How Managers should deal with employee absence
Employee absence is a reality in every workplace. Whether it’s due to illness, personal emergencies, or other unforeseen circumstances, absences can disrupt productivity, team dynamics, and project timelines. But how a manager handles these absences can make all the difference between a resilient team and an unhappy one.
Let’s explore some practical steps and strategies managers can use to handle employee absences effectively and compassionately.
1. Establish a clear Absence policy
The foundation of managing absence starts with clarity. Employees should know:
How to report an absence (e.g., who to contact, how early to notify)
What documentation may be required (e.g., fit note)
How different types of leave are handled (sick leave, compassionate leave, unpaid leave, etc.)
The impact of frequent absenteeism
Having these guidelines in place - and communicating them consistently creates transparency and minimises confusion when absences occur.
2. Foster a culture of trust and openness
Employees are more likely to communicate proactively if they feel safe doing so; therefore managers should:
Avoid creating a culture of fear or guilt around taking absence leave
Show empathy and understanding when employees are unwell or facing personal issues
Keep lines of communication open without being intrusive
When employees trust that their managers won’t penalise them for legitimate absences, they are more honest and responsible in how they manage their time.
3. Respond promptly and professionally
When an absence is reported, respond quickly and professionally. Don’t delay acknowledgment or make the employee feel like a burden.
A simple message like, “Thanks for letting me know. Take care, and keep us updated,” goes a long way.
If the absence will affect workloads, inform relevant team members and adjust accordingly.
4. Plan for absences ahead of time
While not all absences are predictable, contingency planning can reduce disruption:
Cross-train employees so that others can step in when someone is away
Use shared documentation and systems to ensure knowledge isn’t siloed
Build buffer time into project plans when possible
Proactive planning not only helps cover gaps - it empowers the team to handle challenges with confidence.
5. Monitor patterns without micromanaging
It’s important to keep an eye on frequent absences or unusual patterns, but balance is key.
Avoid micromanaging or jumping to conclusions.
Use data to spot trends (e.g., repeated absences on Mondays)
Address concerns through private, non-accusatory conversations
Offer support: Could they be facing burnout, health issues, or something else?
The goal is to understand and support, not punish, while maintaining accountability.
6. Encourage well-being and work-life balance
Sometimes, frequent absences are symptoms of deeper issues: overwork, stress, or lack of engagement.
Managers can reduce absenteeism by:
Promoting mental health awareness and resources
Encouraging regular breaks and taking annual leave throughout the year
Modelling healthy work-life boundaries themselves
Investing in well-being isn’t just good for morale, it’s a smart strategy for retention and productivity.
7. Know when to involve HR
If absences are persistent, unexplained or impacting performance, it may be time to involve
HR, who can provide:
Guidance on legal and policy considerations
Support with difficult conversations or even, if necessary disciplinary procedures
Managers shouldn’t feel like they have to navigate complex situations alone.
Final Thoughts
Employee absence is inevitable, but how it’s handled is a choice. Great managers approach it with a mix of structure, empathy and foresight. By planning ahead, fostering open communication and supporting employees when they need it most, you’ll not only keep the team running, you’ll build a workplace culture that people respect and want to be part of.
If you need any support in these types of matters or anything else HR related, why not talk to us?
Please contact us – we’d love to hear from you.