Menu
8 4 2 4 3 6 7 9 1 8 8 0 5 7 0 2 8 3 5 5 4 0 8 7 3 0 6 7 3 9 1 1 6 9 4 9 2 2 6 7 0 6 8 6 1 3 7 4 0 0 6 7 3 6 6 0 7 2 9 8 7 0 2 1 8 9 0 9 1 9 4 8 1 4 7 4 6 8 7 7 1 2 5 1 5 9 7 0 9 9 3 2 6 5 5 8 4 2 1 1 0 9 5 9 2 0 2 1 6 2 1 8 6 3 1 4 7 9 7 6 3 1 5 6 7 4 3 1 3 7 0 4 8 4 5 9 3 3 6 2 8 4 4 4 3 1 6 5 6 5 7 5 9 4 4 7 9 6 0 8 0 8 2 6 1 5 9 2 0 8 2 9 1 1 8 1 5 9 0 6 3 2 5 6 5 5 5 3 2 1 9 7 7 7 0 5 7 7 3 4 8 3 9 2 6 1 8 1 9 0 5 2 9 9 4 1 6 3 8 1 3 9 5 6 0 6 2 0 6 1 7 5 7 6 6 8 4 3 2 2 2 2 2 5 4 8 4 4 4 5 6 1 7 8 0 9 3 2 8 2 5 5 7 3 9 3 9 4 1 8 3 3 5 9 7 0 4 9 6 2 8 7 3 0 1 4 2 6 9 6 7 9 8 2 2 1 2 1 0 1 6 6 3 4 7 6 4 7 9 1 0 8 5 5 3 3 8 9 3 8 0 2 8 3 4 9 5 5 2 9 6 7 4 6 2 0 9 8 9 9 5 8 4 9 2 6 1 3 5 3 8 1 2 2 2 6 0 4 9 1 4 6 7 0 4 5 4 9 7 5 4 7 0 6 0 0 6 0 1 7 9 1 8 7 1 9 7 3 1 8 0 9 3 5 3 7 0 5 9 4 5 5 9 4 0 1 6 0 5 0 7 6 4 4 8 2 7 0 8 8 2 3 8 5 6 5 3 1 5 7 0 0 8 4 7 8 9 5 7 3 3 5 2 7 1 0 7 7 5 4 8 0 0 1 8 1 8 4 3 4 6 3 4 7 5 2 5 0 6 4 5 3 2 1 9 0 5 4 9 3 3 5 6 4 7 7 2 5 6 0 9 3 7 8 3 3 0 8 5 5 1 4 2 5 4 3 8 4 8 1 4 9 9 4 5 0 3 5 5 6 1 4 5 0 9 8 8 5 8 7 4 7 9 0 2 1 4 3 0 2 4 3 8 6 0 6 2 7 4 3 6 4 8 5 5 2 2 5 6 8 6 4 8 3 9 8 9 9 2 7 1 1 3 0 0 1 7 9 4 1 1 2 1 2 2 5 2 1 0 8 7 0 1 0 2 0 1 7 3 1 5 9 4 8 8 7 8 4 2 6 1 1 9 1 2 7 5 6 2 4 1 7 5 6 8 8 1 9 2 6 2 1 7 8 0 9 6 5 6 1 7 3 6 1 2 7 7 5 8 5 9 5 1 8 8 8 2 2 4 3 2 8 5 1 8 2 6 7 6 2 4 1 9 7 2 5 9 3 5 0 2 3 5 7 6 4 9 4 4 3 3 2 8 8 0 4 3 2 9 8 7 2 2 2 7 7 6 4 7 3 5 1 5 8 2 5 6 3 6 4 1 2 4 7 2 2 7 4 7 4 2 2 5 9 3 2 3 8 9 5 9 8 9 5 3 0 3 7 1 7 6 5 7 2 1 2 7 9 2 9 2 1 8 0 7 4 1 1 9 6 7 4 9 9 3 6 4 8 3 8 7 9 6 7 6 8 4 7 9 2 0 7 2 6 9 4 1 9 3 2 5 1 5 0 3 7 2 5 5 3 8 5 1 2 2 3 8 0 2 8 8 2 2 4 7 7 0 7 2 7 4 1 1 1 1 3 9 7 5 0 9 2 1 7 5 7 1 0 8 7 3 3 0 5 3 8 3 9 2 4 4 5 8 1 4 5 7 3 7 6 9 1 0 0 9 3 6 8 6 5 7 5 2 1 8 8 9 2 7 7 1 9 9 0 5 0 0 9 6 2 2 1 3 5 0 1 3 6 3 6 7 0 1 2 7 1 5 0 3 7 7 7 9 8 4 3 4 9 5 5 2 3 9 0 7 8 1 2 8 6 2 6 6 1 8 0 9 4 6 9 1 2 0 6 3 0 0 0 7 2 3 1 3 6 4 0 7 8 9 8 9 0 2 7 9 2 3 0 6 2 3 5 8 2 4 1 4 2 7 0 2 6 7 3 5 1 1 3 1 1 5 7 5 8 9 2 4 1 6 4 8 2 1 1 8 5 9 1 9 5 6 2 0 9 8 1 4 1 6 9 6 9 3 0 7 9 1 7 2 8 8 4 1 0 4 3 1 2 4 2 9 7 5 6 6 8 1 7 8 3 4 1 5 0 3 5 1 5 0 9 7 3 6 1 8 0 2 9 7 1 1 8 6 8 5 2 7 7 1 6 5 4 9 4 9 5 1 5 1 7 1 8 3 9 5 9 8 6 5 8 0 1 0 5 9 6 6 4 2 4 0 5 5 0 3 7 5 3 5 6 5 5 0 2 0 9 8 8 1 3 5 9 1 2 5 4 2 5 7 7 5 9 2 1 4 9 3 3 8 8 3 5 4 6 4 5 5 8 6 9 2 8 5 6 7 9 3 3 2 4 6 3 6 9 8 8 0 6 9 1 1 7 9 1 7 7 8 2 0 9 0 5 3 8 3 6 2 6 0 0 1 7 2 5 3 8 5 4 9 9 9 9 1 2 8 8 4 1 4 1 4 7 4 6 2 3 7 2 5 0 9 4 9 0 8 0 2 8 4 4 2 5 1 5 5 4 3 8 6 0 3 3 1 1 4 4 4 6 5 8 2 9 2 2 3 8 3 5 7 5 7 6 7 2 1 4 8 9 3 1 9 7 2 2 2 0 9 4 0 6 3 3 6 1 9 9 1 3 0 8 2 4 6 5 1 9 6 5 0 2 8 6 6 5 2 7 0 3 3 6 4 9 7 6 0 5 7 8 5 3 4 2 9 2 9 0 5 2 3 3 6 7 8 4 0 8 0 1 3 2 2 4 5 7 9 3 1 8 2 7 9 0 2 5 6 5 3 1 9 9 2 7 3 9 2 8 5 4 0 8 6 7 9 3 2 4 0 3 5 4 0 6 7 0 2 4 6 4 7 7 4 9 9 8 1 9 9 5 0 3 6 2 4 5 5 4 1 4 1 8 7 6 7 3 3 4 3 1 9 0 8 4 3 6 6 0 9 7 3 7 7 7 2 6 9 3 2 7 7 7 1 3 3 0 9 9 1 1 3 6 9 4 6 9 9 0 4 2 4 5 5 1 8 5 7 3 7 8 9 1 0 3 5 8 9 3 8 7 2 8 4 1 6 3 9 4 9 3 0 8 6 8 9 6 0 2 1 4 8 0 8 5 1 3 8 2 3 8 4 6 9 3 7 5 9 4 1 1 9 0 9 6 6 5 1 3 3 6 2 2 7 1 2 1 1 9 5 4 3 8 0 4 4 6 8 1 3 3 6 2 7 4 0 0 1 0 6 9 2 5 4 0 1 8 5 9 6 1 3 0 5 0 4 6 1 6 9 4 3 3 0 5 7 9 9 1 7 3 8 9 1 7 9 1 1 3 9 5 7 3 1 8 7 4 8 9 2 9 3 8 8 3 0 6 6 0 3 4 7 2 3 5 7 6 7 6 4 0 5 3 2 3 8 5 3 5 2 5 1 3 2 7 6 0 9 7 7 1 7 4 6 8 4 0 1 5 4 0 6 5 8 3 0 6 2 9 6 1 2 9 0 4 5 7 4 0 9 9 3 4 9 7 2 4 9 7 3 1 9 8 0 2 7 6 8 2 2 2 3 4 7 9 4 5 3 0 5 1 1 4 5 6 7 0 1 7 7 7 9 1 8 1 1 1 8 8 1 0 1 0 8 8 8 9 8 8 8 8 3 7 9 8 7 5 2 7 0 1 1 1 6 0 0 4 7 8 8 6 8 2 6 8 3 2 3 2 3 6 3 9 9 2 7 7 9 1 1 5 5 8 2 1 4 0 7 7 4 2 7 9 7 3 1 1 2 4 3 1 8 6 4 4 7 4 0 5 1 3 2 0 0 0 5 6 0 7 5 8 6 7 7 6 8 4 4 0 1 6 1 6 6 9 2 7 5 3 5 2 8 1 8 9 9 1 6 7 7 2 6 3 4 4 4 8 8 6 3 0 0 0 6 7 2 3 0 3 4 5 7 9 3 6 7 1 8 4 0 2 4 5 0 1 4 5 5 6 5 3 8 7 5 9 3 7 9 7 9 3 0 8 2 5 3 1 4 6 3 4 3 7 0 6 1 3 8 0 2 2 8 7 4 5 2 9 3 1 6 4 5 4 3 3 9 5 6 3 4 4 2 1 6 7 1 2 4 0 6 5 3 9 3 7 4 0 6 6 5 1 1 2 0 2 0 7 8 9 0 0 1 3 3 8 0 6 6 5 5 9 5 2 7 3 6 7 3 2 1 1 3 3 7> 0 1 7 7 6 2 8 1 2 9 3 3 0 1 8 4 6 0 6 4 9 4 6 5 4 0 2 7 9 6 7 9 1 1 7 6 5 2 3 8 1 4 7 6 4 1 2 1 2 1 5 0 8 7 1 3 4 5 0 9 6 3 1 8 1 4 4 9 1 5 4 5 4 8 1 0 7 2 5 3 5 2 0 9 1 2 9 5 9 8 3 4 3 6 0 5 7 3 4 9 9 9 9 8 7 2 8 9 9 3 1 0 9 0 1 5 0 2 5 3 3 5 2 7 7 1 8 8 6 6 2 0 6 4 7 7 9 7 6 7 4 9 0 1 4 9 0 8 2 3 3 5 2 1 7 1 1 0 0 3 8 7 5 0 3 0 7 5 5 9 5 8 8 2 3 9 5 1 8 2 1 2 2 0 6 3 1 5 9 6 4 0 9 9 5 5 4 4 8 9 2 5 8 6 2 2 7 6 5 0 7 4 1 4 2 6 9 2 8 7 9 1 2 7 2 9 2 0 1 9 0 4 0 1 8 4 7 2 2 1 4 6 8 7 9 1 9 4 9 2 6 6 6 7 8 3 2 4 6 5 3 8 3 7 5 7 7 5 3 2 6 3 0 1 1 5 6 5 9 0 8 8 7 5 7 1 1 4 2 7 4 4 6 1 2 4 6 8 7 7 3 0 7 1 4 9 5 2 6 1 1 3 7 1 0 8 0 0 8 1 1 5 8 7 4 0 4 1 9 4 3 8 1 4 8 1 7 1 5 9 1 1 4 4 8 4 8 3 8 8 6 5 4 0 8 2 7 8 6 1 0 8 6 4 7 9 8 7 3 6 9 8 0 4 7 2 7 0 3 8 0 9 0 3 9 5 1 0 1 2 2

Optis Blog: Your Place to Find Our Bright Ideas

If you want to get a clearer idea of what Optis does, or if you're curious about our perspective on absence, risk, and data management, our blog is a great place to start. Feel free to leave comments or share our blog posts with any of your social connections.


 

It’s no secret that employee absences can hamstring your organization’s ability to achieve its strategic goals. But what may be surprising is the scope of the problem or how much it actually costs American businesses.

  • In 2015, an estimated 3 percent of an employer's workforce was absent on any given day, according to the U.S. Department of Labor.
  • Paid absences cost employers between 20.9 and 22.1 percent of total payroll, according to a SHRM/Kronos survey.

A comprehensive, cloud-based employee leave and attendance program can play a strategic role in keeping employees at work and reducing the costs of healthcare and workers’ compensation. The result will be an increase in productivity and overall business performance. But for those programs to work, you need to be sure your company’s leave and attendance policies and practices are comprehensive; promote appropriate employee behaviors; and are well communicated and understood by employees and supervisors.

The first two elements for success are all about the design of your leave and attendance policies and programs, and can be pretty concretely defined. The last critical measure — making sure your leave and absence policies are well communicated and understood by everyone — is more subjective. In fact, ensuring the success of even the best comprehensive, technology-based leave and management program depends on how you communicate it to and gain the support of front-line managers and supervisors.

Yet leave management is part of the job of your front-line managers. Unfortunately, front-line managers at best get one-time training on leave and management policies and programs and get relatively little, if any, time to coach or work with employees to use those policies to better manage time away from work. Consider these workplace findings from McKinsey & Company:

  • Across industries, front-line managers spend 30 to 60 percent of their time on administrative work and meetings, and 10 to 50 percent on non-managerial tasks.
  • They spend only 10 to 40 percent of their time actually managing front-line employees by, for example, coaching them directly.

By comparison, the McKinsey research found that at best-practice companies, front-line managers allocate 60 to 70 percent of their time to the floor, “much of it in high-quality individual coaching. Such companies also empower their managers to make decisions and act on opportunities.”

Here are five tips to help your line managers better manage leaves and absences to boost employee engagement and help achieve business goals.

  1. Use absence and leave management software to identify trends. Managers could probably tell you which employees tend to take more time off than others. Having hard data — easily accessible from a leave management software solution — gives managers meaningful insight into absence trends and sets the stage for one-on-one conversations to identify problems and improve attendance.
  2. Understand, know, and communicate the rules for extended leaves. Regardless of whether the right to an extended leave of absence is mandated by federal law, local law, or your organization’s policies, managers need to know how to respond to requests with knowledge and empathy. A quality technology-based leave management system will include updates for any rules or laws that affect your workforce.
  3. Set and follow realistic return-to-work schedules. Having comprehensive medical leave guidelines in your leave and management software gives managers the tools they need to have an informed conversation with the employee about the length of leave and any accommodations that may be necessary upon return.
  4. Encourage employees to plan for vacation as far in advance as possible. The more line managers know about who will be out and when they’ll be gone, the more easily and effectively they can plan for coverage. A comprehensive leave management solution will help employees apply for time off sooner and help managers plan for absences in advance.
  5. Respond to absence requests quickly. Front-line managers can benefit greatly from a cloud-based leave management system that gives them real-time capabilities for reviewing and responding to requests for time off.

Sick days happen. And when they do, employees need to be able to have the time they need to care for their health. It is, of course, in your best interest and theirs to allow employees adequate time. You want to ensure that your employees are healthy, happy, and operating at full capacity for the benefit of your company. But you also need to comply with FMLA requirements.

However, when employees take leave in small chunks, these sick days can take a toll on your company. While leave is important and required by the FMLA, you need to be sure that your efficiency and bottom line don’t suffer.

Does your company have the right systems and policies in place to minimize the cost of intermittent leave? The Society for Human Resource Management suggests several ways to curb leave abuse and reduce costly oversight. But implementing these best practices is a lot easier and more likely to be successful when you have an online leave management system to help you. Here are five ways leave management software can help you reduce leave policy abuse:

  1. Tracking intermittent leave

    By accurately tracking your employees’ leave — logging the type of leave, reason, specific times, doctor’s notes, etc. — you can discover any patterns or suspicious behavior. For example, tracking might allow you to realize that a certain employee often takes leave on Fridays, leading you to speak with the employee and figure out why this is happening and if their reasons are legitimate. With an online leave management system, all requests will be automatically logged and available for easy access, so you can quickly review and compare.

  2. Having written requests and responses

    While FMLA guidelines allow for verbal leave requests, the best way to minimize confusion, miscommunication, and dishonesty is to ask employees to submit written requests and obtain written approvals. An automated system with an employee self-service portal makes it easy to complete written leave requests and responses online, capturing and storing all the details you need to make sure your employees and managers are on the same page.

  3. Requiring and collecting medical certifications

    One of the best ways to curb leave abuse is to require medical certifications. By asking doctors for detailed instructions for the employee’s duties and stop and start times, you will be able to determine eligibility and accurately plan for the employee’s time away. Rather than trying to organize all these medical certifications on your own, a leave management software system will effortlessly track and store the certification requirements and receipts in one place for your easy review.

  4. Helping employees return to work successfully

    The last thing you want is an employee returning to work before they’re ready, causing low productivity or extended leave time. The ability to track their return-to-work details with leave management software will allow you to set requirements for fitness-for-duty exams and manage accommodation requests. You’ll be able to know with confidence exactly when and in what capacity your employees will be returning to work.

  5. Combining FMLA and short-term disability forms

    Sometimes FMLA leave and short-term disability payments overlap, and when they do, combining the two forms can save time and money for you and your employee. Rather than having the physician fill out two forms and charge fees for both, provide a single form to increase efficiency. The right leave management system will also be able to integrate with short-term disability claims and keep all needed information relating to leave management readily available.

Disorganized, time-consuming leave management can be a liability for your company and a burden for you, but it doesn’t have to be. It’s time to consider an online leave management system to reduce leave abuse and minimize costs. Optis’ cloud-based leave management system, LeaveXpert®, will help you strengthen your leave management processes, so you can monitor employee leave with accuracy and efficiency.

It’s easier than ever to get a handle on leave management. In addition to the tips above, Optis LeaveXpert and its built-in FMLA software provide the ability to do custom reporting, manage workflow tasks, track employee demographic data, and more. With three different editions, LeaveXpert works to help organizations of all sizes see bottom-line business results through effective leave and absence management. Start your free 30-day trial today!

Lightpaper Icon

Solving the Puzzle of Leave Management

Based on an Optis survey of HR professionals, discover the leave management pieces that could reduce your compliance risk and cost of absences.

Download the Lightpaper®.

Contact Icon

Learn More About Any Optis Solution

Learn how Optis can help you manage leave and absences, conquer compliance, and bring all of your people data together.

Contact Optis now.

Free Trial Icon

Start Your 30-day Free Trial Now!

With just a couple of clicks, efficient absence management can be at your fingertips. Start managing your people data in the cloud today.

Schedule a demo.