Absenteeism refers to the unexpected absence of employees for reasons such as:
Several factors contribute to absenteeism:
To address high absenteeism and manage absences effectively, employers need to track the frequency, causes, and duration of absences. Creating a detailed employee record helps centralise this data, including:
This record provides a clear view of absenteeism trends over time, enabling employers to identify patterns and adjust policies if necessary.
Using HR software simplifies this process by automatically collecting and analysing absence data. A dashboard view displays key absenteeism indicators in real time, giving HR teams immediate insights and freeing up time for more strategic tasks.
When employees return after an absence, a brief interview helps managers understand the reasons behind the absence. This approach also supports reintegration into the team and helps identify potential workplace issues.
Employers may arrange independent medical checks to verify the validity of medical leave. This practice helps detect potential abuse and discourages unjustified absences.
Some companies offer attendance bonuses to reward consistent attendance. These bonuses can be reduced or withheld in case of absences, even if justified, encouraging employees to minimise avoidable leave.
Poor working conditions often contribute to absenteeism. Factors such as stress, burnout, or physical strain can lead to long-term sick leave or unexplained absences.
Employers must comply with working time regulations, including:
Respecting these limits helps safeguard employee health and wellbeing.
Allowing employees to choose leave dates when possible reduces frustration and absenteeism. Employees who feel their personal and professional needs are balanced are less likely to take unplanned leave.
However, employers can refuse leave requests under certain conditions, such as:
Refusals must always be justified and aligned with labour regulations.
Adopting HR software designed for absence and leave management simplifies the process and reduces errors. Manually updating Excel sheets is time-consuming and prone to mistakes.
With a digital planning tool, employees can access their personal calendars, submit leave requests, and update their availability in real time. HR teams are notified instantly, speeding up approvals and enabling faster adjustments to team schedules.
A candidate database of qualified individuals who have already applied to the company helps speed up emergency replacements. Maintaining this pool allows HR teams to quickly find suitable replacements when urgent needs arise.
Launching a company-wide call for volunteers is another effective solution. Internal employees may be willing to work overtime to cover shifts, especially if incentives are offered.
HR software also helps identify available internal candidates by providing a clear view of all employee schedules. Once a replacement is found, the software updates schedules automatically, reducing errors and improving transparency.
Managing absences, especially unplanned ones, is a key challenge for employers. A clear absence policy, regular communication with employees, and the right digital tools make this process much smoother. With real-time absence tracking, automated planning, and data analysis features, HR software helps companies maintain productivity and meet legal requirements while promoting a fair and transparent leave system.
