How Can We Tackle Short-Notice Leave Requests Without Hurting Team Morale?

Dear Seniors,

I am working as an HR & Admin in a small IT company. I have to send a circular regarding the increasing absenteeism at short notice. Some employees take leave without intimation and sanction. This affects the smooth working of the company, and targeted jobs remain incomplete.

One of our HODs sanctions leaves even if applied at short notice, which results in employees feeling 'taken for granted.' However, it affects the morale of other department members. As a result, they have started showing a casual approach and rude behavior. I would like your suggestions to create a system by which employees will adhere to the policy and inform sufficiently prior.

Circular on Leave Policy

I have to circulate a message that:

• Earned Leaves must be approved by the HOD 8-15 days in advance.
• During scheduled leaves, it is mandatory to complete tasks at hand and/or handover/update about the same with colleagues.
• If applying for 2 or more leaves on short notice, the same will not be sanctioned except with the approval of the CEO.
• If the above is not followed, the leaves will be marked as without pay, for which no excuses will be entertained.

Please put your valuable comments.

Regards,
Mrudula D.

Addressing Absenteeism in the Workplace

You cannot suddenly send an email to enforce discipline when you have not addressed the issue earlier. This should have been done when an employee took unauthorized leaves and was irregular at work.

We cannot police them, as this may result in rude behavior, sometimes leading to attrition. Don't circulate emails like this. Instead, arrange a meeting with department heads and your CEO, and document the minutes of the meeting. Obtain signatures from everyone and post them on the notice board or send a circular. Include the schedule of the next meeting in the same minutes.

By doing so, you could delegate the responsibility to team leaders and department heads.

Thank you for the precise reply. We are compelled to take such steps. However, I find your solution quite workable - "So, you could push the responsibility to team leaders and department heads." Other seniors, please post your valuable suggestions.

Regards, Mrudula D.

Yes, this is the correct way to approach and a smart way of working in the HR department.

"So, you could push the responsibility to team leaders and department heads."

Team leaders and HOD are responsible for targets, production, etc. So, let them take a call on employees working under them. A common policy for leave, administrative procedures for leave can be suggested by you to your higher-ups, and they can have a conference with HODs and decide. HR cannot on its own take action directly. Stephen_7's reply is nice and appropriate to the situation.