How to Address Frequent Absenteeism During Performance Reviews

In this guide, we will explore effective strategies to address frequent absenteeism during performance reviews. You’ll learn how to approach the conversation with empathy and clarity, ensuring a constructive dialogue that encourages improvement.
By Taylor

Understanding the Issue of Absenteeism

Frequent absenteeism can disrupt team dynamics and impact overall productivity. As a manager, it’s crucial to address this issue during performance reviews in a way that is supportive yet firm. Below are some practical examples of how to handle this sensitive conversation.

Example 1: Setting the Tone

Scenario: You notice that an employee, Alex, has been missing work more often than usual over the past few months.

Approach:

  1. Start with Empathy: “Hi Alex, I wanted to take some time today to discuss your attendance. I understand that sometimes life can throw challenges our way.”
  2. Ask Open-Ended Questions: “Can you help me understand what’s been going on? Are there any specific issues affecting your ability to come to work?”
  3. Listen Actively: Give Alex the space to share their thoughts and feelings. This shows you care about their well-being.

Example 2: Presenting Data

Scenario: An employee, Jamie, has a pattern of absenteeism that is documented.

Approach:

  1. Present the Facts: “Jamie, I wanted to discuss your attendance record. I noticed you have missed 10 days in the last three months, which is above our company average.”
  2. Discuss Impact: “This has affected our project timelines and put extra pressure on your teammates.”
  3. Seek Solutions: “What can we do together to help improve your attendance? Are there adjustments we can make to support you?”

Example 3: Setting Clear Expectations

Scenario: You’re addressing absenteeism with an employee named Sam who has missed several critical meetings.

Approach:

  1. Clarify Expectations: “Sam, I want to reiterate how important attendance is for our team’s success, especially during key meetings.”
  2. Discuss Consequences: “If this pattern continues, it may impact your performance rating and future opportunities.”
  3. Offer Support: “Let’s work together on a plan that can help you manage your time better. What do you think would help?”

Example 4: Following Up

Scenario: After your initial conversation, you need to check in with an employee named Taylor who agreed to improve their attendance.

Approach:

  1. Schedule a Follow-Up: “Hi Taylor, I’d like to see how you’re doing regarding our last discussion about attendance.”
  2. Acknowledge Efforts: “I’ve noticed you’ve been here more consistently, and I appreciate your effort.”
  3. Encourage Continuous Improvement: “Is there anything else you need from me to keep this momentum going?”

Conclusion

Handling difficult conversations about absenteeism doesn’t have to be daunting. By approaching these discussions with empathy, presenting facts, setting clear expectations, and offering support, you can create a positive environment for improvement. Remember, the goal is to foster a dialogue that encourages growth and understanding.