How Would You Approach a Manager About a Team Member's Long Absence?

I need a draft to question the manager about his team member's prolonged absenteeism.

Dear member, a proper context could have been provided while writing the post. Without understanding the proper background of the case, how is it possible to provide a draft of the letter? Even if you had uploaded the draft, correcting it would have become difficult without knowing the background of the case.

For the absence of a team member, whether for a short period or a long period, why do you wish to question the manager of that team member? Instead of questioning the team member, why question the manager? By questioning the manager, does it not imply that you wish to make him a party in the team member's absence? Even if the manager is questioned, what credible reply is that fellow supposed to give?

A manager is expected to get the work done from his/her subordinates. But this can happen only if they are available. Should the manager be made accountable even for the non-availability of the team member? Absenteeism is dealt with by the HR Department. If the employee was absent for a long period, then what action has the HR Department taken?

Therefore, please provide the context. Please make a note of it whenever you raise a query on the public forum.

Thanks,
Dinesh Divekar

Dear colleague, your query is intriguing. I am afraid you need to put your thought process in the proper direction. Think: in what way will questioning the manager about the absenteeism of his teammate help resolve the issue? Does it not amount to finding a lost car key in the house when it was left in the car? In other words, when the problem is in the East, you are looking for a solution in the West.

In this process of thinking, you are questioning your assumptions. Think about how to fix the problem of absenteeism of a teammate and not fix the manager. So, turn your focus on taking appropriate actions to curb the problem of absenteeism of an employee. Together, you and the manager can partner in resolving it.

You need to study the nature of the absenteeism record - is it sporadic, is it a long absence at a stretch, or frequent short durations of absence - in other words, the habit pattern as seen from the record. Then analyze the reasons for it in a one-on-one meeting with him, from coworkers, the manager, and his attitude towards it. For every problem, one must find the root causes.

After you and the manager reasonably size up the problem, find what will work - disciplinary action or counseling. The purpose is to make him understand and give an opportunity to show distinct improvements in the coming period. I don't claim this is the only approach. You may think of a better one by keeping in mind the end results to be achieved.

Regards, Vinayak Nagarkar HR and Employee Relations Consultant