Understanding and combating absenteeism in the workplace

The term absenteeism in the company refers to recording more or less frequently justified or unjustified absences within the company. When this situation is encountered frequently, it undermines the company and becomes a source of stress for the employer. At Review.jobs, we understand the importance of understanding your employees and acting on the causes of absenteeism. Through this article, discover the causes, consequences and ways to fight against absenteeism in the workplace.

What are the causes of absenteeism in the workplace?

Absenteeism at work is a situation that must be resolved quickly so as not to affect the organization and performance of the company. To avoid it effectively, it is necessary to have a clear idea of the causes on which action must be taken. A study by Malakoff humanis makes it possible to divide the causes of absenteeism at work into two categories: absences for personal reasons and absences for professional reasons.

A. Personal Reasons for Absenteeism

This type of absence is due to personal problems encountered by employees. These are often health problems of the employee themself or of certain members of their family. But apart from health reasons, the employee’s lifestyle can also be a reason for absence from work. The personal reasons behind an absence from work are not the responsibility of the company, unlike absences for professional reasons.

B. Professional Reasons for Absenteeism

According to a 2019 study by Malakoff humanis, absences for professional reasons are much less frequent than absences for personal reasons. However, they are much more dangerous since as long as the problem is not solved, absences continue to be recorded. Absences for professional reasons are due to working conditions, social climate, working atmosphere, occupational stress and occupational diseases and accidents. All these causes are likely to demotivate employees.

To get a clear idea of how employees perceive their work environment, you can collect their opinions on a trusted employee review platform.

What are the consequences of absenteeism in the workplace?

Absenteeism at work can have significant negative impacts on a company, its operations, and its employees. Here’s a breakdown of the key consequences:

1. Disruption of Operations

Employee absences disrupt the synergy between departments, making it harder to achieve organizational goals.

The absence of a team member creates an imbalance, delaying workflows and reducing efficiency.

2. Decline in Productivity and Profitability

Missed workdays lead to decreased overall productivity and lower efficiency directly impacts the company’s profitability.

3. Increased Workload for Remaining Employees

Other employees must take on additional tasks to cover for the absentee. This leads to increased workload and pressure, which can reduce job satisfaction.

4. Strain on Workplace Atmosphere:

A heavier workload can create a more stressful and burdensome social climate, thus, team morale may decline as employees struggle to balance their responsibilities.

5. Risk of Burnout Among Staff

Overworked employees are at a higher risk of showing symptoms of burnout, leading to potential further absenteeism. A necessary precaution is to watch for symptoms of bore-out at work and what to do about them.

How to calculate the rate of absenteeism at work?

The calculation of the rate of absenteeism at work is a very important indicator for the employer. It allows you to assess the development of your employees.

On this basis, you can also conduct an employee satisfaction survey to get an idea of what they like and what you can improve.

Calculating the absenteeism rate is straightforward. Follow these steps:

1. Divide the total number of days employees were absent by the total number of workdays in the period (e.g., a month or year).
2. Multiply the result by 100 to get the percentage.

For example, if employees were absent for 10 days out of 1,000 possible workdays:
(10 ÷ 1,000) × 100 = 1% absenteeism rate

How to Combat Absenteeism at Work: A 5-Step Guide

Absenteeism can disrupt operations and team morale, but with a well-structured plan, you can address its root causes and minimize its impact. Here’s how:

Step 1: Analyze the Problem

Before implementing solutions, understand the nature and patterns of absenteeism. Ask yourself:

• Does absenteeism affect a single employee or multiple employees?
• Is absenteeism higher during specific shifts (e.g., night vs. day)?
• Are absences more frequent during certain seasons (e.g., winter, summer)?
• Is absenteeism localized in one department or widespread across the organization?

By answering these questions, you’ll gain clarity about the underlying issues, helping you design targeted solutions.

Step 2: Improve Communication

Creating an environment of open communication fosters trust and reduces absenteeism.

• Encourage employees to share concerns with their supervisors.
• Promote feedback management to identify and resolve potential issues before they escalate.
• Regular check-ins and transparent communication can help employees feel supported and valued.

Step 3: Implement a Strong HR Policy

A robust HR policy is key to addressing workplace stress and demotivation.

• Offer employees avenues to voice their professional challenges in a safe, nonjudgmental space.
• Develop programs to reduce stress, such as wellness initiatives or flexible scheduling.
• Recognize the importance of internal corporate communication and employer branding to enhance employee satisfaction.

Step 4: Optimize Internal Organization

Efficient internal systems create a healthier work environment:

• Reorganize workloads to avoid overburdening employees.
• Streamline processes to reduce inefficiencies and frustrations.
• Use motivational strategies like bonuses, professional development opportunities, or rewards to keep employees engaged.

Step 5: Practice Caring Management

Adopt a management style that prioritizes employee well-being:

• Offer encouragement and support to foster a sense of belonging.
• Actively listen to employees’ concerns and suggestions.
• Acknowledge and value their contributions to the team.