What Are the Best Practices for Tracking Employee Attendance and Absences?

Tracking employee attendance and absenteeism can be a challenging and awkward task. It’s one that can make employees feel like they’re under intense scrutiny, for all the wrong reasons. It is, however, central to running an efficient and transparent business.

That’s why it needs to be done right.

You want to nurture a culture of honesty amongst all employees, not one of mistrust, micromanaging, and suspicion.

It does, however, work both ways. Tracking employee attendance and absences allows your business to accurately identify individuals in violation of their contract while also providing valuable insights into patterns of behavior be it positive or negative. This supports productivity, collaboration, and overall openness within your business in the long run.

The Cost of Absenteeism

There are various tangible and intangible costs associated with absenteeism in business. In the US alone, it’s estimated that absenteeism costs businesses as much as $225.8 billion annually, and since Covid, this number continues to rise at an alarming rate.

Other direct or tangible costs include a loss of productivity and an increased strain on the employees who cover for their colleagues in their absence. This can put additional strain on employees, and lead to further absences.

Indirect or intangible costs include decreased company morale, a lack of engagement, and erosion of teamwork. This negatively affects productivity too, especially if employees start to resent those who are absent or find it hard to work with them due to their perceived lack of commitment to the business.

Plus, these intangible costs may result in diminished transparency within a business. When employees are frequently absent it’s challenging to maintain honest communication. A lack of communication prevents effective collaboration and decision making which undermines trust and transparency in the long run.

The Best Strategies for Monitoring Attendance and Absences

To ensure your business keeps track of attendance and absenteeism in a transparent and fair manner, consider using the following strategies:

Develop a Detailed Attendance Policy

A comprehensive attendance policy is a foundation for tracking attendance and absences in your business. The document should outline a consistent and clearly defined set of expectations for all employees.

Your attendance policy should also detail the disciplinary procedures associated with violating the attendance protocol.

It’s important to distribute this document throughout the company and to have it readily available for anyone who wishes to refer to it at any time. You can use a system like Troop Messenger to send the file in real-time to a group, or 1:1. This ensures that employees are always informed about the rules and what they entail.

The rules stipulated in your attendance policy should apply consistently to all employees, at all times to ensure maximum accountability and workplace transparency.

Supervisors and Managers

While attendance tracking software is becoming increasingly popular, supervisors and managers still play a crucial role in monitoring employee attendance and absences. Not only are they involved in tracking attendance, but they are also ultimately responsible for ensuring that absenteeism does not impede the efficiency of the business.

Many managers are not adequately trained in tracking attendance in a transparent and consistent manner. Furthermore, they’re not familiar with the appropriate disciplinary warnings that need communicating correctly in order to openly engage with the issue. You probably need effective team communication tools like Troop Messenger for the seamless transmission of information.

Invest in management and supervisor training to ensure the success of your employee attendance and absences tracking initiative. This will allow managers to act in a fair manner and employees won’t feel singled out or ill-treated.

Utilize Timer and Attendance Software

Thanks to technology, there is an expansive collection of time-tracking and attendance-monitoring software to choose from today. The era of punch cards and register sheets is fast becoming history. Tracking attendance and absences manually at a large scale is immensely time-consuming and costly. However, software can do this quickly and at a fraction of the cost.

Time tracking software integrated into a biometric attendance machine ensures that attendance and absence monitoring is precisely recorded and stored. This software can autogenerate valuable statistics which reveal data-backed behavioral and productivity patterns on an individual and departmental scale. This data empowers you to enhance transparency and productivity within your business.

When it comes to selecting attendance management software, it’s important to prioritize compatibility and integration. Ensuring that this data can automatically sync between various operations such as payroll ensures transparency and efficiency within your business and builds trust with employees.

GPS Tracking

This method for tracking employee attendance and absence may seem extreme to some, but it is relatively common. Should you choose to implement this strategy, you need to be transparent and inform your employees. You will also need to obtain formal consent.

Many businesses that allow remote work require daily check-ins from employees where they state where they are working for the day. The company can then verify their location using GPS data. This ensures employees remain accountable and honest, and a business can trust that an employee is doing their job from the location they’ve provided.

Ask for Evidence

In business, it’s generally accepted that your employer will request proof of justifiable and legitimate absenteeism. If, for example, an employee books off sick then it would be reasonable to request a letter from a doctor.

However, depending on the circumstances, it may not always be appropriate to ask for evidence. Life throws everybody unexpected curveballs. Sometimes, an employee may need a day to attend to important matters or to put their mental health first. If this is the case, show compassion and trust in the transparency that you’ve fostered in your company.

Whatever your stance is on requesting evidence of legitimate absence, it’s essential to outline this in your attendance policy.

Doing so ensures that your company’s rules are clear and consistent. It also removes the chances of employees trying to circumnavigate the system because the requirements are unclear. If they know a doctor's note is required and what the consequences of not supplying one are, they’re likely to respect these rules.

Maintain Attendance and Absence Histories

Simply noting absenteeism on the day is not enough to effectively manage employee attendance. In order to build an accurate understanding of employee habits and patterns, it is vital that you record and manage their attendance record.

If you detect unproductive patterns early then you can initiate an open conversation with the respective employee before the matter escalates to the point where drastic disciplinary measures are necessary.

It’s important to include relevant information and proof of legitimate absenteeism in your records to ensure that every employee’s history is a fair and accurate representation of their work attendance.

Keeping these records also helps larger companies with numerous employees to recall if an employee has exited this behavior in the past. Often, in a large company, it’s easy to forget past transgressions after a few months. Maintaining accurate records removes this issue and ensures you can keep tabs on any employees who may abuse the system.

Offer Flexibility

Allowing your employees to adopt flexible work schedules has been shown to maximize attendance and efficiency. That said, this approach requires maximal transparency and comprehensive time-tracking systems. It also requires employees to be disciplined and to hold themselves accountable for their output using systems like employee recognition software.

Being open to flexible working hours ensures that your employees can exercise agency in selecting the hours they know they will be most productive. Flexibility has shown to be particularly effective for working parents as they don’t have to sacrifice working hours to take their children to and from school.

It’s crucial that the flexibility you offer benefits both sides and is sustainable too. If your business works on a shift system, using a time clock to track hours can ensure that your employees are working when they’re scheduled to and that everyone has a clear overview of the hours worked and the times recorded. Having accurate timekeeping records helps to ensure that a flexible system works for everyone, and can continue for the long-term.

Lend a Helping Hand

A flexible working schedule is just one way to accommodate the unique responsibilities and needs of your employees. If you have the resources, then you may want to consider providing additional support to those who need it. Once again, being compassionate and transparent in communications and acknowledging the fact that everyone has personal challenges can help to bolster overall attendance.

Perhaps your business has the facilities to provide daycare for your employees’ children. You could also implement a wellness initiative that encourages a designated hour for exercise over lunch. Any and all efforts which strive to accommodate your employees’ unique needs will increase attendance as they no longer have to compromise their work schedule to fulfill these activities and tasks.

This helps to track employee attendance and absences too. As, when employees utilize company resources and initiatives, you can eliminate confusion and concealment when it comes to time spent away from work.

The Bottom Line

Implementing these best practices for tracking employee attendance and absences is vital for maintaining productivity and honesty within your business. Outline clear policies and make use of modern tracking systems to nurture a working environment that is supportive and organized. Doing so will encourage a culture of engagement which ultimately improves both transparency and success within your business.