How to Address Attendance Issues in Company WhatsApp Group Without Disrupting Workflow?

I'm in HR. We have a company WhatsApp group where we all post our attendance. However, every time a staff member posts that they are not feeling well and won't be able to come, it disrupts the process. For this reason, I would like to issue a warning message to all staff. Kindly help me with drafting the message.

Hi, I hope not all the employees are requesting leave on ill health grounds. In any organization, depending on the size, mostly 5-7% of employees will be on leave on a daily basis, either on pre-approved leave or unplanned leave. So, wherever you feel that the reason for leave is not genuine, you may insist on medical proof. You may pass on an advisory communication to all employees, and a warning is not required. You cannot warn everyone just because some x or y is availing unplanned leaves.

Dear Employees,

Of late, it is observed that some of the employees are availing unplanned leaves with last-minute information, which is not a good practice. Planned leave/advanced leave information would be very useful for your immediate supervisor to plan their work, and unplanned leaves affect our work schedule and planning. We hereby advise all employees to plan their leaves well in advance, and in the case of any unplanned leave, the same has to be justified with proper medical proof. In the absence of the submission of proper medical proof, the leave of absence will be considered as leave without pay. All your cooperation is solicited.

Regards

Importance of Attendance and Responsibilities

Dear Team,

I hope this message finds you well. We appreciate your dedication and contributions to the company. However, we have noticed a recurring pattern in the company WhatsApp group, where some staff members frequently communicate about not feeling well or being unable to attend work.

While we understand that health issues can arise unexpectedly, it's crucial to ensure that our attendance and responsibilities are managed efficiently to maintain the smooth functioning of our operations. Frequent absences not only impact team productivity but also disrupt workflow planning.

We kindly request all team members to prioritize attendance and adhere to the following guidelines:

Communicate in Advance: If you are unable to attend work due to illness or any other reason, please inform your supervisor or the HR department in advance. This will help us manage workloads and plan accordingly.

Medical Certificates: In cases of extended absences due to illness, please provide a valid medical certificate as per company policy. This helps us maintain accurate records and support your well-being.

Refrain from Overusing Messaging: While the company WhatsApp group is a valuable platform for communication, it's essential to use it for relevant and important updates. Frequent messages about not feeling well can lead to miscommunication and disrupt the group's purpose.

Responsibility and Accountability: As professionals, we all have a responsibility to fulfill our roles and contribute to the team's success. Regular attendance plays a significant role in achieving our collective goals.

We believe that open communication is key, and we encourage you to discuss any challenges or concerns you might have directly with your supervisors or the HR department.

Let's work together to maintain a positive work environment where everyone's contributions are valued and our operations run smoothly.

Thank you for your understanding and cooperation.

Best regards,

Hi, Ms. Solanki, It has become a common phenomenon to seek leave on health grounds. You may consider granting a day on a humanitarian basis, with the option to work from home so that the employee is available to address work-related issues. If the sick leave exceeds one day, the employee must provide a medical certificate specifying the illness. Nowadays, with advanced technology, employees can conveniently mark their attendance using their mobile phones, even if they are on campus in locations such as the parking lot or restroom. This facility will be beneficial.

As an HR professional dealing with human beings, it is essential to recognize that while they are not unique, they are indeed different. I hope this clarifies your point.

Regards

The point that needs to be emphasized, in my view, is that leave or its sanction is not a matter of right, and any type of leave could be refused without assigning any reason.

Thank you!

Please ensure that all rules regarding your employees' leave management are clearly mentioned in the employee handbook. This should include guidelines on leave application and approval. It is important to strictly adhere to these rules to avoid the need for follow-ups or additional messages.