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Absence Management Service, the HR Manager's Best Friend
Jennifer McGlothlin

By: Jennifer McGlothlin on December 3rd, 2016

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Absence Management Service, the HR Manager's Best Friend

Human Resources/HR Solutions | How Answering Services Work

When you’re a busy HR Manager at a mid-size to large company, staying on top of employee absences can be a burden.

With sick days, vacation days and any other type of ‘get-out-of-work-for-the-day’ card, not having an effective absence management system leaves managers scrambling to fill vacant positions and co-workers stressed by the increased workload.

Having a standardized Employee Reporting Service with a dedicated call center helps to fill the gap. Many services offer flexible and customizable solutions that are available 24/7 to ensure all calls received are answered and tracked, and the information is passed to the appropriate department.

Here are a few common pain points Human Resources Managers face and how absence management service can solve them.

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Pain Point: Lost Messages as a Result of not having a Standardized Phone System

Do employees call in sick, only to reach someone who happens to be near the phone or is forced to leave voicemail that’s rarely checked? This is frustrating for both the caller and the manager who is left unaware and stranded.

With Employee Reporting technology, employees are given a dedicated phone number to call whenever they plan to be absent from work. All phone calls are recorded and tracked with a confirmation number.

This confirmation number is given to the caller as confirmation he or she has notified the company. It’s also used as a reference number in case a manager needs to follow up or investigate an absence.

All call center employees are professionally trained to answer phone calls in the name of your company and to ensure accurate data transmission.

The call center then notifies the appropriate department or contact within your organization. There are a variety of notification methods including web portal, email, fax, phone or text messaging.

Pain Point: Missing Details and Inaccurate Data

All too often, employees leave messages that are lacking critical information such as the shift and time they were scheduled to work, their last name (if they share the same first name with other employees), length of time they’re expected to be gone and what department they work in. Voicemails are often muffled and inaudible.

Absence management helps to improve data accuracy by ensuring all phone calls are answered promptly. Call center professionals know the right questions to ask to clarify any unknowns about the absence.

Pain Point: Supervisors and HR are Left in the Dark

Supervisors are often the last people to know about absences on their team. This leaves them in a stressful position as they are forced to rearrange schedules at the last minute while trying to maintain productivity.

An Employee Reporting Service helps managers stay informed about employee absences. As all calls are time and date-stamped, reports can be quickly generated weekly, monthly, or even daily. The best employee reporting services even offer real time data via a secure web portal.

This eliminates any uncertainty about whether employees called in a timely manner (often a losing battle of “he-said, she-said”). HR managers can see at a glance which employees are absent the most and have a record to back up evidence of unexcused absences.

Benefits of Absence Management

  • Builds trust with employees. With a dedicated phone number to call when employees are going to be absent, this provides peace of mind knowing their message will be passed on in a timely and accurate manner.
  • Discourages absenteeism. As employees know that absences are recorded and tracked, they may be less inclined to “phone in sick” on Fridays or after a long weekend.
  • Improves employee forecasting. If there’s an ongoing pattern of absences or sicknesses during peak business times, or if there are seasonal fluctuations in your industry, HR managers are better able to manage the workforce and forecast whether new hires or temporary workers are needed. Analyzing past Employee Reports can help you plan for the future.

Whether you are responsible for 50 employees or 500, having an effective absence management system in place can make a world of difference when it comes to employee absences, and the issues they can create within a business. Take Control of Your Employee Absence Policy

About Jennifer McGlothlin