Adopting Best Practices in Leave Management

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Poised on this last day of August, it is eight months checked off the calendar in the soon-to-be-gone year 2017! With barely four months (122 days, 6 hours, 46 minutes, 17 seconds – to be exact) left before we finally bid the year adieu, suddenly a sizable chunk of time appears to have vanished. This leaves us wondering whether we could have done things better if only we had managed our time more efficiently. Going through the company deliverables and charting out near-future projections we notice a pattern of absences that make us realize that despite having an HR policy in place we still need to adopt certain best practices for leave management.

We need to get more resourceful in the art of managing absences by creating fool proof processes to handle leave absences,  for whatever reasons be they due to illness or injury. These processes will have to involve better responsiveness and proactive stance by employees. The goal of better managing sudden leave processes would be to control unexplained, unscheduled or excessive absenteeism. Any company needs to take care of neat hand-overs and smooth run-of-operations to meet the requirements of functioning of its varied units.

Despite having stated leave-of-absence rules and norms in place, there are bound to occur incidental events, occasions or hazards that may disrupt an employee’s regular work pace. These sudden lapses will decidedly affect direct costs to the company in the wake of unannounced incidental absences. Unplanned absences certainly result in indirect costs to the company in terms of lost productivity or replacement of manpower. We know full well that no sincere employee plays truant but unless some best practices are set in motion we cannot disrupt the progression of operations.

Often times we are really struck by the spate of such events and it is then that we look for ways to manage these kinds of situations created by sudden leave of absence. It is not possible to replace an employee at the spur of the moment and temp positions are still not available to us in our city. All this makes the absence management situation very much more complex, leading to heartburn, confusion and disarray if HR attempts at administering intermittent leaves with a heavy hand.

It is for this reason that management seeks to establish a process to facilitate employees with a clear cut modus operandi to ensure that the charted work does not suffer. Herein it would become essential to monitor and appraise individual employee requests and assess the reasonableness, urgency and necessity for leave absences in lieu of their commitment to return-to-work performances.

The company can feel really quite challenged if employees leave them high and dry, how-so-ever it might be able to manage processes in-house. It is for this reason that following a set of best practices in managing sudden absences will be critical. For one, employees must inform about leaves in the first hour if a situation is coming up that will require their absence. They should never wait to inform at the eleventh hour or depend on well-meaning colleagues to inform management. It is for this reason that we need to develop a written information sharing policy. Such will clarify the disability of the employee and give management time to intervene for makeshift alternate duties by other staff members.

Such processes of necessity require individual assessments as well as accommodations by the company to facilitate smooth run of operations. Further the establishment of a central leave reporting system (WhatsApp leave record group) would be ideal. Herein all absences may be reported in a single line at the very earliest. This will enable the HR managers to understand beforehand how to fill the gap. Once sudden leave gets notified the employee may begin with regular administrative procedures leaving no one in any kind of uncertainty.

What is really needed here is to develop the attitude for being responsive. This will save one from being classified with some employees who are regular leave-abusers and yes every office has them! We have all done it – combined Friday leaves until Mondays to extend weekends to do our thing!! However in case of unforeseen circumstances we should be seen as following best practices that will suit both management and us. This will make the process of reviewing and establishing clear cut norms for sudden leaves, and easier on HR to manage administering such leaves of absence. It would be good to adapt to this format of sudden leaves and HERD Group of Companies will certainly stand to benefit from continually improving on it.

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