How to Manage Staff Absences and Keep Them Motivated

Absence management is the process of tracking and managing employee attendance. This includes setting up absence policies, tracking employee absences, and managing absences when they occur. It can be difficult how to manage staff absences especially if you have a lot of employees. 

But don’t worry – we’re here to help. Read on for our tips and tricks on how to manage staff absences effectively.


Table of Contents

Why is Absence Management Important?

Absence management is important for a number of reasons. First, it helps to ensure that employees are able to take the time they need to recover from an illness or injury.

Second, it helps to prevent absences from becoming excessive and disruptive to the workplace.

Finally, it can help to identify and address underlying issues that may be causing employees to miss work.

Keep Track of Staff Absences

There are a few different ways how to manage staff absences, and the best method for you will depend on the size of your team and the frequency of absences.

One way to keep track of staff absences is to create a simple spreadsheet. This can be done in Microsoft Excel or Google Sheets. Create columns for each day of the week and list the names of all your employees in the rows. 

When an employee is absent, simply mark an “X” in the corresponding day and name. This method is best for small teams with infrequent absences.

If absences are more common, you may want to consider using a more robust absence-tracking system. There are a number of software programs that can help you track employee absences, and many of them are designed specifically for this purpose.

These programs can track not only the days that employees are absent but also the reason for the absence. This can be helpful in identifying patterns and trends.

No matter what method you use to track staff absences, the important thing is that you do it consistently. This will help you maintain productivity and prevent disruptions in the workplace.

Key Takeaway: It’s important to keep track of employee absences to maintain productivity levels.

Communicate with Employees about Their Absence

As a manager, one of your responsibilities is to manage staff absence. This includes communicating with employees about their absences and ensuring that they do not adversely affect the workplace.

There are a few things to keep in mind when communicating with employees about their absence.

1. Be Understanding

Employees may need to take time off for personal reasons, and it’s important to be understanding. If an employee is having a tough time, they may appreciate a sympathetic ear.

2. Be Clear

When communicating with employees about their absence, be sure to be clear about what is expected of them. If they are expected to keep in touch with you, let them know how often you expect to hear from them.

3. Be Flexible

If possible, be flexible about when and how employees can take their time off. If they need to take care of personal business, try to accommodate their schedule.

4. Be Firm

If an employee is repeatedly absent, or if their absences are having a negative impact on the workplace, you may need to be firm. Let them know that their absences are not acceptable and that they need to improve their attendance.

Key Takeaway: It’s important to be understanding, clear, and flexible when communicating with employees about their absences.

Encourage Employees to Use Paid Time Off

We all know how it feels to be constantly at work with no break in sight. It can be tough to manage staff absence, but it’s important to encourage employees to use their paid time off (PTO).

There are a few things you can do to manage staff absence and encourage employees to use their PTO.

First, make sure your employees are aware of their PTO balance. You can do this by sending out regular reminders or displaying the information in a prominent place.

Next, try to create a culture of taking time off. This can be done by setting an example yourself or by offering incentives for employees who use their PTO.

Finally, make sure employees feel comfortable taking time off by having clear policies and procedures in place.


Encouraging employees to use their PTO is important for a number of reasons.

First, it helps to prevent burnout.

Second, it allows employees to recharge and come back to work refreshed and productive.

Finally, it shows that you value your employees’ time and want them to enjoy their work-life balance.

They just might help you encourage employees to use their PTO and enjoy a healthy work-life balance.

Key Takeaway: Encourage employees to use their PTO to prevent burnout, recharge, and be productive.

Find the Right Balance Between Work and Personal Life

It’s no secret that the demands of work can often spill over into our personal lives. This can lead to feelings of stress and overwhelm, and can even affect our physical health.

One of the best ways to combat this is to find a healthy balance between work and personal life. This means setting boundaries between the two and making sure that our personal time is spent in ways that replenish us.

One way to help find this balance is to manage staff absences in a way that works for you and your team. This may mean being more flexible with your team’s vacation time or working from home one day a week.

Whatever you do, the goal is to create a system that works for you and your team, and that helps you maintain a healthy balance between work and personal life.

Offer Incentives for Good Attendance

What can you do as a manager to incentivize good attendance and discourage absenteeism?

One approach is to offer rewards for good attendance. This could be in the form of a bonus, gift card, or other perks. 

Of course, you’ll want to make sure that the incentive is something that is meaningful to your employees and will actually motivate them to show up for work.

Another way to discourage absenteeism is to have an attendance policy in place that is clearly communicated to all employees. This policy should outline the consequences of excessive absenteeism, such as being placed on probation or even being terminated.

No matter what approach you take, the key is to be consistent with your attendance policy and make sure that all employees are aware of it.

By taking these steps, you can help reduce absenteeism and improve productivity in your workplace.

Key Takeaway: Offer rewards for good attendance and have a clear attendance policy to discourage absenteeism.

FAQs About How to Manage Staff Absence

How do you manage employee absence?

  • Find out why they keep missing work.
  • Incentivize good attendance.
  • Establish clear absence policies.
  • Allow flexible scheduling.
  • Reduce office stress.
  • Offer child care vouchers.
  • Allow shift swaps.

How should the manager deal with the employee absence?

  • Build a solid team culture.
  • Inspire employees to go to work.
  • Focus on employee engagement.
  • Set work-from-home policies.
  • Provide enough PTO.

How do you address staff absences?

  • Show employees that you care about them, not just the job.
  • Address the issue right away.
  • Apply a progressive disciplinary system fairly.
  • Reward good attendance and acknowledge improvements.

How managers can control absence problems in an organization?

It’s important to show employees that you care by making sure they’re okay. Check-in with them about the reason for their absence and show them a fit note that explains their condition. Let them know how they can improve their performance and any actions you’ll take if they don’t.


We hope these tips on how to manage staff absences have been helpful in teaching you how to deal with employee absenteeism. offers a variety of resources to help people become better managers and leaders. These resources include online courses, e-books, articles, and tips from experts. By becoming a member of, you will have access to all of these resources and more.

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