44. Managing Chronic Absenteeism
How to address persistent attendance issues without legal risk.
Imagine this - One of your employees regularly calls in sick, arrives late, or leaves early, but their reasons are always vague or inconsistent. At first, the team covers for them, but over time -
Resentment builds among colleagues who take on extra work.
Deadlines are missed, and customer service suffers.
Workplace morale declines as inconsistency affects productivity.
Other employees start following the same pattern, thinking there are no consequences.
Chronic absenteeism occurs when an employee frequently misses work without valid justification. Unlike occasional absences due to illness or emergencies, chronic absenteeism signals deeper workplace or personal issues that need to be addressed.
HR psychology tells us that employees who feel disengaged, unsupported, or unchallenged are more likely to miss work. If left unchecked, chronic absenteeism can lead to poor team performance, increased turnover, and a culture of complacency.
The challenge? How do you address chronic absenteeism without damaging employee morale or losing valuable staff?
The Solution – A Three-Part Approach - Identify, Address, and Prevent
Effectively managing absenteeism requires early detection, structured intervention, and proactive engagement strategies. Here’s how to minimise disruptions while supporting employees in maintaining reliable attendance.
1. Identify the Root Cause of Chronic Absenteeism
Before taking action, understand why the employee is repeatedly absent.
A. Track Absences and Look for Patterns
Use attendance records to determine the scope of the problem -
How often is the employee absent?
Are there patterns (e.g., always on Mondays or before deadlines)?
Are other employees experiencing similar absenteeism trends?
HR Best Practice - Tracking attendance data helps differentiate between occasional absences and a serious pattern of chronic absenteeism.
B. Assess Possible Causes
Absenteeism is often linked to underlying personal or workplace issues. Common causes include -
Health concerns – Chronic illness, mental health struggles, or workplace-related stress.
Personal circumstances – Family obligations, childcare issues, or financial stress.
Workplace dissatisfaction – Feeling undervalued, workplace bullying, or poor team dynamics.
Lack of engagement – Boredom, burnout, or unclear job expectations.
Red Flag - If absenteeism spikes across multiple employees, the issue may be workplace-related rather than an individual problem.
C. Speak with the Employee Privately
Approach the conversation with concern, not accusation.
Example - “I’ve noticed you’ve been absent frequently, and I want to understand if there’s something affecting your ability to be at work.”
Listen to the employee’s perspective. There may be personal challenges they haven’t disclosed.
Clarify expectations and impact.
Example - “Your role is important to the team, and when you’re absent, it affects everyone.”
HR Psychology Insight - Employees respond better to empathy than strict enforcement—understanding their challenges increases the likelihood of resolution.
2. Address Chronic Absenteeism with Structured Interventions
Once the root cause is identified, take action to improve attendance while maintaining fairness and support.
A. Develop a Customised Attendance Improvement Plan
If absenteeism stems from valid personal challenges, work with the employee to find a solution -
Offer flexible work arrangements (e.g., remote work, adjusted hours).
Provide access to employee assistance programs (EAPs) for mental health or personal struggles.
Set clear expectations for attendance and accountability.
HR Best Practice - Employees are more likely to improve attendance when they feel supported rather than punished.
B. Use Progressive Disciplinary Measures If Needed
If absenteeism continues without valid justification, formal action may be required -
Verbal Warning – A casual but documented conversation about the issue.
Written Warning – A formal record outlining the pattern and expected improvements.
Final Warning or Suspension – If attendance does not improve, consequences escalate.
Termination – If absenteeism is excessive and unresolved, termination may be necessary.
Red Flag - Inconsistent enforcement of absenteeism policies can lead to claims of favouritism or unfair treatment.
C. Reintegrate the Employee and Monitor Progress
Check in regularly to assess improvements.
Encourage open communication if challenges persist.
Recognise positive attendance patterns to reinforce change.
HR Psychology Insight - Employees are more likely to sustain improvements when they feel progress is acknowledged and valued.
3. Prevent Future Absenteeism Through Engagement and Workplace Culture
To reduce absenteeism long-term, address workplace factors that contribute to disengagement and stress.
A. Foster a Positive Work Environment
Promote an inclusive and respectful workplace culture.
Encourage teamwork and peer support.
Provide growth opportunities to keep employees engaged.
Red Flag - If employees dread coming to work, absenteeism will continue to rise.
B. Offer Workplace Flexibility and Work-Life Balance Support
Rigid work structures increase stress and absenteeism—consider -
Flexible start and end times.
Remote work options where applicable.
Wellness initiatives to support mental and physical health.
HR Psychology Insight - Employees who feel they have work-life balance take fewer unnecessary absences.
C. Recognise and Reward Good Attendance
Publicly acknowledge employees with strong attendance records.
Offer small incentives for consistent attendance (e.g., additional paid time off).
Make attendance a positive aspect of performance evaluations.
HR Best Practice - Positive reinforcement motivates employees more effectively than punitive measures alone.
Reflective Scenario – What Would You Do?
An employee has been frequently absent over the last three months, with vague reasons such as “not feeling well.” Their team is frustrated with the extra workload, and productivity is declining.
Using the strategies above, you might -
Track the absence pattern to determine if it’s chronic absenteeism.
Have a private conversation to understand the employee’s situation.
Offer workplace flexibility if there are valid personal challenges.
Implement a structured attendance improvement plan with clear expectations.
Monitor progress, providing support and feedback along the way.
By balancing accountability with empathy, you create a supportive yet productive workplace where employees take responsibility for their attendance.
Golden Nugget - "Attendance issues are rarely just about missing work—they reflect deeper engagement, leadership, and workplace culture factors."
By identifying root causes, providing structured support, and fostering a positive work environment, SME leaders can reduce absenteeism, improve team morale, and create a high-performance culture.