Q: How should I handle ongoing attendance issues, like tardiness or frequent call-outs, with employees?

A: That’s a great question, and a quite common one these days. It seems like employers across the nation are engaging in a never-ending battle with their employees over attendance. We know it’s at least in the top 5 of the topics we help our clients with the most. 

Unfortunately, the answer to managing employee attendance can change from one type of attendance problem to the next, with each individual employee presenting a unique set of concerns, laws to consider, etc., so there is no one-size-fits-all approach that can be taken. That being said, here are some general best practices:

1. Set Clear Expectations: Make sure employees understand your attendance and punctuality policies. These should be outlined in your employee policy manual and reinforced during onboarding and team meetings.
2. Track and Document: Keep accurate records of late arrivals, early departures, and absences. Documentation helps you identify patterns and ensures you have objective information if discipline becomes necessary.
3. Apply Policies Consistently: Hold all employees to the same standards. Inconsistent enforcement can lead to claims of unfair treatment which can then lead to concerns about discrimination or retaliation.
4. Communicate Early: When issues arise, address them promptly in a private conversation. Employees won’t understand there is a need to improve unless it’s discussed, and tackling this sooner rather than later can prevent bigger problems.
5. Take Corrective Action: If problems continue, follow the standard discipline process (e.g., verbal warning, written warning, final warning, termination). This shows that the employee was given multiple chances to improve in case any of your employment decisions on this matter are later legally challenged.
6. Consider Legal Protections: Keep in mind that absences tied to legally protected reasons (e.g., leaves of absence, disability accommodations, state/city sick leave laws) must be handled carefully and within the legal requirements, sometimes resulting in having to make exceptions to your attendance policies and actions you may want to take. When in doubt, check with HR professionals before proceeding when these situations present themselves.