4 Hidden Sources of Germs Making Employees Sick

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November 25th, 2019

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With cold and flu season well underway, many employers are keeping a wary eye out for the telltale sniffles and sneezing that precede an office-wide breakout of illnesses. While workplaces can take several steps to reduce the likelihood of spreading germs, germs linger in several sneaky places. Without addressing these areas, employees can begin to fall ill and not understand why. The following are some of the biggest sources of germs that hide in plain sight:

  1. Kitchen faucets. Everyone knows that office bathrooms are breeding grounds for disease as multiple people touch the door handles, faucet knobs, and towel dispensers. As a result, employees take more precautions in this high-traffic area. However, they rarely give the same attention to kitchen faucets. If the office has a breakroom or a kitchen area with a sink, it can be a breeding ground for germs.
  2. Cellphones. People use their phones more than ever and it’s become a Petri dish employees carry with them everywhere they go. Hands and mouths are the most common human sources of germs and both interact with phones on a regular basis. If employees pass around phones to share ideas or socialize during lunch, they could be spreading illness without realizing it.
  3. Gym equipment. Many workplaces offer access to onsite gyms or gym memberships to their employees as part of a wellness program. While exercise improves the immune system, gyms house a lot of germs that aren’t often correctly dealt with in a timely manner. While gym-goers should wipe down equipment before and after use as a standard of etiquette, a wet towel isn’t enough to disinfect it.
  4. Money. Employees go out for lunch or have meetings with clients over coffee all the time. During these interactions, they’re going to exchange cash, coins, or cards with the wait staff. Even if the restaurant requires employees to wash hands, there is no accounting for where money has been or whose hands it passed through.

Identifying the hidden sources of germs allows employees to take steps to prevent falling ill or spreading disease throughout the workplace. Frequent hand washing, keeping hand sanitizer close by, and avoiding touching the mouth, nose, or face can all help reduce an office-wide flu pandemic. If your workplace is struggling with illness and frequent absences, the experts at Actec can help. Contact us to learn about how our absence management system can reduce absenteeism and improve other elements of employee attendance.

8 Subtle Signs of Bullying in the Workplace

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November 11th, 2019

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Absenteeism is a significant cause for concern among employers in all industries. If employees call out of work abruptly on a regular basis, it can cause considerable disruption to productivity and morale as well as hurt businesses’ bottom line. However, there are often underlying causes for absenteeism and one of the most common is bullying.

While bullying on the schoolyard is often easy to identify, adults don’t resort to pushing, name-calling, and other child-like methods of pushing people around. In the workplace, bullying looks quite different and employers need to keep an eye out for it if they suspect employee mistreatment is triggering unplanned absence.

The following are some behaviors and patterns that may indicate a company has an office bully:

  1. Intimidation. It’s management’s job to keep employees on task and on schedule, but there is a difference between encouragement and using overt or veiled threats to accomplish the job.
  2. Ignoring. This can manifest as failing to greet certain individuals while interacting with everyone around them or as purposefully “forgetting” to invite them to relevant meetings.
  3. Undermining work. This often occurs when management or a fellow employee prevent another individual from progressing on a project or impeding his or her ability to succeed. This can also manifest as giving away promised projects to other team members.
  4. Taking away responsibilities. When employees are overwhelmed with too much work, it’s not uncommon to redistribute some of their less important tasks. However, forcibly removing primary work from an employee without cause is often a form of bullying.
  5. Impossible or shifting deadlines. This is the reverse of the above. Oppressive managers or supervisors set the employee up to fail by assigning too many tasks on an unreasonable timetable or change priorities without notice.
  6. Extreme criticism. Impossible to please team leaders, supervisors, or managers are often workplace bullies. They fail to recognize a job well done in favor of pointing out flaws, real or perceived.
  7. Taking credit. This is usually seen in superiors that take complete credit for their subordinates’ ideas or work without offering any recognition.
  8. Over the top flattery. While this may seem pleasant at first, it’s often a tactic to soften employees to manipulation. A boss who is always crowing an individual’s praises may be preparing to ask for excessive and unreasonable requests of that employee.

Bullying behavior is rarely overt so employers need to be vigilant and implement policies to allow for confidential reporting as well as establish clear guidelines for conduct in the workplace. If you’re concerned about absenteeism, implementing an absence reporting program can help identify trends. Contact the experts at Actec to learn how we can reduce absenteeism in your workplace.

6 Tips to Avoid Post-Summer Blues and Absenteeism

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September 23rd, 2019

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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.

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

5 Absenteeism Causes Lurking in Your Office

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March 25th, 2019

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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.

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

6 Attendance Management Mistakes Costing Companies Money

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February 4th, 2019

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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:

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

How to Make Employee Wellness a Priority in 2019

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November 26th, 2018

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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 Reduce Employee Tardiness in 5 Simple Steps

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October 23rd, 2018

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Employee tardiness is an ongoing problem for many businesses. It costs companies money in diminished productivity, reduced morale, and increased stress for the staff. More than one-quarter of employees report being late to work at least once per month. The most common reasons for being late include inclement weather, traffic, and oversleeping. While tardiness is sometimes unavoidable, chronic lateness is a problem managers need to address. The following steps can help improve employee promptness:

  1. Write a clear attendance policy. This may seem obvious, but not every employee handbook includes a section on tardiness. Many focus on sick days or vacation days without addressing arriving on time.
  2. Looks for professional conflicts. Sometimes employees are late because they are juggling too many tasks. Employees who attend college courses or have to take care of family responsibilities may need more time in the mornings. Implementing a flexible schedule allows employees to adjust their hours to a more manageable timetable. Accommodating an employee’s agenda can help improve their work-life balance and thus reduce their tardiness.
  3. Improve the company culture. If several employees are late on a regular basis, there may be a larger problem at play. If there is a toxic manager or aspect of the office that upsets employees, they aren’t going to make an effort to arrive on time. Taking steps to improve the work environment can reduce chronic tardiness.
  4. Reward good attendance. Employers expect employees to show up to work on time so rewarding this minimum may seem odd. However, positive reinforcement is usually more effective than negative actions. Consider offering a restaurant gift card or bonus vacation time to employees who have perfect attendance each quarter.
  5. Track employee attendance. Management can’t know an attendance problem exists or how bad it is without a system to track it. By keeping track of tardiness and absences, managers can address patterns of late arrivals before they become a habit.

Finding ways to reduce tardiness can improve productivity as well as the overall morale of the workplace. Contact the experts at Actec to learn more about managing employee attendance.

How to Calculate Your Employee Absenteeism Rate

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June 11th, 2018

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chart-2785902_1920Employees miss work for a number of legitimate reasons. Vacation time, holidays, and approved leave don’t count toward the overall absenteeism rate since employers can plan for these absences. It’s the unexpected time off from work that has a significant effect on productivity, workplace morale, and profits. Employers need to gain a measure of their overall staff absenteeism rate before they can ascertain if there is a problem or take steps to rectify it. Employers should use the following to calculate their quarterly employee absenteeism rate.

  1. Determine the average number of employees during the given quarter. There are a few ways to determine this number. The easiest way is to take the sum of the total number of employees at the start of the quarter and the end of the quarter, then divide that number by two. Employers could also take the total sum of employees at the end of each month of the quarter then divide it by three. A third approach is to total up the payroll deposits for each pay period during the quarter then divide that number by the number of payroll periods. For this example, let’s assume there is an average of 50 employees for the quarter.
  2. Compute the total number of workdays in the quarter. This number should exclude legal holidays. However, it should include odd days such as additional days when a quarter starts or ends during the middle of the week. Next, employers should multiply the total number of weeks in the quarter by five since there are only five workdays to a week. Then, employers should add the total number of odd days and subtract the holidays. This will provide the total number of workdays during a quarter.
    1. Example: (12 weeks in a quarter x 5 workdays per week) + 4 odd days – 1 holiday = 63 workdays
  3. Find the total number of available workdays. Employers can do this by multiplying the average number of employees by the number of workdays determined in steps one and two.
    1. Example: 50 employees x 63 workdays = 3150 available workdays
  4. Determine how many days the company loses to absenteeism. Employers can do this by using a standard 8-hour workday to factor in fractions of a day. Let’s say an employer’s absence reporting system indicates employees called out sick once per quarter and missed an additional 3 hours per quarter outside of pre-approved vacations days and holidays. Employers would then use the following equation to determine their total number of days lost to unplanned absences.
    1. Example: (50 employees x 1 sick day) + (50 employees X 3/8 hours missed) = 68.75 workdays lost to absenteeism
  5. Calculate the quarter’s rate of absenteeism. To determine this number, employers should take the total number of days lost to unplanned absences and divide it by the total number of available workdays then express it as a fraction.
    1. Example: 68.75 workdays lost / 3150 available workdays = 2.18%

Once employers establish a baseline for absences, they can easily and swiftly notice a steady or sudden increase in attendance problems. Employers can then investigate if the absenteeism problem is company-wide or department-specific. Employers can use such insights to make management changes, redesign tasks, or implement steps to reduce workplace stress. To learn more about reducing absenteeism in your business, contact the experts at Actec.

How to Reduce the Cost of Employee Absences

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March 26th, 2018

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shutterstock_252811903 - CopyEmployee absences cost businesses money in a number of ways. The company must pay the employee for sick leave, productivity slows down, and other employees may have to take on the burden of additional work if their coworker remains absent for an extended period. The majority of human resources professionals agree that employee absences take a noticeable toll on revenue and productivity, but many employers do not track the effects of employee absence on their bottom line.
While employers cannot change the fact that employee absences come at a cost, they can reduce the overall expense. The following are several suggestions for achieving that goal.

  1. Start tracking attendance. If an employer is not monitoring when employees call out of work, they cannot hope to measure the true costs. Although this seems like common sense, few HR professionals feel their company tracks absences well enough and not many businesses use an integrated system to do so. By keeping track of absences, employers can recognize patterns or growing problems. For example, employers may notice certain employees always call out on Fridays or Mondays. Having reliable data can help employers address such attendance issues before they get out of hand.
  2. Assist employees trying to return to work. If an employee is out of the office for an extended period due to a serious illness or injury, returning to work full time can be daunting. Offering a phased return to allow employees to work up to their full schedule can help minimize their anxiety. Another option is to provide accommodations such as a flexible work schedule or the ability to work from home. These approaches minimize the likelihood of a relapse.
  3. Improve the office atmosphere. Stress is a significant source of employee absences. Stress can make employees more prone to illness and to calling out for mental health reasons. Stress in the workplace is a compounding issue. When stressed employees call out, their absences then adds additional stress to their coworkers. It can begin a vicious cycle of unhappy employees. Improving the workplace environment to reduce stress and improve morale can reduce these issues.

If your company is struggling with absenteeism, Actec can help. Our absence reporting program can help employers keep track of employee attendance, reduce absenteeism, and improve productivity. Contact us today to learn more.

5 Simple Ways to Boost Employee Morale

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January 8th, 2018

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shutterstock_174875483If you think there isn’t a direct correlation between employee morale and absenteeism, think again. Employees with low morale are also likely to lack motivation, have low job satisfaction, and call out more often. While managers and employers should search for the root cause of the morale issues, there are several easy ways improve the office mood.

  1. Make birthdays a holiday. Most workplaces offer paid leave on government holidays. However, there are certain days no individual wants to work—his or her birthday being a common one. By letting staff take their birthday off (or the Friday before if it falls on a weekend), it signals to employees that their company cares about them. It also serves as a nice gift!
  2. Offer flexible start times. Not everybody’s personal life is well suited to a specific start time. Employees with children may prefer a later start to allow them time to drop kids off at daycare or school. Staff attending college in the evening may prefer to start work earlier to allow more time to relax after work before heading off to class. By offering flexible start times, employees can achieve a better work-life balance.
  3. Allow staff to listen to their own music. While managers may not relish the idea of employees wearing headphones at the office, it has proven benefits. Employees who listen to their own music while working are often happier and more productive. It can foster creativity as well.
  4. Ease up on the dress code. Wearing a suit and tie does not make staff better able to perform their job. In fact, casual clothing tends to make employees feel more comfortable and relaxed. So long as employees are not meeting with clients, allowing them to dress down on Fridays is a simple way to boost their morale. It also can help prevent staff from mentally checking out in preparation for the weekend.
  5. Call it quits early on Fridays. Even if staff members are in street clothes, they may be longing for the workday to end and the weekend to begin. If there are no pressing deadlines and employees are up to date on their work, consider closing the office an hour early on Fridays. If employees know they are getting out of work early, they will have more motivation to focus on the remainder of their day. It is also an easy way to make the entire office happy.

If your staff is struggling with low morale, you may start to notice attendance issues. Employees may start to call out more often, arrive to work late, or leave early. Once absenteeism creeps into the workplace, it can be hard to resolve. Actec can help your business track absences and implement measures to improve attendance. To learn more, contact us today.