Punctuality plays a central role in the proper output of productivity within the office. Employees who are often absent will inevitably reduce overall productivity, and if done regularly, will incur extra costs for the enterprise. Indeed, according to research conducted by Gallup, companies in the United States annually lose an estimated 450 to 500 billion US dollars due to low productivity. Converted to the current rupiah exchange rate, the nominal can reach up to 6.4 trillion to 7.1 trillion rupiah.
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Employee absenteeism inevitably means that other staff will have to take on additional projects, disrupting the dynamics of the employee base as a whole. Employees who show up, conversely, will suffer from a disruption in their planned outline of work, as certain personnel will be missing; indeed, it takes extra planning to decide who from the group will handle certain responsibilities. In this case, new people will have to take on new tasks in an impromptu manner, whether they are ready or not. This, as can be inferred, wastes time, energy, resources and ultimately costs money in the long run.
If absenteeism is a major issue that your company is facing, there are several ways to effectively increase employee attendance:
• Properly Define the Protocol for Absenteeism
Initially, you will need to define the meaning of absenteeism, as it currently stands for your whole workforce. You must clearly distinguish between absences due to illness, time off, and tardiness. Each type of absence needs to be regulated and defined for the whole workforce in as much detail as possible so that employees understand their respective rights (e.g. annual leave) and obligations (e.g. arriving on time every day).
You must also define the procedures for when an employee becomes absent, for example: employees who are unable to show up on time are required to inform their supervisor at least 30 minutes before the start of their working hours. Or for employees who are sick, they must inform them at least one hour before their working hours begin. This is so that managers can effectively manage any tasks that should be completed within a short span of time. In this case, time is of the essence, and letting management know a good deal beforehand lets them quickly delegate the task to other employees who are present. Another example: employees who are going on leave are required to inform their supervisor at least one day before the date of leave. This is due to the same reasons and purposes as described above.
Also, make sure to describe the consequences clearly if employees violate any existing procedures. This lets other employees know that coming to work late is not an issue to be taken lightly.
• Written Attendance System Policy
The most important thing you can do for your team is to always keep a written attendance list. This is so that the attendance system can be accounted for and proven. You must also collect and archive evidence of sick letters from doctors that employees provide while they are on sick leave. You must also record any incoming sick leaves, paid leaves, and late arrivals. You can make attendance records through MS Excel or through any simple spreadsheet application, or if you have a higher budget to dispense of, you can use a fingerprint attendance machine, which automatically records attendance data.
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• Identification of Problems
There are many reasons and causes of employee absenteeism. Identifying the myriad of reasons for this issue is key in preventing it from happening in the future. Some of the most common reasons relate to logistics problems, transportation problems, internal or family problems, to problems related to the employee’s own habits.
For employees who are constantly taking sick leaves, they may have health problems stemming from drugs or alcohol, family or marital problems, or perhaps problems between the employee and his co-workers or supervisor. Make sure you have policies and procedures in place for these issues. You can provide support in the form of drug and alcohol counseling, or provide special policies for employees who live more than two hours away from the office, for example, to change their shift days to weekends so that the traffic on those days won’t be too congested.
• Use HRIS Software such as Dokodemo-Kerja
You can also use software like Dokodemo-Kerja to monitor your employees’ attendance and productivity through a couple clicks. With Dokodemo-Kerja, you don’t have to worry about monitoring the activities of your employees because their desktop activities will be transparent through a screenshot capture feature that takes a picture every couple of minutes. Dokodemo-Kerja also provides comprehensive reports in regards to the employee data gathered, presenting easy to read information regarding employee work time habits, clock in/clock out times, inactive periods and much more.
