A Comprehensive Guide On Conducting Employee Attendance Evaluation 

Are you worried about your employees being absent a lot without any proper reason? Checking how often employees show up to work on time is called employee attendance evaluation. This helps bosses see if workers are regular and punctual.

By doing this regularly, employers can notice if employees are absent, late, or have other attendance problems. They can then make plans to fix these issues. It also helps keep track of when employees take time off and reduces mistakes in the payroll, which can make a business more profitable.

So, how to evaluate an employee with poor attendance? Read on to learn about a few tips and tricks and five steps to improve attendance after the evaluation.

5 Ways To Perform Employee Attendance Evaluation

Whether you own a small or large company, evaluating staff attendance may be challenging. Here are five quick suggestions to help you conduct a performance evaluation on the attendance of your employees.

1. Consider All Attendance Factors

When assessing attendance, gather comprehensive data to ensure accuracy. Ensure that all key information related to employee working hours is there. This will allow you to conduct accurate assessments.

Key factors to consider include:

Keep an eye on their time cards to monitor your employees’ daily, weekly, or monthly work hours. This helps you detect tardiness and guarantees that workers put in the required number of hours each day.

Be cautious of potential misuse of paid leaves. Verify that employee absences align with the company’s attendance policy for paid leave.

Monitor lunch and snack breaks to prevent employees from extending their breaks. Tracking breaks helps identify any misuse that may affect attendance evaluations.

2. Maintain Attendance Records

Accurate attendance records ensure detailed daily logs of an employee, including time entries. PTO, leaves, and other attendance-related information. These records allow HR managers to track absentees and help with payroll calculations and attendance evaluations. 

Managers, to this day, tend to use spreadsheets for tracking attendance. However, this can be laborious to create, tedious to maintain, and time-consuming to use. Hence, there are several attendance-tracking software that managers can use to track employee attendance. 

Some features of such software include:

  • Attendance tracking software offers automatic attendance tracking and efficient work schedules. 
  • It records employee clock in/out times and activities automatically, even recognizing absences.
  • Supervisors can set flexible or fixed schedules for each employee, with the software recording the time spent on these schedules.

3. Evaluate Absenteeism Costs

Absenteeism is associated with two types of costs: direct and indirect.

Direct Costs are immediately tied to payroll, encompassing paid time off, overtime wages, and replacement worker expenses.

Indirect Costs, while not directly monetary, involve work delays, lost productivity, and unplanned absences.

Absenteeism significantly contributes to both types of costs, causing employers to incur billions in productivity losses annually. To gauge absenteeism, consider utilizing the following metrics:

  • Incidence Rate: Measures absences per 100 employees during a specific work period.
  • Inactivity Rate: Indicates the percentage of scheduled work time lost due to absenteeism.
  • Severity Period: Represents the average time lost per absent employee within a specified timeframe.

4. Provide Constructive Feedback

It’s critical to talk encouragingly, concisely, and kindly while giving performance reports. Provide targeted feedback to encourage staff development and fortify the manager-employee bond.

Documenting each employee’s deficiencies and setting expectations are essential to effective employee attendance reviews. This method gives a clear picture of the performance areas that require development.

5. Verify Absence Authenticity

Finding the cause of an employee’s absence is crucial before action. Offer assistance for a prompt return if the justification is sound.

For example, if a worker missed work because they were burned out, you may divide up the work among coworkers or offer more support when they get back.

It is essential to know how to conduct an attendance performance review. The next section provides many expressions that can be used to convey the review findings.

5 Effective Ways To Boost Employee Attendance

Here are a few smart ways to enhance employee motivation and build an attendance improvement plan for employees:

1. Enhance Managerial Skills through Training and HR Support

It becomes difficult to maintain ideal workforce numbers when managers are not adept at managing attendance. To handle this, managers must receive thorough training on personnel scheduling, task allocation, and shift management. This allows them to plan time effectively, deal with staffing shortages quickly, and reduce employee fatigue. 

Furthermore, handling problems like excessive absenteeism and PTO misuse should be included in training. HR departments are essential in disseminating this information and ensuring that shift scheduling and attendance regulations are adhered to.

2. Rethink Traditional Attendance Policies with an Employee-Centric Approach

Conventional attendance standards might unintentionally force workers to report for duty when they should be on sick leave, which could lower morale and put everyone on the team at risk for health problems. Consider putting a Paid Time Off (PTO) bank system in place of strict restrictions. 

By combining different paid absences under one system, employees may be more flexible without worrying about facing consequences. But, it’s important to monitor the program and make necessary adjustments because significant absenteeism could call for other arrangements like remote or hybrid work.

3. Institute Employee Incentives 

Rewards and recognition may greatly impact employee attendance. Employers encourage others to follow suit by praising and paying employees with impeccable attendance records. 

Employee accountability can be fostered, for example, by offering a paid day off for timeliness or an attendance incentive for skipping unpaid leaves. This promotes a commitment to excellent attendance as a group and a pleasant work culture.

4. Foster Employee Well-Being through Wellness Initiatives

Financially secure workers who have fulfilling work, are in excellent health, and are socially well-off are more likely to be patient and dedicated, which boosts output and lowers absenteeism. The implementation of wellness initiatives is crucial in fostering a work atmosphere that is thus good. 

These programs, which improve employees’ well-being, might include stress management workshops, health-related quizzes, and mental health awareness lectures.

These wellness initiatives aim to encourage good habits and general health and raise employee happiness. By implementing such programs, firms may increase staff morale and improve overall performance.

5. Align Attendance Policies with Applicable Laws

When creating an employee attendance policy that will operate, it is important to comprehend both federal and state regulations. Particular caution must be exercised while drafting those about compensation and work schedules. To ensure that employees are fairly compensated for their time and are not overworked, you must abide by labor rules. Noting the distinctions between these regulations and emphasizing how important it is to tailor policies within the company’s jurisdiction are also crucial.

Wrapping Up

Monitoring employee absences and performance is vital, but evaluating attendance may be difficult and time-consuming. Thus, to simplify the process of evaluating employee attendance, apply the five simple tactics that were previously discussed. 

By using these techniques, you’ll be able to keep an eye on employee productivity and provide brief but constructive critiques. By being aware of and utilizing attendance tracking tools as needed, you may also reduce your stress levels. 

To seamlessly monitor the attendance of your workforce, you can trust ProHance. This is valuable software for effectively monitoring absence and productivity in real time. It is also an efficient tool for proper work distribution and improving work-life balance.