Every company has its own absence policy but usually it can be undocumented and not clear enough for employees to follow. By creating a policy, it is an opportunity to avoid issues with booking clashes and leave allowance available for staff. A holiday calendar needs to be created to avoid issues that could affect staff morale or create a hostile working environment.  

It should state when the event will occur, who will be absent, what preparations need to be made beforehand, and how much time off it should cover. Employees should know well about any events planned to avoid scheduling other appointments.

Once the policy has been set out, employees should be informed about what will happen if they cancel at the last minute or don’t show up. For example, a company might consider punishing those who cancel late by imposing a charge for the cost of food and drink that would have been served to them. In other cases, no-shows are less likely to be sent an invitation for future events.

Tips For Creating An Absence Policy

To create a successful holiday calendar and avoid any problems when organising it, some important factors need to be taken into account beforehand:

  • The date on which the holiday falls
  • Any additional activities that could take place on that day
  • Any booking clashes with people already off during that time
  • Does it fall within the allotted leave allowance

How To Enforce The Absence Policy

Enrolling a absence policy also needs to be considered to avoid any issues throughout the year and especially during the holiday season.

Using a software product can help make it clear what the policy is, how to follow it and highlighting of issues automatically with any bookings made if they go against said policy.

Dealing With Different Types Of Absences

There are many reasons why people might need to take leave, and it is essential to understand and treat these situations differently:

  •  The person has a valid excuse for their absence (e.g. they called to inform you in advance) – This should be treated less strictly than if this was not done
  •  The person didn’t come to work due to personal issues, such as travel arrangements or child care. It would be wise not to take any action in this scenario
  • The person wanted an extra day off without consuming their allowance – Those who don’t turn up to work should then have the appropriate action against them. Systems can aid with this such as the Bradford Factor score.

Last-Minute Cancellations And No-Shows 

It is common for some people to cancel right before work hours. A policy that sets out how people should behave will help avoid any problems between staff members or customers who may have been informed about their leave.

Suppose there are penalties attached to cancellation at the last minute. Staff members must understand why they caused such inconvenience and be aware of what they can expect if their actions happen again. In that case, it’s essential to make sure they’re reasonable and not overstepping the boundaries of what is deemed normal in society. 

No shows are those who don’t inform you, sometimes until the very last minute.

Ensure that the consequences of this type of behaviour do not take a toll on other employees and always be polite when ending them with someone – Keep the atmosphere positive. 

General Observations 

The holiday season is tough enough as it is; between organising parties and buying presents, there’s barely time to spare. Creating an effective absence policy will help avoid any problems, while setting the proper consequences for absent people will ensure they understand what they did wrong.

It is essential to set out these rules in advance, so everyone knows what to expect when taking time off work.