Employee Not Showing Up for Work: Here's What You Should Do

What Should I Do if an Employee is Not Showing Up for Work?

Attempt to Contact the Employee

It is of utmost importance to try and get in touch with the missing employee. This could be through phone calls, text messages, or emails. This immediate action can serve two purposes: it can help clarify whether there has been an emergency situation, and it can cover the employer’s obligation to ensure employee safety. If the initial attempts fail, employers should also consider contacting the listed emergency contact for the employee.

Inform Human Resources

Upon an employee’s absence, it becomes necessary to notify the Human Resources department. HR can shed light on whether the employee had informed them of any form of leave, such as sick leave, American with Disabilities Act (ADA) leave, or Family Medical Leave Act (FMLA) leave.

Enforce the No-Call, No-Show Policy

A no-call, no-show policy outlines the terms and conditions for failing to appear at work. Consistency in policy enforcement is essential. Penalties can vary from a simple conversation to formal written warnings, suspensions, or even termination, based on the severity and frequency of these occurrences.

Investigate the Absence

Before issuing any form of disciplinary action, it’s imperative to investigate why the employee missed work. It may turn out that the employee was legally protected under certain types of leave at the time. Ignoring this could result in claims against the employer.

Consider Disciplinary Actions

Should the investigation reveal that the absence isn’t legally protected, the employer is within their rights to take disciplinary actions. These can range based on the employee’s work history and prior attendance.

Document the Process

Maintaining a detailed account of the actions taken can be indispensable for any future legal questions that may arise. Documentation should include the attempts to contact the employee, any discussions with HR, and the specific steps taken in line with the no-call, no-show policy.

Review and Update Policies

If such incidents start to become a pattern, revisiting and revising the existing policies might be warranted. Having clear and up-to-date policies can facilitate smoother operations for both employers and employees.

Of course, it’s possible your employee just forgot about their shift. You can limit that by using work scheduling software like Homebase that will send them automatic reminders whenever the schedule is published and one hour before their shift starts.

What Should I Do if an Employee Walks Out?

Attempt to Contact the Employee

When an employee doesn’t show up for work, immediate action should be taken to contact them. It is beneficial to have multiple methods of contact for each employee, such as phone numbers, email addresses, or even social media, to increase the chances of reaching them quickly. Your initial attempt to contact the employee serves dual purposes. First, it helps confirm the employee’s well-being, as they might have been involved in an emergency situation. Second, it provides an avenue for them to explain their absence, which could be due to a misunderstanding or sudden event that they could not communicate in advance.

If immediate attempts to contact the absent employee prove unsuccessful, consider reaching out to their emergency contacts. Often listed during the employee’s initial onboarding process, these contacts can offer insights into the employee’s situation. Failing to establish contact should trigger the next steps in your process, but the attempt to reach the employee is an important first step that should not be skipped.

Inform Human Resources

After trying to contact the missing employee, the next step involves immediate consultation with the Human Resources (HR) department. HR plays an integral role in managing the situation and can provide guidance on how to handle the absence effectively and within legal bounds. It is their responsibility to cross-reference the absent employee’s record for any scheduled leave, disability accommodations, or other permitted absences that you may not be aware of. Moreover, HR can help clarify if the absence is to be categorized as a resignation, a breach of contract, or a violation of company policy.

Document the Incident

Precise and thorough documentation of the situation is vital for multiple reasons. Keeping records of your attempts to contact the employee, communication with HR, and any other related actions provides a timeline of how the absence was managed. This record serves as protection against possible legal repercussions and ensures that the employer followed the company’s internal processes. For instance, if the situation progresses to the point where termination is considered, this documentation will be invaluable in demonstrating the fair treatment and due process given to the absent employee. Employers should employ a standardized form or digital platform to maintain these records.

Investigate the Situation

Before taking any form of disciplinary action, it’s important to understand the full scope of the situation that led to the absence. The investigation should involve interviews with coworkers who might have information, review of workplace surveillance footage, or examination of recent job performance reviews. The employee’s reasons for absence could range from personal issues to workplace stress, and these factors can affect how you should respond. An investigation should aim to provide a holistic view of the circumstances surrounding the absence, allowing for informed decisions moving forward.

Consider Legal Implications

The employment contract should be revisited to understand the potential legal consequences of the employee’s absence. These contracts often contain clauses that outline grounds for termination, acceptable reasons for absence, and stipulated notice periods. Understanding these contractual details is necessary before progressing to disciplinary actions or termination. Consulting with an employment attorney can provide additional assurance that any steps taken align with both the employment contract and state laws.

Address Staffing Issues

The unexpected absence of an employee can disrupt workflow and productivity. It may require short-term adjustments, like redistributing the absent employee’s tasks among existing staff or bringing in temporary help. Depending on the nature of the work and the expected length of absence, more permanent solutions like recruiting a replacement might be necessary. Planning for these contingencies is vital to minimize disruptions in productivity and maintain a steady work environment.

Review and Update Policies

If similar instances have occurred multiple times, it may signal that the existing workplace policies are insufficient or unclear. Revisiting policies on absence, notice periods, and conflict resolution could be necessary. Employers should consider the common threads among these incidents to identify what changes should be made. For example, if many employees are leaving without notice due to workplace conflicts, a more effective conflict resolution policy may need to be developed and implemented.

Reflect on Workplace Culture

Finally, multiple or high-profile incidents of unexplained employee absences may suggest a deeper issue with the workplace environment. It is an opportunity for introspection on the managerial practices and overall culture. Factors like high stress, poor management, lack of support, or even harassment could be underlying contributors to these incidents. Employers should take it as a prompt to review management styles, seek employee feedback, and possibly undertake a comprehensive review of workplace culture.

Absenteeism and Job Walkouts in 2024: Trends & Statistics

• Absence Rates Drop: In 2023, we saw the national absence rate fall to 3.1%, down from 3.6% in 2022.
• Overtime from Absences: Nearly half the overtime worked is to fill in for missing staff. This can stretch workers thin and lower job satisfaction.
• Impact on Productivity: Unplanned absences can cut productivity by up to 40%, with unplanned ones hitting hardest at 36.6%.
• When Absences Spike: Mondays, Fridays, and days before holidays see more people off work.
• Still Stuck on Manual: Over half of big companies are yet to move away from manual methods for tracking absences, leading to repeated no-shows.
• Health-Related No-Shows: In January 2022, 5.4% of full-timers were out sick, with around 1.5 million Americans missing work in December 2022 due to COVID-19.
• Why People Miss Work: Illness, medical appointments, and mental health are big reasons, with mental health issues costing the U.S. economy $47.6 billion in lost productivity.
• Looking at Job Walkouts in 2024
• More Strikes Expected: 2024 might see more job actions, with northeast U.S. transit workers already hinting at strikes.
• Significant Strikes: 2023 had big moments like the largest U.S. healthcare strike by Kaiser Permanente workers.
• Shorter Weeks Experiment: Some employers are trying out shorter workweeks to ease burnout and boost satisfaction.
• Climate Change Effects: It’s likely to keep impacting worker well-being and productivity.
• Walkout Drivers: Economic worries, debates over hybrid work, and AI in the workplace are stirring things up.
• Notable Actions: Condé Nast and Forbes Union had notable strikes, spotlighting labor issues.
• Overall Trends: Labor disruptions jumped 92% in 2022, a sign of growing unrest that might continue through 2024. Media industry workers are increasingly taking action against layoffs and cost cuts.

How to Prevent Employee Walkouts

If an employee walks out, this is a signal that something is going wrong in the workplace.

Yes, an employee should never walk off the job, and of course, it’s grounds for termination (depending on circumstances and legal compliance).  But, ask yourself what is going on with your management style and workplace culture to drive an employee to this action.

A powerful and simple habit to transform your management style and commitment of your employees is to regularly have brief conversations with employees that you trust and adjust their working conditions accordingly.

Ask them for help with your growth in your management style. Ask what is going well and what you can do to improve. Then, if you follow up on their advice every few weeks by checking in to ask them if you are doing any better on the items they suggested, you’ll improve your management style dramatically. Your employees will also work harder to help you and the business succeed.  

If you have an employee walking off on the job, take this team culture quiz to see if the problem is you or them.