It's simply a fact of life. From time to time, employees are going to call in sick or have to miss work for another reason. And every time one of them does, it can wreak havoc on you as an HR manager.
A lot of mid and large size businesses lack a standardized protocol for employee calling off or late. Some employees may call their manager, a coworker, the HR manager or anyone who’ll pick up the phone including the overnight security guard. That kind of ad hoc system makes it impossible to know if the right individuals have been notified or if the absenteeism is being appropriately tracked.
An employee call off service is a dedicated number that your staff members call at any time of the day or night to advise when they are going to be late or absent from work. The service is provided by a professional call center on your behalf. Operators answer the call in your name, gather all of the information required and provide the employee with a confirmation number.
With a professional absence management service, you’re ensured that all of the vital information required is accurately obtained. This includes the employee’s full name, when they were scheduled to work, the reason they will be missing work and how long they anticipate being away from work.
Calls made are automatically time and date stamped and recorded. The system also notes the number from which the employee called. In the case when a conflict occurs, records can be provided as well as audio copies of every conversation.
If you currently have an ad hoc absence reporting policy, or even if you have strict guidelines about who to call to advise about expected absences, the fact remains that it will often leave you scrambling to cope. Even if the message was left overnight, a shift supervisor might not pick up the message until he or she arrives at work in the morning to find out that the team will be short staffed.
On the other hand, with an employee call off service, everyone who needs to be notified about the absence, including the employee’s manager, shift supervisor, and the HR manager can be notified immediately. The system allows for great flexibility so that the message can be delivered to the appropriate individuals in a way that is most convenient for them. We can even arrange for a replacement to fill the gap.
Additionally, your employees won't have to waste time trying to figure out who needs to know about an absence and getting that information to them.
Finally, a system like this will help reduce non-legitimate absences. If an employee is aware that a foolproof and formal system is in place that records and tracks all of their absences, they will be less likely to try to take advantage of it.
After you've introduced an employee call off service in your company, you'll soon see the headaches associated with communicating and tracking absences completely disappear. You'll wonder how you ever got along without it.