Managing absenteeism and last-minute schedule changes

With consumer demand constantly changing, your team must be able to meet their requirements. This means that managers must pay special attention to organizing schedules with the team on time so that employees can take alternative actions if they are unable to work a shift. It is important for senior leadership to not only know and accurately plan shifts, but to be aware of which team members should work when they are scheduled, and when they should take time off. This data can provide an employer with a more accurate and broader view of how attendance and absences are affecting the business, as well as assist management in resolving vacation requests, planning shifts, and dealing with last-minute changes.

Employee absenteeism has also become a frequent issue among many businesses, costing around $3,600 per year for an hourly paid employee. Especially with Covid-19, everyone around the world has suffered immense pressure and emotional strain. It has also become a common practice for employees to call in sick without actually being sick, with 52% of absenteeism cases not being related to illnesses. The first step to minimizing employee absenteeism is to discover the root of the problem and try to support proactive and positive solutions. 

While absenteeism and last-minute changes are issues that need a period of time to be minimized, there are a few ways that you can manage your projects when they happen. There will always be cases when an employee just can’t show up for work, and as employers and managers, it’s important for you to have backup plans in place.

How to manage absenteeism and last-minute schedule changes

Create a Standby Pool

One of the first backup plans that you should have is a standby pool of people who you can contact and potentially hire on short notice. You can achieve this by supporting flexibility with working hours and days. If your employees have flexible work arrangements, they can be more productive and also be available on certain dates when you might need them most.

Creating a small group of employees who can act as standby workers for when you need someone to take a last-minute shift is a great option for those businesses that are primarily focused on field services. You can create this list by initially asking all of your employees if they want to have a flexible working schedule. Note down those who say yes, and then have a chat with them to figure out what type of flexibility works best for them. Examples could include employees that want to work only on specific days but longer hours, if they want to work full-time or part-time, or even if they are interested in working extra shifts to get additional income. 

After you make this list, you can split employees into categories pertaining to their type of flexibility. When the need arises in future projects, you know who to call to fill in and save the day. It takes a little work in the beginning to prepare the list, but as soon as you finish you will always have it on hand to go through in those cases where there are last-minute changes or employees can’t show up for work.

Make Shift-Swapping Part Of Your Company Culture

Another tactic you can use is getting your employees used to shift-swapping. Not everyone has had the chance to swap shifts at work. In some cases, employees either took a day off, and unpaid vacation, or substituted their working hours for another day. While none of these are bad options, they can be a little straining for both the business and the employee. When this particular type of employee isn’t available for a shift, then the company has to find solutions that might put more pressure and tasks onto other employees or delay the project. 

To avoid any of these potential problems, shift-swapping is one of the simplest ways to go. Getting the flu or having other personal reasons for not being able to show up for a shift are all everyday things, but as managers, it is important to be able to quickly find other people available to fill in. 

There is a lot of responsibility and pressure to schedule employee workdays. If someone isn’t able to cover a shift, then normally the manager has to assign someone else to take over. This could potentially lead to unhappiness among employees because they have to work a shift that they don’t want. If shift-swapping is made a regular practice, it gives some power to the employees and makes them more responsible for their own schedules. If they’re able to work out the problem among themselves, it’s less of a strain for everyone and the job will still get done.

Utilize Time Tracking Software

Many time tracking service providers provide interesting packages that include time and attendance, scheduling, absence management, human resources, payroll, talent management, and job analysis. Small and medium-sized companies should look for employee time tracking software that automatically enters data into the payroll system, while large companies should consider building comprehensive human resource software that includes time tracking modules. Time tracking software eliminates the trouble of tracking hourly workers. Using time and attendance software can ensure that employees go to work on time, thereby managing costs and protecting team morale. 

If you use a time tracking software like Atto, you also have the option to send direct messages or create group chats. If there happens to be a last-minute change, teams can deal be notified quickly and also be able to see who is available all in one single app. In addition to the number of hours employees work, employers must also keep track of paid and free time. This can be useful for employers who need to keep track of vacation hours for tax-exempt or paid employees. Free employees can check the time period they might want to join and get paid more, while scheduled team members can do the opposite by letting you know in advance that they want to be replaced on a specific shift or a specific date.

Scheduling employee shifts and managing last-minute changes can be a time-consuming process that distracts from other, more pressing business concerns. Managing employee absence and attendance is an important business function, but many continue to rely on outdated, time-consuming, and error-prone manual methods. A good time tracking software will save you a lot of hours and costs by digitalizing your employees’ working hours and fostering an organized work schedule. Being able to foster good internal communication and collaboration is key to managing absenteeism and last-minute schedule changes, by simultaneously completing projects and maintaining growth.