4 of February, 2025

Workplace absenteeism is a common problem for all companies. Hence, the importance of developing the best strategies to reduce workplace absenteeism.

The causes are many, but the consequences are always the same. Mainly, financial losses.

Consider that when a worker does not show up for work, a domino effect occurs. Their colleagues have to assume their workload.

This results in reduced productivity and organizational problems. The organization is disrupted, workers become more tired, and the work environment worsens.

Strategies to reduce workplace absenteeism: causes

When introducing measures to reduce workplace absenteeism, it is crucial to undertake prior research.

Knowing why employees do not show up at their workplace. Knowing the main causes of workplace absenteeism will help us prevent this phenomenon.

You should point out the differences between justified and unjustified absenteeism. This is something that cannot be overlooked when analyzing this phenomenon.

Also, situations that have special protection, absences that we cannot categorize as absenteeism. Take note of the types of absenteeism.

Justified absenteeism

The worker has notified the company of their absence, and provides a reason. This reason could be a medical appointment, the death or hospitalization of a close relative, etc. In some cases, these absences are paid.

Work leave for medical reasons that do not exceed 20 days is considered justified absenteeism. Furthermore, these can be categorized among the paid and unpaid justified absences. The latter occur for not providing services for the company on the days you did not go to work.

When a certain percentage of the workday is met with justified absenteeism this could be cause for termination of the employment contract.

Within justified absenteeism we can include force majeure causes.

For example, problems or strikes in public transport or demonstrations that prevent arrival at the workplace. Also, storms, floods, etc. are all exceptional, unpredictable and uncontrollable phenomena.

Unjustified absenteeism

The worker has not notified of their absence, and if they have done so, they do not have justified reasons for it.

Abandonment of the workplace without prior notice is also included in this category.

In this regard, it is necessary to develop policies for absence control. They will help us understand the incidence of this phenomenon in the company, as well as the causes.

Also to identify those workers who accumulate more absences. Especially when they are unjustified absences.

Absences that are not considered absenteeism

Work absences due to the exercise of a legitimate right are not considered absenteeism according to the Workers’ Statute.

Therefore, workplace absenteeism does not include legal strike rights, time allocated to the exercise of legal representation activities and the permits and licenses established in Labor Legislation and Collective Agreements, as well as vacations.

Specifically, the specially protected situations include:

Strikes.
Vacations or permits per the agreement.
Maternity, paternity, pregnancy, and breastfeeding leave.
Common illness.
Work accident.
Gender violence.

In no case are these considered absenteeism.

A record of absences at work

It is essential to keep a record of staff absences. Only in this way can we accurately know when each employee has and has not gone to work.

Logically, unjustified absences will affect the paycheck at the end of the month, so keeping this record of absences at work is the first step to solving the problem.

In addition to controlling absenteeism, it serves to know the causes of those absences.

Fortunately, we have technological solutions like check-in systems like Sesame HR that allow us to follow this record of absences in real time and know who is working at all times.

Recording absences also allows the company to contrast this information with the worker to analyze the situation and take appropriate action.

How to prevent workplace absenteeism in the company

It is also important to be aware of the causes of workplace absenteeism promoted by the company.

Often absenteeism stems from a problem originating in the company.

Through satisfaction surveys we can identify some of these issues:

Demotivation: Lack of growth expectations, detachment from work or the company are causes of absenteeism. HR must work to reinforce engagement.
Poor work environment: If the work environment is not good, motivation will be lower. Poor relationships between workers, conflict or high turnover damage the work environment.
Organizational problems: Poor labor force management will also result in absences. Poor task distribution, work overload, poor leadership… All of this results in less motivation and a worse work environment.

Using a human resources software like Sesame HR will help you understand the causes of absenteeism. Even offboarding surveys will help us detect these problems.

Once the causes are known, we will introduce the strategies to reduce workplace absenteeism.

Strategies to reduce workplace absenteeism

Now comes the time to answer the question that we all ask ourselves: how to prevent workplace absenteeism. Knowing the causes is only the first step.

From here, we will develop strategies to reduce workplace absenteeism based on the information obtained.

Employee engagement: keeping the team motivated

The most effective strategies for reducing workplace absenteeism focus on keeping teams motivated. Strengthening the employee-company bond and reinforcing employee engagement are key.

Investing in employee well-being

To achieve this, companies must invest in employee happiness. While salary is important, it is not the only factor.

Aspects such as workplace flexibility help employees balance work and personal life while keeping them motivated. The ability to adapt work schedules to personal needs significantly reduces absenteeism. Remote work and strong internal communication also make things much easier.

Protecting employee health

When considering how to prevent absenteeism, you may notice that some absences are related to workplace health issues.

If a company accumulates a high number of medical leaves due to workplace accidents or job-related illnesses, something is wrong. It’s crucial to protect employee health.

Of course, complying with workplace health regulations is essential. However, that alone is not always enough.

Factors such as disconnecting from work outside business hours and promoting healthy lifestyle habits contribute to employee well-being. Mental health is just as important as physical health.

Developing a leave and absence policy

Another effective approach to reducing absenteeism is establishing a clear leave and absence policy.

Like it or not, employees will need to take time off in certain situations. That’s why having a well-defined protocol for requesting leave and notifying absences is essential.

Once again, HR software can help automate this process. Employees can simply submit their requests, and the company can approve time off or generate an absence record with ease.

Additionally, employees will always have access to information about their remaining vacation days or personal leave.

It’s crucial to have a written absence policy that outlines how many days an employee can be absent, how absenteeism is managed, and how absences should be justified.

This helps prevent misunderstandings and uncomfortable situations for both employees and the company.

Want to learn more about preventing absenteeism?

Check out the related posts on the Sesame HR blog to explore the best strategies for reducing absenteeism in the workplace.

Rewarding attendance: An effective strategy to reduce absenteeism

What works best: rewarding attendance or penalizing absences? It’s clear that reward-based strategies help motivate employees and encourage positive attendance behaviors.

There are many ways to reward impeccable attendance, including:

Financial bonuses
Gift cards
Extra vacation or personal days
Afternoons off
Priority in vacation selection

By implementing these incentives alongside the previously mentioned absenteeism control measures, addressing absenteeism becomes much easier.

Workplace absenteeism is a serious issue. Fortunately, any company can implement absence management solutions like Sesame HR, which simplify key strategies such as flexible work arrangements and attendance tracking—helping to minimize absenteeism’s impact on the organization.

Ricardo López has built a solid career in the field of human resources, excelling in payroll administration, labor relations management, and employment advisory services. His academic background in labor law and human resources, combined with his experience in companies such as Zeus - Smart Visual Data, Sesame HR, and Grupo Noa's, has allowed him to develop a comprehensive understanding of workforce dynamics and personnel management. With over 10 years of experience, he has demonstrated strong expertise in benefits administration, HR documentation, and career counseling. Ricardo continues to contribute to the efficient and people-centered development of the organizations he works with.

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ricardolopez

HR Content Specialist

Strategies to easily reduce workplace absenteeism