Assignment Cover Sheet

Student Name: Kumar Mangalam

Student Number: 413502
Course: Diploma in HR Management
Assignment No: 6

Marking Criteria:

We expect the learners to write minimum one well expressed point in three lines against each
allocated mark. This means one needs to write 15 lines with 5 well expressed points to get high
grades for a 5 marks question.

For high grades use examples and illustrations where appropriate.

1.
(i) According to a CIPD (Chartered Institute of Personnel and Development) report, the common
causes of absence in the workplace include:

1. Illness: Illness, including both short-term and long-term health conditions, is a significant cause
of absence. This can include common illnesses like colds and flu, as well as more serious
conditions that require extended periods of time off work.

2. Stress and Mental Health Issues: Work-related stress, anxiety, and mental health problems
contribute to employee absence. Factors such as heavy workloads, excessive pressure, lack of
support, and poor work-life balance can significantly impact employees' mental well-being and
lead to increased absenteeism.

3. Musculoskeletal Disorders: Musculoskeletal disorders, such as back pain, repetitive strain

injuries, and other physical ailments, can result from poor ergonomic practices, manual handling,
or prolonged periods of inactivity. These conditions can cause employees to take time off work to
recover or seek medical treatment.

4. Personal Reasons: Personal reasons, such as family emergencies, caring responsibilities, and
personal appointments, can also lead to employee absence. These absences are typically
unplanned and require employees to take time off to attend to personal matters.

(ii) Examples of short-term and long-term employee absences include:

Short-term absences:
1. Illness: A common example of short-term absence is when an employee takes a few days off
due to a common cold, flu, or a minor illness that requires rest and recovery.
2. Injury: If an employee sustains a minor injury outside of work, such as a sprained ankle or a
minor accident, they may need a short-term absence to receive medical treatment and recover.

3. Personal appointments: Employees may need short-term absences for personal appointments
such as doctor visits, dental check-ups, or other necessary healthcare appointments.

4. Family emergencies: Unforeseen family emergencies, such as the sudden illness of a family
member or a domestic crisis, may require employees to take short-term time off to attend to the
situation and provide support.

Long-term absences:
1. Serious illness or surgery: If an employee is diagnosed with a serious illness or needs to
undergo surgery, they may require a long-term absence to undergo treatment, rehabilitation, and
recover before returning to work.

2. Maternity or paternity leave: When employees become parents, they may take a longer-term
absence, such as maternity or paternity leave, to bond with their newborn, support their partner,
and adjust to the demands of parenthood.

3. Extended caregiving responsibilities: Employees who are responsible for caring for a family
member with a serious health condition or disability may need a long-term absence to provide
ongoing care and support.

4. Extended personal leave: In some cases, employees may request extended personal leave for
reasons such as pursuing further education, traveling, or taking a sabbatical to recharge and
pursue personal interests.

These examples illustrate the varying durations and reasons for both short-term and long-term
employee absences, highlighting the need for organizations to have policies and procedures in
place to manage and support employees during their absence.

(iii)The framework stands for Assess, Locate, Identify, Evaluate, Design, Implement and Monitor
the company′s absence control procedure. The steps of Assess, Locate, Identify, Evaluate, Design,
Implement, and Monitor can be used to develop and implement an effective absence control
procedure within a company. Here's an elaboration on each step:

1. Assess: Begin by assessing the current state of absence and understanding its impact on the
organization. Collect data on absenteeism rates, reasons for absences, and their impact on
productivity and operations.

2. Locate: Identify patterns and trends in absenteeism across different departments or teams.
Determine if certain areas or individuals are experiencing higher levels of absence and if there are
any specific factors contributing to it.

3. Identify: Dig deeper to identify the root causes of employee absences. Common causes may
include illness, personal reasons, work-related stress, or lack of engagement. Use methods like
surveys, interviews, and data analysis to identify the underlying causes.

4. Evaluate: Evaluate the impact of employee absences on productivity, customer service, and
team dynamics. Assess the financial costs associated with absenteeism, such as overtime
expenses or lost revenue due to understaffing.
5. Design: Based on the findings, design an absence control procedure that addresses the
identified issues and aligns with the company's goals. Develop policies and guidelines to manage
and reduce absenteeism, while ensuring fairness and compliance with relevant regulations.

6. Implement: Implement the absence control procedure by communicating it to employees,

managers, and relevant stakeholders. Provide training and resources to managers on how to
effectively manage and address employee absences. Ensure clear procedures for reporting and
recording absences.

7. Monitor: Continuously monitor the effectiveness of the absence control procedure. Track and
analyse absence data regularly to identify any changes or trends. Monitor the adherence to
policies, the impact on absenteeism rates, and feedback from employees and managers.

(iv) An attendance bonus is a monetary incentive provided to employees for maintaining good
attendance records and meeting certain attendance criteria. Here's how it typically works:

1. Incentive for Attendance: An attendance bonus is offered as a reward to motivate employees

to maintain regular attendance and minimize absences.

2. Eligibility Criteria: Employers set specific eligibility criteria for the attendance bonus, such as a
minimum number of days worked or a threshold for absences within a given period.

3. Bonus Calculation: Once employees meet the eligibility criteria, they become eligible for the
attendance bonus. The bonus amount can be a fixed sum or a percentage of the employee's salary
and is typically paid on a periodic basis, such as monthly or quarterly.

4. Encouraging Attendance: The attendance bonus serves as an incentive for employees to

prioritize attendance and minimize unplanned absences. It can contribute to a positive work
culture and reinforce the importance of reliability and commitment.

(v) To promote the health and well-being of employees within an organization, several measures
can be taken:

1. Implementing Wellness Programs: Develop and implement wellness programs that focus on
physical, mental, and emotional well-being. These programs can include activities such as health
screenings, fitness challenges, stress management workshops, and access to counselling services.

2. Creating a Supportive Work Environment: Foster a supportive work environment that

prioritizes work-life balance, promotes open communication, and encourages healthy habits.
Provide flexible work arrangements, ergonomic workstations, and promote breaks and time off to
recharge.

3. Offering Employee Benefits: Provide comprehensive employee benefits that support health
and well-being, such as health insurance, preventive care coverage, mental health support, and
employee assistance programs. Additionally, offer opportunities for professional development
and growth to enhance job satisfaction and overall well-being.

4. Promoting Work-Life Balance: Encourage a healthy work-life balance by setting clear

expectations for working hours, minimizing overtime, and supporting employees in managing
their personal and professional responsibilities. Encourage employees to take regular breaks,
vacations, and utilize their allotted leave entitlements.

2. To effectively control absence problems in an organization, managers can implement several

strategies and practices. Here are seven points that detail how managers can control absence
problems:

1. Establish Clear Attendance Policies: Managers should develop and communicate clear
attendance policies outlining expectations, procedures for reporting absences, and consequences
for unexcused or excessive absences. This provides a framework for employees to understand
attendance requirements.

2. Monitor Attendance Patterns: Regularly track and monitor attendance patterns to identify any
recurring issues or patterns of absences. This helps managers detect early signs of potential
problems and take appropriate action.

3. Address Root Causes: Managers should investigate and address the underlying causes of
absenteeism. Conduct discussions with employees to understand the reasons behind their
absences and offer support or resources if needed. This may involve addressing health issues,
work-related stress, or personal challenges.

4. Promote a Positive Work Environment: Foster a positive work environment that promotes
employee engagement and satisfaction. Encourage open communication, provide opportunities
for growth and development, and recognize and reward employees' efforts. A positive work
culture reduces the likelihood of absenteeism.

5. Implement Return-to-Work Interviews: Conduct return-to-work interviews after employees

have been absent. These interviews provide an opportunity to discuss the reasons for the
absence, offer support, and identify any underlying issues that need to be addressed to prevent
future absences.

6. Provide Support and Resources: Managers should ensure that employees have access to the
necessary resources and support systems to manage their well-being and work-life balance
effectively. This may include employee assistance programs, wellness initiatives, or flexible work
arrangements.

7. Consistent Application of Policies: Managers should apply attendance policies consistently

across all employees to ensure fairness and prevent perceptions of favouritism. This helps create
a culture of accountability and reinforces the importance of attendance.

3. When taking disciplinary action against an employee, several points must be considered to
ensure fairness and adherence to company policies. Here are eight points to consider:

1. Review Company Policies: Familiarize yourself with the company's policies and procedures
regarding disciplinary actions. Ensure that the actions you take align with these policies and are
consistent with past practices.

2. Conduct a Thorough Investigation: Before taking disciplinary action, conduct a fair and
thorough investigation to gather all relevant facts and evidence. This may involve interviewing
involved parties, reviewing documentation, and seeking witness statements, if applicable.
 3. Determine the Severity of the Misconduct: Assess the severity of the employee's misconduct
and its impact on the organization, colleagues, or clients. Consider whether it is a minor or major
offense, and whether it violates any specific policies or codes of conduct.

4. Communicate Clearly: Clearly communicate the specific reasons for the disciplinary action to
the employee, including the nature of the misconduct, the policies violated, and the expected
behaviour moving forward. Provide specific examples and evidence to support your decision.

5. Offer the Opportunity to Respond: Give the employee an opportunity to provide their side of
the story and present any evidence or mitigating factors that may be relevant to the situation.
Listen to their perspective and consider their input before making a final decision.

6. Determine Appropriate Disciplinary Measures: Based on the severity of the offense and the
organization's policies, determine the appropriate disciplinary measures. These can range from
verbal warnings and written reprimands to suspension or even termination, depending on the
circumstances.

7. Consistency in Application: Ensure consistency in applying disciplinary measures across all

employees. Treat similar offenses and misconducts in a similar manner to avoid perceptions of
favouritism or discrimination.

8. Document the Disciplinary Action: Maintain accurate and detailed documentation of the
disciplinary action, including the date, nature of the offense, any discussions or meetings held,
actions taken, and any improvement or follow-up plans. This documentation will serve as a record
of the disciplinary process.

Student Statement:

By submitting this assignment, I confirm that this is my own work.

Student Signature: Kumar Mangalam Date: 24.06.2023

For Tutor / Assessor Use Only

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