Managing Unplanned Absences
Fun fact: Unplanned absences cost Australian businesses over $30 billion annually in lost productivity. Investing a little time in addressing these issues can reclaim some of that for your bottom line.
Are unplanned absences a headache for you?
Single-day sickies, sudden family care needs, sick pets, or 'emergencies' that disrupt your operations. When they start adding up and seem non-genuine, it hits your productivity, team morale, and your bottom line. But what can you do without getting yourself into trouble? Where are the lines of what is reasonable and lawful? Well, read on, we have some tips for you!
By way of background permanent employees normally accrue 10 days of paid personal/carer's leave annually. Proof isn't always required for isolated days, but you can request it if absences form a pattern or raise reasonable doubts. The goal: address issues fairly, support where reasonable and protect your business.
Ignoring patterns of absences because it seems too hard or you hope it will go away will normally backfire – leading to higher costs from covering staff, missed client deadlines, or even burnout in your team.
Here are some tips to start turning things around quickly and cost-effectively:
Tip 1 - Document Patterns - Privately note dates, stated reasons, and business impacts (e.g. "Project delayed; temp cover needed") when they are absent from work. This isn't about assuming guilt – it's for spotting trends like frequent Fridays off.
Tip 2 - Start a Conversation - Arrange a casual, one-on-one: Good one to start with is "I've noticed more absences lately – is there anything going on we can help with?" Just listen to the answer there could be real issues going on which you might be able to help with. If not Tips 3 to 5 could be your friend.
Bonus tip Jot down some brief notes about what you talked about - you might need them later.
Tip 3 - Require Evidence When Reasonable - For ongoing patterns, you can request proof: medical certificates, doctor's notes, or stat decs. Fair Work supports this if it is done in a fair and reasonable way.
Tip 4 - Clarify Expectations and Follow Up - Reinforce your attendance expectations and if you happen to have a Leave Policy refer to that. Explain the impacts: "These absences are impacting the team; let's work on getting you to come to work on a regular basis.” Set measurable goals, like advance notice unless in an emergency, and schedule a check-in for 4 weeks’ time.
Tip 5 – Escalate if Needed - If you don’t see improvement, there are formal avenues you can take to manage this. This would be a good time to seek expert advice to minimise your risks if you haven’t navigated Tip 5 before.
Remember, this is about balance – employees have a right to take genuine leave, and employers have a right to manage their business.
Thanks for reading – Give us a call if we can help!
General Information Only The content on this website provides general tips and information about HR topics and is for informational purposes only. It is not legal advice, or tailored to your specific workplace, contract, award, agreement, or circumstances. Employment laws and obligations under the Fair Work Act can vary.
We do not guarantee the information is complete, accurate, current, or suitable for your needs. Do not rely on it as a substitute for independent professional advice or the Fair Work Ombudsman (www.fairwork.gov.au). We Are HR and its representatives disclaim all liability (to the extent permitted by law) for any loss or damage arising from use of or reliance on this information.
