ABC Company Inc.

Interoffice Memo
Date: To: From: Subject: June 14, 2007 Management Director of Human Resources Your June 12 inquiry about Employee Absence and dealing with it.

Employee absences are both costly and disruptive. Even the best employees miss a day of work now and then. When calling in sick becomes the rule rather than the exception, however, you have a problem. Here are some steps you can take to control absenteeism in your department. 1. Sickness / Attendance Policy and Employee Awareness Make sure staff are well informed regarding sickness policy and procedures and that these are seen to be followed, and keep accurate records. Provide Employee Handbook at the time of hiring. 2. Keep track of absences. Keep written records so you can compare the absences of all your employees. This record should include the financial and productive impact of the absence. Include a space where the employees can include their comments and signature. Check back over your records and see if any patterns emerge, such as an employee who seems to call in sick only on Fridays or warm summer days. 3. Return to Work Interview Make it company policy always to carry out a return to work interview. Let the employee know that their contribution was missed, or that it could help identify underlying problems that will affect your management strategy. It may also deter staff from feigning illness. 4. Find out if absenteeism is voluntary or unavoidable. Has the employee been missing work due to an unavoidable problem, such as a serious illness in the family? Or does the employee seem to be lacking a good reason? Talk to the employee to find out what the specific problem is. Ask the employee what you can do to help. However, if you suspect your employee isnt being straight with you, you may want to ask for validation such as a doctors note for future absences.

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5. Schedule a meeting with the employee. If you are not satisfied with the initial conversation, have a private meeting. Have your facts in front of you and don't yell or scold--try to keep the discussion friendly and professional. Tell the employee that you want to understand and solve the problem. Don't discipline the employee at this meeting. If things dont get better, hold another meeting. Explain how the employee's absence is affecting others, and tell him you need an improved performance and better attendance on the job. 6. Write a report. It is important to document what has occurred with this employee. Create a written report that is placed in the employee's personnel file. Include the date of all the absences, the meeting dates and the gist of the two conversations. Be sure to give a copy of this written report to the employee as well. 7. Following procedures should be followed for repetitive absences: Initial counselling(s) Written counselling(s) Reduction(s) of hours and/or job reclassification 8. Warnings / Discharge. Initial / Verbal Warning(s) Written Warning(s) Suspension(s) Termination after reviewing situation and records with Human Resources Manager. 9. Conduct yourself accordingly. Remember, that you, as a supervisor are also following the above guidelines. Employees look towards you for examples. Set a good example. 10. Summary Presuming you have communicated attendance expectations generally, have identified the employee as a problem, have met with him/her as part of your attendance program, made your concerns on his specific absenteeism known and have offered counseling as appropriate, with no improvement despite your positive efforts, disciplinary procedures may be appropriate. Please consult with James Robinson, Human Resource Manager for more help / information or review pages 23 45 of our Employee Policies Handbook, updated Jan 02, 2007.

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