In terms of Human Resources, measuring absenteeism is paramount. Knowing your employees and the reasons for their absences means being able to organize the life of a company and anticipate future needs. Absenteeism has definite impacts on the activity, its evaluation is crucial. That is what we will understand in this article. We will address the following points:
- Categories of Absenteeism
- The Impact of Absenteeism
- Measuring Absenteeism (Example Dashboard and KPI)
The categories of absenteeism
How to study absenteeism? Absences are segmented into two categories.
First of all, we find medical leave, occupational illness, unjustified absences, work and commuting accidents, sick leave for children or parents and other family events. We therefore deal here with absences that may impact the company’s activity. This category reveals the climate in your company and the working conditions. For example, the number of work-related accidents may be indicative of a lack of protective equipment, worn-out tools or a lack of training in safety rules. Thanks to an efficient dashboard, this can be quickly identified.
Then in the second category, we find the absence of employees due to paid leave, unpaid leave, working time reduction, maternity and paternity leave, union leave or training. These absences are easy to anticipate. These types of absences are measured in order to provide visibility to management and HR on the number of days of leave available to employees. These leaves do not necessarily appear on a dashboard regarding absenteeism.
The impacts of absenteeism
An absence affects the organization of work and generates costs (replacement, etc.). This is why it is essential to be able to view it directly in a dashboard in order to be able to react quickly on the organization of the company (distribution of work to other employees, hiring...) and not to lose productivity.
Absences also have an impact on the HR department, as it requires additional time to process the absence and to deal with a potential future recruitment. This entails additional costs (recruitment time, training of the replacement, equipment of the person recruited, etc.) for the company.
How to assess absenteeism?
Absenteeism is assessed by studying the cause, repetition and duration of absences over a given period. Also, it is necessary to segment absenteeism in order to more easily identify the cause of absenteeism (bad atmosphere or stress situation in a department, psychosocial risks, musculoskeletal problems, etc.). It is customary to segment by: socioprofessional category, age group, department, reason for absence. Of course, these data are measured over time. Thus, it is important to define the right key performance indicators (KPIs).
Example of an absenteeism Dashboard
Some examples of KPIs
The absenteeism rate
The absenteeism rate is calculated as follows: number of days (or hours) of absence over a given period/ number of days (or hours) of theoretical work over the same period)
This indicator can be segmented into socioprofessional category, age group, cause, department or simply observed over time. It should not take into account maternity/paternity leave, paid leave, working time reduction, or strike days.
Average workforce of employees over a given period
The average workforce over a period is equal to the average number of employees during that period.
- Full-time employees are counted in full for the month’s workforce, i.e. 1 unit.
- Part-time employees are taken into account on a pro rata basis, that is to say that the total number of hours recorded on the employment contract is divided by the legal or conventional working hours. The same applies to employees who arrived during the period.
Average length of absence
This is the average of all the days of absence in your company over a given period.
It is also possible to add other indicators such as management cost (time spent managing this absence x hourly income allocated to the manager), or costs of organizational malfunctions (overtime or replacement costs (cost of a fixed-term contract or temporary work…).
In order to have an efficient and fast analysis, it is essential to have a dashboard showing the right KPIs. With Powerslide you will be able to quickly build your dashboard which, in addition to offering you an accurate and simple visualization of the data, will be interactive.