Workplace absenteeism poses a significant challenge. It places considerable strain on employees, work teams, and on the entire organization. In this article, we'll delve into understanding the root causes of absenteeism and its consequences. Ultimately, we'll explore avenues to tackle this issue, gradually cultivating a more balanced and productive professional environment.\

Let's start from the beginning: There are two kinds of absenteeism.

Firstly, there's planned absenteeism. In Quebec, workers benefit from several types of leaves, all stipulated by the law. These include paternity or adoption leave, parental leave, family-related leave, civic duty leaves, training leave, leave due to domestic violence, blood or organ donation leave, leave for religious events, and annual vacation leave.

Secondly, there's unplanned absenteeism. These are sudden, unforeseen employee absences. It's this category that we're particularly interested in.

And now, the causes. What are they? Once again, we can categorize them into two groups: either personal or work-related causes.

Personal causes are diverse. But they are mostly related to health: illness, injury, or any medical condition leading to visits to a specialist, clinic, or hospital.

However, what's of greater interest today are the causes of absenteeism tied to work conditions and/or organizational aspects.

Why? For two reasons!

Firstly, because unplanned absenteeism directly disrupts company operations. It causes disarray in the workplace, and since both staff and work teams suffer, clients are often adversely affected.

Secondly, because it's a situation over which companies hold power. Concerning personal causes of absenteeism, companies are powerless to intervene. A common cold, a sick child, relationship difficulties... these are uncontrollable situations. On the other hand, when it comes to work-related causes, a difference can be made. Organizations can take action.

Let's begin by analyzing these work-related causes and their consequences. Afterward, we can explore potential solutions.

Work Environment

The work environment refers to the psychological and emotional state experienced by employees daily. An employee's mood is primarily influenced by factors like the physical layout of spaces, lighting, noise levels, etc.

However, it's important to note that the way the employee feels mostly depends on the overall environment and culture prevailing within the company. Values, attitudes, beliefs, behaviors, and interactions among employees and management are key factors in how comfortable employees feel in their work environment.

An employee who perceives that their employer is solely focused on his own interests, to the detriment of the well-being of all employees, doesn't feel valued by the organization. He feels that he is ultimately easily replaceable. This leads to disengagement and loss of trust.

An example? Workplace safety! Knowing that the absence of proper safety measures increases the risk of accidents or health issues doesn't encourage loyalty and presence at work at all.

In this sense, the company's actions don't align with the values it claims to uphold.

Leadership

Leadership is primarily defined by the ability to inspire and guide others toward achieving a goal. Those who follow the instructions of a true leader don't do so because of his title or position in the organization. They do so because of the trust he instills in them through his competencies, integrity, and vision. 

Therefore, deficient leadership can have a devastating impact on the work environment and employee motivation.

Using intimidation and threats creates an atmosphere of fear among employees. Leadership based on domination and constraint doesn't foster trust or collaboration; instead, it leads to elevated stress levels.

Leaders who fail to take necessary steps to resolve problems that arise or who even deny their existence leave employees to feel left behind. The lack of support in the face of challenges also leaves employees with a deep wound.

Favoritism breeds a sense of injustice.

Work overload and unrealistic expectations highlight how leadership is failing. Sooner or later, an employee overwhelmed by their workload will take steps to recover.

Lack of recognition is one of the most significant factors of good leadership. All organizational surveys mention it: “Management is quick to react when someone makes a mistake, but when there’s a success, it’s complete radio silence.” Employees who aren't recognized or rewarded for their efforts are much more easily disengaged.

Communication

Communication and motivation are closely intertwined. On an automotive assembly line, the robot handling the rear bumper gains nothing from knowing what's happening in the engine. Its motivation won't change due to this communication.

However, in a company, communication often makes all the difference between forming groups of coworkers and real teams. 

Lack of connection with the company's mission and values contributes to absenteeism. Never discussing career plans with advancement opportunities for employees doesn't make them feel important, either.

Not sharing important information with employees creates a lack of transparency and trust. This frustration often transforms into rumors and speculations of all kinds.

Employees also think that communicating their concerns and innovative ideas is pointless. They don't feel important; their voice won't be heard. Once again, they don't see a reason to remain consistently present.

Work Schedules

Behind every employee is a human being. We all know that the professional sector is not his only concern. He also needs to take care of all other aspects of his personal life.

On the company's side, there are goals to achieve. Therefore, scheduling and task assignments need meticulous management. It's crucial that it aids the worker in reconciling his professional obligations and personal responsibilities.

Last-minute schedules and excessive or insufficient staffing in a department cause stress. Irregular and variable schedules, rotating shifts, and mandatory extended hours lead to pressure, dissatisfaction, and exhaustion.

Fortunately, there are solutions!!

Combating workplace absenteeism requires a comprehensive, proactive approach from the company. Here are some possible solutions to gradually improve the situation.

Cultivate a Positive Work Culture:

Ask yourself how to bring smiles to your employees' faces. What small gestures can you make? Make them eager to be present at work. Try to get to know the person behind the employee better. Is he creative? Ask him for his opinion on a challenging situation. And please, don't miss the chance to praise an employee who does a great job.

Train Your Leaders:

Invest in the training and professional development of your managers. Provide them with tools to learn how to inspire and motivate their work teams. Offer them mentorship. Help them become more competent in their leadership role. They must be capable of listening and showing empathy. They need to know how to handle conflict, manage challenging personalities, and inspire their teams.

Engage with your Employees:

Ensure that your employees feel involved in the company's mission. Share your objectives and involve them in their realization. Do everything possible to make them feel important and needed. Always remember it's easy to send a bricklayer home if he believes he is just laying bricks on concrete, but it’s much more difficult if he knows he is contributing to the construction of a cathedral.

Equip Your Managers:

Implement clear and fair leave and absence policies, offer flexible work schedules, telecommuting, and/or paid leaves; these certainly assist employees in managing their personal responsibilities. However, it's equally important to provide your managers with tools to better understand and manage the underlying causes of absenteeism. A good time and attendance management system allows for tracking and analyzing the reasons for absences, identifying trends, recurring problems and areas needing improvement.

MX Solution is the tool you need. An integrated payroll, time and attendance, and human resources system tailored to simplify employee and management tasks.

Request a DEMO today! You'll see with your own eyes just how much it can assist you.