How Should HR Handle Unreported Absences When Team Members Stay Silent?

Dear all,

Recently, a few of my colleagues have been absent without informing me (I am the HR in my company). They only call the team members or the leader regarding their absence, and the team members simply remain silent without reporting to me. My boss has requested that I issue a memo to all staff warning them to inform HR about any medical certificates or emergency leave. Please help me. Thank you. 🙁

Hi,

I think that your boss is right; they should inform HR. If you are not aware of their leaves, mark them as absent. I mean, if their leader hasn't told you regarding their leave, just follow the company policy.

If they have informed their team members and team leader, it is the responsibility of the team leader to inform you.

Thank you,
Sushma

Hi Dear,

You have to give a warning letter to those persons who take leave without prior intimation to you. If you are HR, then you have to play a strict role as an HR.

Display a notice stating that if a person wants to take leave, they must give prior intimation to HR instead of a colleague. If they fail to do so, they will be treated as absent instead of on leave.

Regards,
Pooja Verma :)

It is really important to inform HR about any type of leave. It is the responsibility of the employee as well as the respective superior to inform HR about the leave.

You can go ahead and issue memos to the employees and talk to the respective team leaders or supervisors regarding this.

Regards,
Byomjeet Mishra

Hello sir,

The problem you have faced is quite complex. Before issuing memos to the employees, you should inform your boss's decision to the employees. If they continue the same behavior, it is better to issue memos to the respective employees.

Regards,
Rudranath.

Dear,

It is not always possible to inform HR all the time, and I think it is good that employees inform their superiors. Subsequently, superiors should inform HR about the employee's absence and provide updates on processes within their department.

HR needs to utilize their intelligence in terms of:

1. Ensuring the intimation cycle is complete. If not, they should counsel all parties involved in the process, such as the individual, the superior, and HR.

2. Addressing any gaps in communication between the team and HR to ensure a cohesive working environment.

3. While sending information directly to HR is acceptable, it may not contribute to building the core team structure HR aims to establish.

In the current situation, please:

1. Speak with the concerned employee.
2. Discuss with the relevant superiors.
3. Communicate with your HR superiors.

The process should entail forwarding requests from superiors to HR, with superiors engaging with HR leadership to address any delays.

Handle the situation effectively and emerge as a victor. Your approach should focus on practical HR practices to strengthen relationships rather than merely offering advice and potentially straining relationships.

Thank you.

Dear Cptey,

I hope all the details are explained by VINMIND. Please go ahead and get the things done that way. It is not always possible to inform HR directly; it's true. If the information comes through the team member/TL to HR, then each layer is well informed about any leave or absenteeism, which helps team spirit and organizational development.

Thanks to VINMIND and Rudranath too.

Regards,
Tarun

Dear friend,

First of all, the communication system in your organization is not good. So, it needs to be set up in a systematic way. When the employees are not informing you, you can issue a non-verbal warning by posting on each cabin of the employee or on the notice board. If they ignore this, you can then proceed with a verbal warning.

Thank you.
Valbooj

Hi,

They must inform only their boss. HR only maintains records. If a person takes too many leaves, then highlight the issue to the concerned department. HR should not take a boss's role.

Siva

I think there has to be a proper channel of communication; the employees cannot directly communicate with HR all the time. I would advise you to forward a leave application form to all the team leaders and managers. The employee should fill out this form, get the leaves approved from the reporting manager, and then submit it to HR.

Sapna