to-work plan. After an employee files a claim for a work-related injury, employers need to follow up on a regular basis. An employer who stays up to date with the employee’s recovery can establish realistic expectations and make the necessary modifications for the individual to return to work.
Not tolerating fraud. Businesses can work with their insurance company to develop methods that best prevent, identify, and rectify incidents of fraud.

Companies can also invest in an absence management system that can flag questionable absences to help employers manage employee attendance. If your company is struggling with employee absenteeism, abuse of paid leave, or fraudulent worker’s compensation claims, Actec can help. Contact us to learn more about our absence reporting system.

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 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.

Absenteeism and Workplace Stress: Six Tips for Managers

Posted on

March 11th, 2019

Andrew

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.

6 Attendance Management Mistakes Costing Companies Money

Posted on

February 4th, 2019

Andrew

Absenteeism, tardiness, long lunches, and leaving early are all attendance issues that affect a company’s bottom line. However, problems with attendance don’t always rest solely on employees. There are several mistakes management can make that confuse employees or muddy the waters in regards to what’s expected of them. The following are several common mistakes that perpetuate absenteeism:

Missing or incomplete policy. Many employers outline vacation leave, sick leave, and federally protected absences in their company handbook. However, some neglect to discuss an actual attendance policy. Taking the time to do so can mitigate confusion regarding attendance. For example, employees who leave early every day because they neglect to take their lunch break can disrupt the workflow if other employees need to discuss a project with them.
Poor enforcement. If management neglects to fully enforce an attendance policy, employees will abuse it. It can also hurt employee morale if one employee is late on a regular basis and management does nothing to address it. It can lead to accusations of favoritism or encourage other employees to do the same. Management needs to enforce all aspects of their attendance policy even if it means having uncomfortable conversations.
Failing to distinguish between types of absences. Some absences are unavoidable. For example, employees fall ill or may need to care for family members. However, other absences are fraudulent and can speak to a larger issue. Employers need to take the time to learn the root cause of employee absences to stay ahead of any potential attendance issues.
Not requiring doctor’s notes. Requiring a doctor’s note for absences can cut down on the number of false requests for time off due to illness. Some employers choose not to do so for short-term illnesses, but it’s worthwhile for long-term absences, especially if the absences could fall under federally protected leave such as family medical leave or disability.
Not accommodating returning employees. When an employee returns to work after an extended illness or injury, employers should consider accommodations to ensure his or her success. These adjustments can prevent a relapse and make employees feel more secure about returning to work.
Not keeping track of attendance. Even if employers have attendance policies, they can’t possibly know how effective they are without tracking absences. Implementing an absence reporting program can help management identify trends and address burgeoning issues before they become chronic problems.

If your company is struggling with absenteeism or attendance issues, Actec can help. Contact us to discuss our absence management solutions.

Managing Employees Who Leave Work Early

Posted on

January 14th, 2019

Andrew

Companies struggle with employee attendance challenges at multiple levels. Employees who arrive late, take long lunches, or abuse their sick leave, put strains on an organization and workplace morale. However, employees who habitually leave work early can wreak just as much havoc. If management notices, odds are the rest of the staff is aware as well.

Allowing an employee to flout their work hours will create resentment among the rest of the staff that works their full hours or encourage other employees to start ducking out before their shift is over as well. The following are several ways management can address this issue:

Stop avoiding it. Looking the other way isn’t a solution. Many bosses try to avoid confrontation because they don’t want their employees to perceive them as mean. However, leaving early isn’t acceptable. Management needs to take the employee aside and inform him or her that the behavior hasn’t gone unnoticed. Management should also take the time to find out why. There may be a reason the employee is leaving early that management can help address.
Develop a solution. If the employee is leaving early because they are caring for an elderly family member or they have to pick their child up from daycare, it is worth it to consider shifting their schedule. Allowing the employee to arrive earlier in the day can give them the flexibility they need to balance their personal life with their job.
Enforce the agreed upon terms. Establishing rules doesn’t do much good if an employer doesn’t enforce them. Employers need to keep tabs on employees with known attendance issues. They should also make it clear that continuing to leave early will have repercussions. Employers should meet with HR to determine the best course of action regarding escalating consequences.
Establish a method to track attendance. Employers who don’t track attendance may not notice employees who leave early as soon as they should. Implementing an absence reporting program can help improve productivity while reducing attendance issues.

The expectation that employees come to work on time and stay for the duration of their shift isn’t an unreasonable one. However, for a multitude of reasons, employees may try to skirt their hours and leave work early. To learn more about addressing attendance issues, contact the experts at Actec.