High Absenteeism Dilemma: Are HoDs or HR Managers to Blame for Staff Shortages?

I want to discuss one issue: There are various departments in the company, each with a Head of Department (HoD). Every HoD has the authority to approve leave for their subordinates. Now, suppose on a given day, there is a shortage of manpower to complete the assigned work. In that case, who should be held responsible for the high absenteeism rate: the HoDs or the HR Manager? Kindly provide your insights on this matter.

Responsibility for Absenteeism

As regards the absence of a subordinate, the primary responsibility lies with their boss. However, if issues such as low morale, alienation, or unsatisfactory working conditions arise among the employees, HR has to take ownership of the problem and implement corrective action. In short, for isolated cases of absenteeism involving individual employees, HR cannot be held solely responsible. It could be due to genuine reasons or strained superior-subordinate relations. Nevertheless, when absenteeism starts impacting a larger number of employees and becomes a significant concern for the organization, HR must address the issue professionally and take proactive measures.

Thank you, @KK! HR.

The absenteeism is due to individual reasons. You said: "..but where it affects more number of employees and becomes a matter of concern for the organization, HR has to look at the issue in a professional manner and take proactive steps."

What are those steps?

Dear Mr. Gaurav,

"On the given day, there is a shortage of manpower to do the assigned work." HOD should have a look at Manpower Planning. HR should look at reasons for absenteeism and put proper measures to control absenteeism. Please do not focus on "Whose Responsibility."

"Do not find fault, find remedy." - Henry Ford

Hi Srinath Sai Ram,

Thank you for the suggestion. However, I do not agree with you. The reason for absenteeism being considered here is due to personal reasons, such as marriage, functions, etc. It's not about fault-finding, but when it comes to designing Key Result Areas (KRAs), this point of responsibility is crucial.

Please let me know if you need any further clarification.

Thank you.

Dear Gauravji,

Your initial question was, "How to control absenteeism, sanctioning of leave, responsibility of HOD/HR?" Now, you are talking about "Designing KRA."

Can you please elaborate? What is the rate of absenteeism? Are you issuing memos, counseling employees?

Dear colleague,

Absenteeism: Authorized vs. Unauthorized

Absenteeism is either authorized or unauthorized. Authorized absenteeism, known as leave, is granted by the Head of Department (HOD). It involves sudden absence from work with or without prior intimation, which is a matter of concern. The role of HR is crucial in establishing proper rules and implementing disciplinary actions to mitigate such productivity-affecting behaviors among employees. Therefore, it is clearly HR's responsibility and forms a part of their Key Result Area (KRA).

Responsibility of the Head of Department

Controlling the granting of leave in adherence to the leave policy and rules is the responsibility of the HOD. Consequently, ensuring effective manpower utilization becomes a part of the HOD's KRA.

Regards,
Vinayak Nagarkar
HR Consultant

Common Causes of Absenteeism

As regards your query regarding the common causes of absenteeism, it is axiomatic that low morale is reflected in a high absenteeism rate. So the first step is to determine the real causes of absenteeism. Some of the common causes of mass absenteeism among employees are:

1. Poor or unsafe working conditions such as high pollution, for example, in industries like cement, mica, or stone. Many traditional industrial units abound in such issues.

2. Unprofessional superior-subordinate relations or unhealthy supervision, including bullying. Do you have a bullying or harassment problem?

3. Alienation (Disengagement) and low workplace morale. Employees who are not committed to their jobs tend to find excuses not to come in.

4. Nature of the job, stress, burnout, etc.

A proper diagnosis of employee attitudes is called for. Now there are many measuring instruments available. Hold a proper survey and, based on the results, design an appropriate action plan.

Controlling absenteeism and reducing it to manageable levels could be the basis of HR function. Individuals responsible for the work area could be given specific Key Result Areas (KRAs) on designing the Absenteeism Diagnostic Survey, administering the survey, and evolving the corrective steps.

Dear Gaurav,

In short and simple terms, it is the responsibility of HR to curb excessive absenteeism in coordination with HODs, as they are the sanctioning authorities for their respective team members. Ultimately, it is teamwork for HR as well as Operational HODs to achieve common organizational goals beyond individual goals.