Training for supervisors at Williams College on how to manage absenteeism.

1. Managing Absenteeism Danielle Gonzalez, Director· Office of Human Resources · dg3@williams.edu · x 3129
dg3@Williams.edu | ext 3129
Director of Human Resources
Danielle Gonzalez
Managing Absenteeism

2. Managing Absenteeism Danielle Gonzalez, Director· Office of Human Resources · dg3@williams.edu · x 3129
1. Importance of dealing with chronic or excessive absenteeism
2. Step by step strategy
3. When and how to refer employees to other resources
4. Case studies
5. Dos and Don’ts
Agenda

3. Managing Absenteeism Danielle Gonzalez, Director· Office of Human Resources · dg3@williams.edu · x 3129
• Direct and indirect costs
• Lost productivity
Employee’s work
Other employees being pulled away from other
duties
• Impact on morale
On workers with strong work ethics and good
attendance
Impacts of Absenteeism

4. Managing Absenteeism Danielle Gonzalez, Director· Office of Human Resources · dg3@williams.edu · x 3129
• Sorry, there’s no magic number!
• However, if they are using sick days as fast
as they earn them, or they have many
years of service and have no time
available… you might have a problem.
How many absences are too many?

5. Managing Absenteeism Danielle Gonzalez, Director· Office of Human Resources · dg3@williams.edu · x 3129
• How many times has the employee been out in the last
month? In the last year? Is this new behavior?
• Are there patterns? Extending their weekend? Absent the
day after their weekly bowling league?
• What have been the impacts of the employee’s absences?
Increased workload to others? Increase temp hiring?
• Are you holding all of your staff to the same standards?
Do your research

6. Managing Absenteeism Danielle Gonzalez, Director· Office of Human Resources · dg3@williams.edu · x 3129
• Schedule a private conversation
• Factually describe the number of absences and
the impact on the work and on coworkers
• Ask an open-ended question:
“What’s going on?” “Is everything okay?”
• Remind them that EAP provides a range of
services
Initial Conversation

7. Managing Absenteeism Danielle Gonzalez, Director· Office of Human Resources · dg3@williams.edu · x 3129
Informal Feedback
• Emphasize importance of improving attendance
and the impact on others
• Consider creating a goal for measurable
improvement i.e. “no more than 1 unscheduled
absence per quarter”
• Set a follow up meeting to check in on progress
• Keep notes about your conversation

8. Managing Absenteeism Danielle Gonzalez, Director· Office of Human Resources · dg3@williams.edu · x 3129
• Whether it be their own or a family member’s, time may be protected
under the Family Medical Leave Act.
• Absences covered by FMLA can not be considered when discussing
absenteeism or performance conversations.
• Managers or employees can contact HR for info on applying for FMLA.
• Make notes on the conversation, follow up with an email to the
employee summarizing aspects of the conversation.
• Follow up to ensure FMLA is requested and approved.
If Your Employee Mentions Illness

9. Managing Absenteeism Danielle Gonzalez, Director· Office of Human Resources · dg3@williams.edu · x 3129
• Don’t accept medical documentation from
employee, employee should give directly to HR
• Don’t ask questions about employee’s medical
condition
• If FMLA is approved, be sure you know which
absences are covered by FMLA and which ones
are not.
FMLA

10. Managing Absenteeism Danielle Gonzalez, Director· Office of Human Resources · dg3@williams.edu · x 3129
• Refer employee to the Employee Assistance Program
• Managers can also contact the e4health Management
Consulting and Support (MCS) line to discuss
workplace challenges.
877-267-1585 | 24/7, 1:1
If Employee Mentions Other Personal Problems

11. Managing Absenteeism Danielle Gonzalez, Director· Office of Human Resources · dg3@williams.edu · x 3129
• Presentism is showing up to work overly fatigued or
otherwise not operating at normal levels of productivity.
• The impact can be the same as absenteeism.
• Check in and ask if they are okay. “You don’t seem yourself
lately...”
• Remind them about appropriate leave benefits.
• Reinforce the importance of wellness and self care before
complete burn out.
Presentism

12. Managing Absenteeism Danielle Gonzalez, Director· Office of Human Resources · dg3@williams.edu · x 3129
• Establish clear goals
• Emphasize proactive communication
• Monitor work volume and quality
• Create agreed upon deadlines, hold
employee accountable
• Follow through
Managing the Performance Aspect of Absenteeism

13. Managing Absenteeism Danielle Gonzalez, Director· Office of Human Resources · dg3@williams.edu · x 3129
• Acknowledge improvement, show appreciation
• If there’s not:
Draft a written warning and ask HR to review
Written warning should include:
 history so far,
 measurable expected progress
 date for follow up
 consequences for not improving
Explain you haven’t seen progress and give employee
the written warning
Follow Up Meeting

14. Managing Absenteeism Danielle Gonzalez, Director· Office of Human Resources · dg3@williams.edu · x 3129
If no progress after first written warning:
• Draft a final written warning
• Have it reviewed by HR
• Meet with employee to review lack of progress
• Give final written warning to employee
Final Written Warning

15. Managing Absenteeism Danielle Gonzalez, Director· Office of Human Resources · dg3@williams.edu · x 3129
If no progress after final written warning,
consult with HR for advice on termination
procedures.
Discharge

16. Managing Absenteeism Danielle Gonzalez, Director· Office of Human Resources · dg3@williams.edu · x 3129
What would you do?
Quick Case Study

17. Managing Absenteeism Danielle Gonzalez, Director· Office of Human Resources · dg3@williams.edu · x 3129
• Administrative assistant since 2008
• Has had a perfect attendance record until recently
• Called out a couple of times this past fall, and four times since the
beginning of the year
• Sick days are on different days of the week, no pattern
• Her energy has been low, often takes naps in her car during her break
• Given her years of service, she has ample sick time available
Violet Parr

18. Managing Absenteeism Danielle Gonzalez, Director· Office of Human Resources · dg3@williams.edu · x 3129
• Assistant director, office for student life, hired in 2015
• Has called out five times in the past eight months, always on Fridays
• It is common knowledge that Miguel is in a band
• Many of his coworkers follow his band on social media and have pointed out he
calls out sick when his band has an out of town gig
• Miguel seems to get most of his work done in a timely fashion, with the
exception that his colleagues have had to cover multiple Friday night events that
would normally be his responsibility
Miguel Rivera

19. Managing Absenteeism Danielle Gonzalez, Director· Office of Human Resources · dg3@williams.edu · x 3129
• Cook at Mission Park since 1998
• Bob has FMLA in place for his daughter Tina
• FMLA covers one absence per month to take her to doctor’s appointments
• Bob missed a total 3 days in December, two days in January, and called out
twice in February
• Bob regularly picks up additional shifts on his days off which are paid at time
and half
Bob Belcher

20. Managing Absenteeism Danielle Gonzalez, Director· Office of Human Resources · dg3@williams.edu · x 3129
• Preschool Teacher since 2016
• Roberta started out as a stellar employee, she brought great creativity and enthusiasm
to the classroom
• Last summer, her demeanor changed and she has become more negative towards her
coworkers
• On Jan 4th she went home sick at 9am, then called in Jan 5th & 6th
• Her supervisor spoke to her on Jan 9th, she said everything was fine, she just had a
stomach bug
• Roberta proceed to call out Jan 28th and went home earlier on the 29th
• She has been offer FMLA and EAP
Roberta Tubbs

21. Managing Absenteeism Danielle Gonzalez, Director· Office of Human Resources · dg3@williams.edu · x 3129
Managing Absenteeism Process Overview
Research Conversation
Mentions
Illness?
Offer FMLA
FMLA
Approved
Track FMLA covered
absences
Mentions
Personal
Problems?
Refer to EAP
Set expectations
and time to
check on
progress
Progress?
Show
appreciation
1st Written
Warning
2nd Written
Warning
Progress? Progress?
Termination
Yes
Yes
Yes
Yes
Yes
No
No
No No
No

22. Managing Absenteeism Danielle Gonzalez, Director· Office of Human Resources · dg3@williams.edu · x 3129
Do’s and Don’ts
Do Don’t
Check in when you see early signs Ignore the signs and patterns
Give praise to employees with great attendance Give feedback publically to employees on attendance
Treat employees equitably with regard to attendance Single out employees for feedback on attendance
Have the informal feedback discussion promptly Wait for the performance review to give feedback
Maintain confidentiality about any medical information
shared with you
Accept medical documentation directly from employees
Manage performance and attendance Let others think its okay to have excessive absences
Refer employees liberally to HR, EAP, OIDE Don’t feel alone in managing these issues

23. Managing Absenteeism Danielle Gonzalez, Director· Office of Human Resources · dg3@williams.edu · x 3129
• Each employee and their situation is unique
• Consult with other managers in your area to
see how they have handled similar cases
• Contact HR or the e4health Management
Consultation and Support Line for advice
(877)267-1584
One Size Does Not Fit All