Importance of Proactive Absenteeism Management

This essay discusses the importance of proactive management of high level of absence in organizations. It highlights the negative impact of absenteeism on productivity and cost, and explores various strategies for managing absenteeism such as monitoring, return to work interviews, incentives for good attendance, and flexible working. The essay also explains the benefits of proactive absenteeism management, including identifying and addressing the factors causing absenteeism, improving employee engagement and motivation, managing workload, and improving organizational processes. Additionally, the essay discusses the concept of procedural documents and the elements that might be included in them. Overall, the essay emphasizes the significance of absenteeism management and the role it plays in enhancing organizational performance.

Introduction to Human
Resources Management

Table of Contents
Question 1........................................................................................................................................3
INTRODUCTION...........................................................................................................................3
MAIN BODY..................................................................................................................................3
a) Importance proactive management of high level of absence..................................................3
b) Procedural Document..............................................................................................................5
CONCLUSION................................................................................................................................7
Question 4........................................................................................................................................8
INTRODUCTION...........................................................................................................................8
MAIN BODY..................................................................................................................................8
CONCLUSION..............................................................................................................................12
REFERENCES..............................................................................................................................13

Question 1
INTRODUCTION
Absence of employee can be defined as non-presence of employee on their job due to
legitimate and habitual non-presence. Legitimate absence is the one which in which employee do
not present at job because of justified reasons. On the other hand habitual absence is the one in
which employee does not have any justified reason but still they chose to be absent from their
work. The essay will discuss about management of high level of absence. Regardless of nature in
which employees take leave and remain absent it is not favourable for organisations. Both the
situations are unfavourable. Direct impact of the absenteeism is visible on cost of the
organisation. Cost of the organisations gets increased and its productivity gets decreased and
both these situations are negative and unfavourable for the organisation. This is why it is very
important to manage absenteeism for organisations.
MAIN BODY
a) Importance proactive management of high level of absence
Absenteeism of employee is in no way beneficial for the organisations. This means that
when employees are absence there is no productivity which is projected and expected from the
employees. This is one of the reasons that organisations should and proactively manage
absenteeism of the employees. Proactively managing absenteeism can be considered as
managing absenteeism before employee actually remains absent from their job (Kozioł,
Muszyński and Kozioł, 2016). This is very important for the employee as this reduces and
eliminates all the losses that occur because of absenteeism. There are several ways in which
organisations can undertake management of absenteeism. These ways of managing absenteeism
are monitoring, this means timely monitoring of the absenteeism and its pattern will make
positive and favourable impact on management of absenteeism. Organisations will be more
active and able to control absenteeism of employees. Return to work interviews is another
approach and way of managing absenteeism in which employees are required to give employees
so that they are able to know reason behind absenteeism of the employees. Incentives for good

and high attendance are another approach for managing absenteeism in which employees are
provided with incentives when their attendance is higher than other employees. This will
motivate employees to present at their work and will reduce absenteeism. Flexible working is
another way and approach of managing absenteeism in which employees are able to work
according to their flexibility, this will provide more liberty to employees and will reduce
absenteeism (Damart and Kletz, 2016). Positive and favourable organisational environment, in
this employees are provided with an environment of the organisation in which they enjoy
working at the organisation and are motivated and satisfied with their job. These were some of
the ways through which organisations can manage absenteeism.
Importance of proactive management of absenteeism are-
 Management of absenteeism includes identifying the reasons and factors because of
which employee remain absence. High level of absence involves significant factors and
elements that probe employee to remain absent. Identifying the factors before employee
remains absent helps in removing and eliminating such conditions in proactive
management of absenteeism. High level of absenteeism shows that there are significant
problems and factors resisting employees to be present at their job. This requires attention
from organisations and proactive management identifies the factors. Identification of the
problems later involves solving the problem and contributes in reducing absenteeism.
This is how proactive management of absenteeism is important for organisations with
high absenteeism.
 Proactive management of employee absenteeism extends to several benefits that are
above financial benefits (Tladi, 2017). This means that measures taken to reduce and
eliminate absenteeism also contribute in employee engagement, high employee
motivation and enhance work ethics of the employees. In another aspect sometimes low
morale and job satisfaction of the employees is a big reason behind high rate of
absenteeism of employees. Working on and removing these reasons will contribute in
increasing job satisfaction of the employees. This will have positive impact on their
performance and productivity.

 Proactive management of employees and their absenteeism also help organisations to
manage the work the work which is expected to be undertaken and completed by those
employees who are absenteeism.
 Proactive management of absenteeism allows organisations to identify the trends of
absenteeism (Junior and Merino, 2017). This means identifying what are the factors of
absenteeism and at what time absenteeism is higher than other times.
 Proactive management of absenteeism also help in managing performance and working
of the organisation. This means organisations when are aware about the trends and
reasons of absenteeism but along with that they will also be able to manage the
performance and working of the organisation.
 Improving organisational processes and procedure, this means that in order to improve
employee presence and reduce their absenteeism company will take action to improve the
processes and systems and this will directly affect and impact organisation and their
working for those who are not absent.
 High level of absence is significantly favourable and important for ensuring that impact
of absenteeism is lowest in the organisations in terms of cost. The cost gets more
negatively affected when absenteeism reduce productivity, this is very obvious as when
employee is not present at work they will not be working and giving any contribution to
the organisation (Kisakye and et.al., 2016).
These are some of the benefits that organisations can get by absenteeism management and this is
also the reason because of which absenteeism management is important for the organisation.
b) Procedural Document
Procedure document is a document that is written to support a policy directive. This
means procedure documents are written so that organizations can create directions for the
policies of the organization. A procedure document is designed to describe who, what, where and
why establishment of corporate accountability support the implementation of policy within
organization (Nicolaie, 2019). In other words, a procedure document can be described and
defined as document that involves description of the policy that has been implemented in the

organization. Procedure Document of the organizations involve all the factors and elements that
are associated with the company and its policy that has been implemented. A procedural
document also contains process of implementing and applying policy and process in an
organization. Some of the elements and factors that might be included in procedural documents
are-
What
This is one of the important elements which are involved in all procedural documents that are
produced and written by the organization. In this document first thing that has been included and
involved is what is the process and policy that is to be implemented and followed by the people
in organizations. A procedural document regarding employment in organization will state what
the document is and later will include employment regulations and policies that employee is
required to follow. A procedural document for absenteeism will involve what is the document
and this answer will be involved in contents of the document.
Why
This is the answer of the question why policy is being implemented and what is the reason
because of which procedure is being written. This is important question to be answered in which
organization has to understand what the reason is and to make everyone else understand the
reason behind implementing policy or adopting procedure for the employees. For example a
procedural document for filing employee grievance will involve why the document is has been
developed. What is the reason behind developing the document and answer will involve that
document has been developed to ensure that all employees are aware about the process and
procedure for filing grievance and in what situation they must file grievance and in what
situation they must not.
For Whom
This is another element to be involved in procedural document, this will give answer for the
question that to which the procedural documents belong and what are the parties and individuals
who get affected by the document (Hoxha, 2018). For example a procedural document for

absenteeism will include affected parties and employees who are most likely to get affected by
the document are the one who has been absent. The policy and guidelines are for them.
When
This is another element to be included in the document which will inform about when the
document and procedure implemented will be implemented and affected. This is important to
involve this in procedural documents as all policies are not always applicable and this will
inform about applicability of the policy.
CONCLUSION
On the basis of above discussion it can be concluded that absenteeism management is
important for organisations. This is because disadvantages of the absenteeism in the organisation
extend beyond its cost impact. It reduces morale and motivation of those who are present at the
organisation. This also reduces productivity and this reduces profitability of the organisations.
Importance and benefits of absenteeism management will improve situation of absenteeism in
organisation and along with that it also will improve organisational situations that cause
absenteeism in the organisation. Later, in this essay procedure document and factors what might
be involved in procedural documents were also discussed.

Question 4
INTRODUCTION
Motivation can be defined as driving that encourages individual to achieve something and
complete activities that are required to do in order to achieve desired goal. In relation with
motivation of the employees that encourages them to perform in their work and contribute in
productivity of the organisation. Several theories of motivation have been developed and these
are divided in 2 parts that are known as content theory and process theory. Content theories of
the motivation focus on and are based on assumption of what motivate employees.
MAIN BODY
Content theories of motivation focus on what aspect of motivation. The theories are based
on what motivates employee to perform in organisations. Some of important content theories are
Maslow’s need hierarchy, Herzberg's two factor theory, and Alderfer's ERG theory.
Maslow’s need hierarchy theory
This is one of the widely used content theory of motivation. This theory of motivation
state and consider that there are certain needs of employees that encourage and motivate them to
perform (Bouzenita and Boulanouar, 2016). The theory of Maslow has been designed in in a
form of pyramid in which physiological needs have been kept at bottom and self actualization
need of employee has been placed at top. In between self actualization and physiological needs
three more needs have been discussed in this theory. The needs that have been discussed and
included in theory are-
Physiological Needs
This is most basic human need that are required to survive. These are the needs that are
required for functioning of mind and body. This needs are dominant needs as well as most basic
needs of all employees.
Safety and Security Needs

Completion and contentment from physiological needs will lead to generation of safety
and security needs in which employee have a desire for safety and protection.Safety and security
needs of employee include physical security of employees when they are working and financial
safety so that they can manage a living when they are not working or arenot able to work.
Social Needs
Social needs of employees are needs for affiliation and belongingness. This need
generates when earlier two needs that are physiological and safety and security needs gets
fulfilled (Soni and Soni, 2016). This is a need that employee want to be accepted by social
groups and among their fellow employees at organisation.
Self Esteem Needs
Self Esteem needs of employee are the needs to be respected in their organisation. This
means that employees desire to be considered as important and valuable part of the organisation.
This requires employee to be recognised and respected among their work groups and
organisation.
Self Actualization Needs
Self actualisation needs that few reach after fulfilling all the earlier needs. This is a need
in which employee desires to grow their potential and do what they consider they have capability
to do. This requires that people are positioned at challenging position and are allotted difficult
task that they believe they have potential for.
Concerned with role of this theory in the organisation it can be considered that
organisations can identify needs of its employees and give them opportunity to fulfil their needs.
This will work as motivation for the employees and organisations will get benefit of motivation
of its employees.
This theory is also simple to apply in the organisation as these needs in several contexts are
linked with position of the employees within the organisation (Jonas, 2016). This makes it easier
to understand what are the needs of particular group of employees in organisations.
McClelland – Need for achievement, affiliation and power

This is another content theory in which needs of the employee has been divided in three
types. The needs that have been included in this theory are need for achievement, need for
affiliation and need for power and these are considered as motivating factors (HANCOCK,
MÜLLER and WANG, 2016). McClelland considers that employees have three types of needs
regardless of gender and age. Among these needs are one of the need is dominating need for
employees that can be either achievement, affiliation or power.
Achievement Need
This is a need in which individual desires to accomplish something and demonstrate their
competency. Factors and elements for need are significant success, mastering skills, and get high
standards. This mainly includes achieving something that is challenging or difficult for other to
achieve. These people can be identified through through their actions and approach to achieve
challenging goals. They are highly competitive in their approach and advance in their
performance at organisation.
Affiliation Need
This is another need that can be dominating for employees in which they have desire and
need for friendships and desire to belong to certain groups in which people have a desire to be
liked and be popular. In organisation such people can be identified through skills for team
management, and are able to perform effectively in groups. These people are supported by others
and at the same time they are also ready to support others. Such people can get success in their
group and by support of other people but such people do not like high risk.
Power Need
This is a need in which employees and people have desire to control others and their
work. Such people and employees are motivated by authority and also have strong need to lead
others and succeed in their ideas. These people are strong and effective leaders and they also like
to enhance their increase personal status and prestige. They like to influence thoughts and
perception of others (Van Canh and Zyngier, 2016).
In context of role of this theory in organisations, application of this theory is very simple
as through the behaviour of employees it can be easily identified what kind of need dominate

them. On the basis of this they can be provided related task this will be beneficial for
organisations and for motivation of the employees. This means employees having achievement
need dominated employees can be provided task that is difficult and challenging. Employees
with dominating affiliation need can be provided with team working and group task and those
with power need dominating can be provided with authority and leadership task so they perform
effectively.
Herzberg – Two factor theory
This is another content theory of motivation which is also known as hygiene theory of
motivation (Juariyah and Saktian, 2018). This theory is based on two factors that are known as
hygiene factors and motivating factors. This theory is based on the assumptions that opposite of
satisfaction is not dissatisfaction but it is No Satisfaction. In this theory two types of factors have
been discussed that are hygiene factors and motivating factors.
Hygiene Factors Motivating Factors
 Company policy and administration
 Supervision
 Salary
 Interpersonal Relations
 Working Condition
 achievement
 recognition
 work itself
 responsibility
 advancement
In these two factors hygiene factors are directly associated with context of job.
Motivating factors on the other hand are associated with factors that are involved in doing the
job.
Hygiene factors are associated with dissatisfaction or no dissatisfaction. This means that
unavailability of hygiene factors will create dissatisfaction and availability of hygiene factor will
provide no Dissatisfaction. On the other hand motivational factors are associated with no
satisfaction and satisfaction. This means low level of motivational factors or their unavailability
will provide no satisfaction whereas high level of motivators and motivational factors will
provide and will contribute in satisfaction of employees (Alshmemri, Shahwan-Akl and Maude,
2017).

Impact of this theory on performance of employees will be as following-
 Unavailability and low level of hygiene factors will reduce and hamper performance of
employees because they are dissatisfied with the work.
 Availability of hygiene factors and their high level will not hamper performance of
employee will not make any negative impact on performance and productivity of the
employee. This is because maintaining hygiene factors will not dissatisfy the employees.
 In context of motivational factors, unavailability and low level of motivational factors
will not improve performance and productivity of employee. This is because employees
are not satisfied here it is to be considered that they are not even dissatisfied.
 In context of availability of the motivational factors and high level of motivational factors
will improve performance and productivity of employees. This is because existence and
high level of motivational factors provide satisfaction and this make positive and
favourable impact on the employee and their motivation gets increased.
This theory of motivation plays important role in workplace. This is because the factors
included in the theory whether they are related to context of job and those related with factors
affecting job performance (Hur, 2018). They will ensure that performance and productivity is
stable this means in case it is not improving this isn’t even reducing or negatively affecting.
CONCLUSION
On the basis of above discussion it can be concluded that motivation is a key contributor
of performance in organisation and this is why it is important for organisation to ensure that its
employees are working as per standard of the company and are enthusiastic to work in
organisation.

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