Nowadays, being a manager of a company and thus having to oversee a number of employees also means facing potential management problems. There is increasing talk about workplace burnout or finding meaning in tasks to enable employees to develop their motivation and skills. But another scourge exists, and it is becoming more significant over the years. This is workplace absenteeism. As an employee, this phenomenon can be concerning, as it seems to be spreading across all sectors of activity. In fact, according to the Gras Savoye Willis Towers Watson barometer, the rate of absenteeism in companies has significantly increased, going from 4.18% to 5.04% between 2019 and 2020. These figures can lead to questions about why all this is happening. Indeed, absenteeism is discussed when an employee is repeatedly absent from their position. This is not about isolated events. What are the main causes of absenteeism and what can be the consequences for the company? We will try to answer these questions.
What are the main causes of workplace absenteeism?
Firstly, in order to understand why workplace absenteeism continues to be a phenomenon that spreads over the years, we will identify the main causes of these repeated absences among employees. To better understand, we can separate the causes of absenteeism into two themes: personal reasons and professional reasons. In fact, in 2019, it was estimated that 87% of absences in companies were due to non-professional contexts.
- Personal causes: These are generally the most widespread causes for explaining an employee’s absenteeism. It can involve a complicated family environment, such as a difficult divorce or childcare issues. But more often, personal causes related to absences concern the employee’s health. During a severe flu season, cases are inevitably more numerous. Finally, there are comfort absences, which are not justified by any valid reason. Ultimately, these are the most challenging for a company’s leadership to manage (why?).
- Professional causes: Although these are less widespread, they remain important as they can affect the work environment and therefore the manager’s responsibility. Indeed, absenteeism can indicate a negative atmosphere in the professional daily life or an intense stress situation that can lead to an unfavorable or even toxic environment. This cause can align with a lack of professional fulfillment and lead to a rather serious health issue. Occupational accidents or so-called occupational diseases, such as Musculoskeletal Disorders (TMS), have also been observed, which has become more prevalent over the years.
The consequences for a company?
Logically, repeated absences of one or more employees can quickly become a real problem for a company’s well-being. Whether the reasons are valid or not, the issue remains the same, and the consequences can be manifold for the company. First and foremost, these absences will inevitably lead to disruption and dysfunction within the company. If a team member is regularly absent, the workload for other employees will logically increase, as they have to ensure that tasks are completed. This consequence will lead to others, such as additional stress for other colleagues and a social climate that could deteriorate rapidly. Furthermore, absenteeism can also lead to a drop in productivity and profitability, as well as delays in ongoing projects and tasks within the company. Finally, it’s worth noting the financial aspect that excessive absences can entail. The cost for the company could be particularly high if the absent employee needs to be replaced.
How to limit workplace absenteeism?
In this situation, a legitimate question arises: can the rate of absenteeism, which has been steadily increasing in companies for several years, be controlled or limited? To achieve this, management must be adapted by offering various solutions. As we have seen, employees’ health status is one of the main causes of their absences. Thus, some companies implement vaccination policies (such as for the flu, for example) and provide hand sanitizers, minimizing epidemic risks. Some other companies create documents that act as prevention measures against various health risks. These solutions can be effective for diseases. However, as we have already discussed, the other part of the absence reasons concerns the work environment. In this case, how can it be addressed, and what solutions can a manager provide?
Being a source of motivation for your employees
We cannot stress enough that employee motivation is a fundamental element of effective and participatory management. Regardless of their position in the company, an employee inevitably needs to be motivated, to see that their efforts are recognized, and to feel important in the company. Motivating employees also significantly reduces comfort-based absenteeism. But how can this be strengthened? Some companies introduce attendance bonuses to encourage their employees to come to work while offering attractive career advancement plans to help them stay focused on their goals and professional ambitions. However, attendance bonuses can have a downside, as they can be costly for companies and penalize employees with justified, non-simulated absences.
Remaining attentive to employees
In the same vein, a good manager must absolutely remain attentive to their team, notably through evaluations that assess the sense of belonging of team members. In recent years, lack of fulfillment in the workplace has become a real issue that can impact a company’s effectiveness and performance. Therefore, this is not something to be taken lightly. Furthermore, we advise a manager to not only listen to employees but also to employee representatives or members of the Health, Safety, and Working Conditions Committee (CHSCT) to improve issues that may arise within the organization and find the best solutions. Additionally, offering employees the opportunity to regularly communicate with the Human Resources department can also be beneficial.
Remaining firm nonetheless
Of course, to be a good manager and effectively combat absenteeism, the manager must listen to their employees and encourage them to excel, while continuing to motivate and support them. Indeed, a high rate of absenteeism highlights significant issues within a structure and will inevitably lead to decreased productivity. However, a good manager must also be firm with their team when necessary. For example, in cases of comfort-based absences, which are not necessarily justifiable, the manager must be smart and firm to discourage employees from repeating such behavior too often. Medical follow-ups can serve as effective deterrents in such cases. But if the situation continues to deteriorate and comfort-based absences become more frequent, termination of employment may be considered. Absenteeism truly represents a significant liability for a company. However, to execute this step properly, the manager must thoroughly understand the various possibilities and laws before initiating a dismissal procedure. Otherwise, the employee may well defend themselves, creating an even more uncomfortable atmosphere for both parties involved.
In summary, absenteeism presents a real challenge within a company. While there are many ways to limit employee absences, particularly by fostering a dynamic and stimulating work environment, achieving zero risk is not possible. As experts in managerial training, our organization, Quality Training, supports companies by providing the best tools for more effective team management.
