How To Control The Employee Absentism In The Office?

Hello Seniors,
Iam Working as a HR Executive of a software company,around 25 employees working in this branch.Here Employees are frequently taking leaves,but they are not going beyond the Maximum Available leave days.now i want a good suggestions from you all for controlling the employee absentism.

Dear Dinesh,
What is the meaning of "Here Employees are frequently taking leaves,but they are not going beyond the Maximum Available leave days"?
Leave is authorised absence. As long as employees apply for leave, get the leave application approved by their superior and then proceed on leave then it cannot be considered as "absenteeism". If the employees proceed on leave without authorisation then it becomes unauthorised absence.
Generally under shops and establishment acts of various states, approximately 15 or more number of days is authorised per annum. If average number of days of leave per person per annum is 15 then what is the problem? You should be able to continue with your routine work.
Please clarify further on the actual problem that you have.
Thanks,
Dinesh Divekar

Dear Dinesh,
Im working in a software company which is at growing stage.here employees can take 1.5 days leave per Month.The Problem is all employees used to apply for the leave.so the Productivity getting affected.so this what the exact Problem.

Hi Dinesh,
You should pull up your socks and be strict.If you have 25 employees, then make it a point that only 5 employees can take a leave in any week. That too it should be sanctioned through proper channel. The first 5 will get it in the week, the sixth one in the second week and so on. You need to maintain an Excel sheet for it specially.If the sixth employee takes leave without sanction, then deduct one day salary. Under exceptional circumstances, like any emergency or accident, can you be lenient. That particular employee needs to show proof.
Issue a circular to all employees to this effect immediately signed by the people in authority.
Regards,
Arup Kumar Singh
Senior Recruiter
Total Talent Solution
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In an establishment of 25 persons the functional heads could very much know about their employees working under them individually. And thus should know of things happening around them and what sort of leave and circumstances under which they are compelled to avail leave. The Heads should regulate in such a way work is not suffering by prioritizing based on the "reason for leave". "Leave cannot be demanded as a right to avail" is the watch word for all heads, in saying so genuine necessities cannot be overlooked like sickness, death etc. Therefore just because leave days are available in the credit one should avail leave without caring for the work routine is not a healthy practice. So it is upto the functional heads to regulate them so as not to cripple the progress of work. However habitual absentees and 'happy go lucky guys' should be curbed.

Normally in our office we adopt this method. When an employee wishes to go on leave, it's a pre-condition that he/she should find suitable stand-in staff among the existing rank & file, who is competent and is know of things which were handled by the staff who wishes to avail the leave and the substitute also willing to perform his/her duties during the absence on leave. Our leave form is designed in such a way the stand-in staff also signs it in expressing his/her willingness take care in his/her absence. This arrangement is mutual among all the staff which ensure smooth flow of official work and a vacuum is not felt. Also develops healthy comradeship amongst them, a friendly atmosphere prevails due to this mutual help. Ofcourse it's in an office situation. If it were to be workshop or other technicalities would involve where only a couple of such competent persons are available things may be different in which case suitable other methodology (ies) have to be found. Similarly things may pose problem when too many wanted to avail leave on the very same day like festivals etc. However you should exercise your discretion in granting leave depending on official exigencies so as to ensure work does not suffer. You have to learn to say "NOT PERMITTED" in situation calls for stricter decisions considering my earlier post, there is no other formula which pleases everyone at a given time.

If someone's availing of leave within the company stipulated leave policy, why do we need to complain about 'loss of productivity' ?
If the firm size is 25 , irrespective of the clauses and conditions, employees are bound to find a way around to 'Their Benefit'.
If you can afford to, offer a day of work-from-home once a month and measure the impact on productivity / Emp Satisfaction over a quarter and then decide.

Dear Dinesh ji,
I think you don't have Leave encasement policy.So Employees prefer to consumed all their leaves on the end of month.If you want to solve this problem then you should make policies like 100% attendance award & pending leave encasement policy.
Regards:-
VK YADAV

Consider having a leave plan even if the leave is for short period.
Nominate standbys for each job.team leaders should be knowledgeable enough to know who can do what work and importance of each employee.
Employees should be allowed leave happily by the company,it encourages a happy feeling and will contribute to productivity in the long run.

Hi,

If people are taking their "earned" leaves within the defined limits, then there should be no problem with that. Are you planning to reduce in the "1.5 leaves a month" rule itself?

If productivity is the only issue, then there are other ways to resolve it. You (supervisors) can give them target based work. E.g.: By the month end, they have to deliver the work worth 160 Hours. If they can manage the work around it by working late/weekend sometime, then it should be acceptable. You can also use the leave retention / encashment policy, so people can avoid taking leaves just because otherwise they would get lapse.

You should definately use some discretion for granting leaves, even request people to change their leave dates, when two people's leave is co-inciding & work is affected. But, if you do a little research, you will surely find more suitable ways of increasing productivity without restricting the earned benefits of employees.

Growing phase of company can only be sustained by dedication of employees. But if you make the rules very strict, so that restricts the basic rights of employees, then you cannot expect dedication from them.

Best Regards,

Amod Bobade.