Turned Up and Tuned In: A manager’s guide to maximising staff attendance

3. Missing someone? - What you should do

Did you know?

Even the most committed employee’s ability to attend can be hampered by unforeseeable circumstances like sickness, accidents, transport problems, family and household emergencies
Employees are more inclined to take a greater number of days off when absences are not consistently monitored and recorded
An individual’s personality and coping style will influence the way they react to the demands placed on them
Many of the signs indicating workplace stress are noticeable and include changes in a person’s mood or behaviour. For example, deteriorating relationships with colleagues, irritability, indecisiveness, reduced performance, increased mistakes, increase use of stimulants such as smoking, alcohol and other drug use

Manager’s good Practice Checklist

Tips

If you suspect a pattern emerging seek to understand the individual’s circumstances. If the employee is comfortable to discuss their situation with you, then be prepared to actively listen and use questions like:

how are your other priorities, outside of work, impacting on your ability to attend?
are you seeking assistance from a registered health practitioner?
can you tell me more about…?

Emphasise the ‘insurance’ benefit of sick leave—it’s best kept for ‘rainy days’

Explore the suitability of alternatives to being absent for a whole day, for example:

use of the agency’s carer’s room
taking a part day absence
sharing the time required with their partner/ other person
if part–time, swapping with another day in the week, if this suits them

Regularly monitor and analyse the workplace and absences to identify signs, triggers and patterns

Ask HR

How to interpret and apply leave provisions
What to do if you have doubts over the validity of an absence
How to securely file private and sensitive documents

Have a protocol in place

Who are absent staff to contact and by when
What appropriate questions will be asked when absent staff call, to ensure all important information is covered

Establish and maintain reasonable contact

Discuss circumstances and offer support
Explore all relevant leave options, and if suitable offer alternative leave arrangements
Check what essential work priorities need to be attended to
Agree on contact arrangements if the employee is going to be away for more than a few days
Note the absence and diarise next contact

Hold an informal discussion on return

Welcome the employee back to work and let them know they were missed
Check the employee is recovered and fit to return
Update the employee on work matters that have occurred during their absence

Attend to administration promptly

Cross check leave applications with registered health practitioner’s medical certificates and your diary notes
Promptly approve leave following your agency’s procedure
Securely file medical documents and keep information confidential

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