While the benchmark for absenteeism in the workplace is as high as 3.2%, many employers see some of their workers take much more. It is important, even as a small business owner, to ensure your people treat absentee policies with a level of respect. So, how are you handling employee leave to ensure people are following your policies?
This article will help you understand some of the best methods to ensure you do not make managing employee leave too complicated. We describe several steps you can take to ensure everyone follows the policies without needing to be too hands-on.
Streamline the Whole Process
One of the best ways to make sure things go smoothly is to make the whole process easy to complete while removing communication bottlenecks.
Create a streamlined process, using a simple online leave management system to help process all the data. By giving every employee their own login to an absence system, you display a level of trust. It also allows people to handle requests without bothering HR.
By using the correct software, you can even allow these systems to integrate into other areas of your company. Automated emails could inform managers or colleagues of upcoming leave or illnesses, for example. These allow people to breathe a sigh of relief as they no longer need to worry about any issues forgotten reminders might cause.
Track and Report Absences
One of the best ways to ensure you understand how people use leave is by tracking all the data you have on absences and developing insights. Doing this on your own might be a hassle, but having all the data and methods of analysis at the touch of a button can help.
By being able to pour over large amounts of information at once, you can monitor sickness patterns or data related to other forms of absence. This allows you to create and set policies that work well with the type of business you are.
If you find software that can compare data in a user-friendly way, then you can use it when you need to discuss issues with others. It allows all the information you have to act as a form of communication and not only as an offline reference.
Allow Employee Control
Take as much work out of the hands of managers and HR workers as you can by giving employees the reins. Try to find software that offers them a user dashboard where they can inform you of times they are likely to be unavailable. You should also have the ability to use this to send messages back to employees or approve or deny leave, along with offering a reason.
As many employees will not have easy access to your systems when not in the office, you might also want to investigate a mobile app for such a system. This can give workers access to a cloud-based absence reporting form. It can also ensure your online dashboard gives any small business employee complete control over their data.
If all this is in place, a worker does not need to inform you of illnesses or possible vacation day usage via email. They can instead do all that through an automated system and not need to bother a manager, aside from getting a simple one-click approval.
If they need to look up procedures or documentation, you should also use an online repository. This can ensure they have electronic versions available at all times. This also helps make sure every employee has access to the most recent information instead of old paper documents.
Vacations and Holidays
The electronic handling of absences as described above is very important. Still, it would be even more useful if you looked into a system that can manage automated data analysis.
A system should have the capacity to inform you if there are issues related to fairness and equity within the company. If some people or groups are not receiving enough approval for annual leave, you can then look into why and see if there is an underlying issue.
At the same time, you will want to check if you can integrate public holidays into the system. This will help you when it comes to accurate scheduling for time at work. You can also use this to ensure you give groups who demand religious holidays appropriate time off, especially if you hire remote workers.
Gain Workforce Insights
If you plan for absences to be a part of your suite of small business management solutions, you can gather various insights. By watching trends and patterns in your workforce, you can start to make better decisions about your employees. It can also help you find areas where issues lie or where your most capable workforce is.
Any form of electronic system should also have the capability to handle complex calculations. This can allow you to determine averages of time off or see if there are any other patterns you should pay attention to.
Any small business runs the risk of failing to follow legal standards or regulations related to user data. Thus, by using an automated online system, you can check you follow labor laws and data regulations without effort.
Systems can inform you if you have not followed local laws precisely when it comes to absences and breaks. You can then adjust how much time people work to ensure they get their mandated time off.
At the same time, the storage and management of documents should occur in a way that respects confidentiality and privacy. By implementing a secure online system, you can have confidence that you are following the right procedures to handle such data.
Continue to Make Employee Leave Easier
These processes are all fantastic ways to ensure your employee leave process runs as smoothly as possible for a small business. This is only a small part of business growth, though, so remember that you might need to handle other issues as they come up.
This is where we can help out, as we have many articles that discuss the ins and outs of growing your organization. Check out our blog and increase your knowledge base today.