Employee Absenteeism in Small Teams: How Do You Manage It Without Overstepping?

I am working as an HR Executive at a software company with around 25 employees in this branch. Employees here frequently take leaves, but they are not exceeding the maximum available leave days. Now, I would like to seek good suggestions from all of you on how to control employee absenteeism.

Thank you.

What is the meaning of "Here Employees are frequently taking leaves, but they are not going beyond the Maximum Available leave days"? Leave is an authorized absence. As long as employees apply for leave, get the leave application approved by their superior, and then proceed on leave, it cannot be considered "absenteeism." If the employees proceed on leave without authorization, then it becomes unauthorized absence.

Generally, under the Shops and Establishment Acts of various states, approximately 15 or more days are authorized per annum. If the 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

I'm working in a software company that is at a growing stage. Here, employees can take 1.5 days of leave per month. The problem is that all employees used to apply for leave, so productivity is being affected. This is the exact problem.

Regards,

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 leave in any week. That too, it should be sanctioned through the 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, especially. If the sixth employee takes leave without sanction, then deduct one day's salary. Under exceptional circumstances, like any emergency or accident, you can 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
[Email Removed For Privacy Reasons]

In an establishment of 25 persons, the functional heads could very well know about their employees working under them individually. They should be aware of the happenings around them, including the circumstances under which their employees are compelled to avail leave. The heads should regulate work in a way that it is not adversely affected by prioritizing based on the "reason for leave". "Leave cannot be demanded as a right to avail" should be the guiding principle for all heads. Genuine necessities like sickness or death cannot be overlooked. Therefore, just because leave days are available in the credit, one should not avail leave without considering the impact on the work routine, as it is not a healthy practice. It is the responsibility of the functional heads to regulate leave so as not to impede the progress of work. However, habitual absentees and 'happy-go-lucky guys' should be addressed to ensure productivity is maintained.

Leave Management Strategy in Office Settings

Normally, in our office, we adopt this method: when an employee wishes to go on leave, it's a precondition that he/she should find a suitable stand-in staff member among the existing rank and file who is competent and familiar with the tasks handled by the staff member taking leave. The substitute should also be willing to perform his/her duties during the absence. Our leave form is designed so that the stand-in staff also signs it, expressing willingness to take care of responsibilities in the absence.

This arrangement is mutual among all staff, ensuring a smooth flow of official work without any disruptions. It also fosters healthy comradeship and a friendly atmosphere due to mutual help. This scenario is specific to an office setting.

In a workshop or other technical environment where only a few competent individuals are available, different methodologies may need to be considered. Similarly, challenges may arise when multiple staff members want to take leave on the same day, such as during holidays. In such cases, it is important to exercise discretion in granting leave based on official requirements to avoid work disruptions. Sometimes, it may be necessary to make stricter decisions and say "NOT PERMITTED," as there is no one-size-fits-all solution that satisfies everyone simultaneously.

Understanding Leave and Productivity Concerns

If someone is availing of leave within the company's 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 for 'Their Benefit'.

Consider Offering Flexible Work Options

If you can afford to, offer a day of work-from-home once a month and measure the impact on productivity and employee satisfaction over a quarter, and then decide.

I think you don't have a leave encashment policy. Therefore, employees prefer to consume all their leaves at the end of the month. If you want to solve this problem, you should consider implementing policies such as a 100% attendance award and a pending leave encashment policy.

Regards,
VK YADAV

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

If people are taking their "earned" leaves within the defined limits, then there should be no problem with that. Are you planning to reduce 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. For example, by the month-end, they have to deliver work worth 160 hours. If they can manage the work by working late or on weekends sometimes, 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 lapse.

You should definitely use some discretion for granting leaves, even request people to change their leave dates when two people's leave is coinciding and 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.

The growing phase of a company can only be sustained by the 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.