How to Handle Absent Employees: Checking in Safely and Properly

When an employee does not show up for work, it can be a cause for concern. It's important to handle such situations with care and professionalism to ensure both workplace safety and the well-being of your team members. This article discusses appropriate actions to take and how to approach the situation effectively.

Addressing Safety First: Verifying Employee Well-being

In today's workplace, safety should always be the primary concern. If an employee does not show up for work, the first step is to reach out to their emergency contact and initiate a wellness check. This proactive approach helps to rule out any serious issues such as hospitalization or other emergencies. Even if the absence is a result of being 'ghosted' or another personal issue, verifying their safety is crucial.

Before taking any actions, consider making a call to their apartment community or initiating a welfare/well-being check with the local police (non-emergency). This not only covers yourself but also safeguards the company from any potential liability issues. Your approach should be professional and non-intrusive, similar to checking on a neighbor during a power outage.

Understating the Extent of Managerial Responsibility

Managers play a crucial role in supervising employees, but the responsibility to track down an absent employee does not lie within the scope of a manager's duties. It's important to understand the limits of your responsibility and to involve Human Resources (HR) in the process. HR can provide guidance and support, as well as ensure that the company policies are followed correctly. For example, if the issue continues, HR can assist in writing up an improvement plan or initiating the termination process, ensuring that the company remains accountable and legally protected.

Communicating and Documenting Absences

If an employee's absence becomes a recurring issue, it's essential to document the instances of absence and the efforts made to communicate with the employee. This documentation serves as a formal record and can be used in future stages if necessary. After documenting, schedule a meeting with the employee to discuss the issue directly. During this meeting, express concern for their well-being and the impact of their absence on the team. This meeting is an opportunity to offer support and resources to address any underlying issues while clearly outlining expectations moving forward.

It's crucial to take swift action to address the issue. If the behavior persists, follow the company's protocols to escalate the matter. This ensures that the company remains accountable and that the issue is handled in a structured and professional manner.

Conclusion

Handling an absent employee requires a thoughtful and careful approach. By prioritizing safety and well-being, involving appropriate resources, and documenting the process, you can ensure that the situation is managed effectively and professionally. As a manager, your responsibility is to create a safe and supportive work environment, and addressing employee absenteeism is a critical part of that role.