Absence management can be a real headache for managers. Make the process painless with an Employee Call Out Hotline.
Ideally, no employee would ever need to miss work. If they did, however, they’d ideally inform their supervisor of their plan to miss work many weeks in advance. Such notice would allow management to prepare for their absence, taking steps to mitigate the impact it has on the overall team. Unfortunately, though, real life isn’t so predictable – illness and emergencies can happen to even the most stalwart of employees.
An unexpected absence or tardiness can throw off an entire day of productivity. Unplanned absences leave supervisors scrambling to make up for this lost productivity. Colleagues often shoulder the burden, and the HR department struggles to correct timesheets. Payroll and employee files may be thrown for a loop, too.
While it’s easy to ignore the problem and pretend unexpected absences aren’t having a big impact on your organization, the reality is far different. Over time, managers may acknowledge the issue, wishing they had help dealing with the administrative challenges that the “calling out sick” process presents. An employee call-off hotline can eliminate this stressful challenge.
How Businesses Are Negatively Affected by Employees Absence
Employee absenteeism can be a serious red flag for managers and customers alike. When someone dials an employee call-off hotline too frequently, it can indicate serious institutional issues. Absent employees directly impact productivity. In most cases, when a person calls out, their work goes incomplete until they return. Even if others are assigned to pick up their slack, odds are good that the results won’t be as good. Deadlines may be missed and overall quality of products and services may go down.
The negative impacts of absenteeism don’t stop there. Colleagues who pick up that extra slack may start to resent the person who called out. The workload increases for everyone when someone is frequently absent. Customers may even begin to notice a disruption in company morale. They may begin asking questions if they’re always calling and asking for a specific employee who is absent a lot. Customer confidence may go down if they can’t get a hold of the salesperson who helped them before.
There is hope for businesses struggling with absenteeism in their staff. Absence management services can help you spot frequent leave requests and alert you to absence trends amongst your staff. While addressing the reasons for absenteeism may require additional reflection and collaboration amongst your team, identifying the issue is often half the battle.
What is an Employee Call Out Line?
An employee call-off hotline is a service that provides companies with friendly, highly trained assistants to help manage unexpected absences. Cutting through confusing chains of command and complicated call out procedures, a call out line is a simple and easy way for employees to inform management of their need to stay home. In turn, supervisors have clear communication from a trustworthy administrative aid when unexpected absences occur. And all call details are logged in a secure online portal so you have thorough records for HR and managerial purposes.
It works like this: employees are given a phone number to call in case of unexpected absences or tardiness. They can call any time of day or night to speak with an actual person to explain details of why they cannot make it into work or why they will be late. They share information as to how long they expect to be out and any other details about their absence that management requires. The information they give is quickly relayed to their supervisor and HR so they can plan for the employee’s absence. All details surrounding the call are time-stamped and logged to your account so you can review records in real-time.
Absence management services solve many of the issues along the chain of communication. By eliminating hours of delays, the appropriate personnel can be notified in the timeliest manner possible. Gone are the days when supervisors spend valuable time chasing after absent or tardy employees. The time spent on informing HR, management and supervisors of the absence can be spent instead on the items on their to-do list. Since all calls into the call out line are time-stamped and documented, anyone authorized within the organization can tap into the information to see the details or update employee files. This guarantees communication between departments won’t be lost amidst the shuffle of daily administrative tasks.
Employee Call-Off Hotline & Absence Management Solutions
Our 24/7 employee call-off hotline works by offering a dedicated line for employees to report deviations from their scheduled shifts. Such a system can be fully automated or use live receptionists to collect relevant information from each call. Employee names, shifts, tardiness, absences, and reasons for being late or absences can all be detailed. Round the clock availability ensures staff can always reach out when they’re calling out.
Bilingual absent management services like ours come especially in handy for diverse workforces. Our talented live receptionists can help clarify communications while streamlining the process of reporting absenteeism, tardiness, or the need to leave early. By eliminating time-consuming, error-prone tasks like this, you and your team will gain the time necessary to focus on other important duties.
Should you need to refer back to a conversation for employee attendance tracking purposes, call recordings are there whenever you need them. Our employer dashboard offers convenient access to attendance data as well as call histories for the entire lifetime of your account. With time-stamped records and recordings of each call, it’s easy to track metrics and create comprehensive reports per worker, department, location, or shift.
How MAP can help with Employee Attendance Tracking Services
Employees are paid to come to work. When they can’t make their shifts, the entire day’s productivity can be thrown for a loop. That’s where an absence management system can come into play. You’ll reduce downtime with supervisor notifications, allowing them to make adjustments to their staffing needs in real time. Such a service streamlines the call-out process, making it easy to spot growing issues with absenteeism.
Record-keeping is essential for reducing employee disputes, unemployment claims, and lawsuits. With a clear history of a person’s absences and tardies on record, you’ll avoid employment disputes down the line. A convenient online portal makes it easy to monitor attendance while freeing up time for management.
Without a solid employee reporting system for attendance in place, workers are bound to become confused. With no firm protocol for how or when to call out – and no consequences for doing so incorrectly – employees may not be willing to put in the extra work to inform the right people. Fudging hours may become the norm. Managers may need to beef up disciplinary proceedings, leading to a decline in overall morale. If you’re hoping to clean up a culture of absenteeism, a fair system can make all the difference.
Why Employees, HR, and Managers Love MAP Employee Call Out Line and Absence Management Solutions
The benefits from an employee call-off hotline are manifold. Employees appreciate the opportunity to speak with a neutral, third-party representative, rather than feel interrogated by their direct supervisor. They can also rest easy knowing that their absence has been documented correctly, so they never have to wonder if the right person has been informed. The call out line also simplifies the often confusing and overly complicated process of calling in sick. With no need to leave voicemails or email multiple managers, employees can make a single call and focus on their health or other reasons for their absence.
Managers also benefit from the ease of use absence management solutions offer. They are informed of absences right away; this service allows them to plan around the absences to ensure productivity is not threatened. Less documentation and communication needed between supervisors and Human Resources also means their schedule is not thrown for a loop when someone calls out unexpectedly. They simply receive notification, make the appropriate adjustments, and move forward.
Speaking of Human Resources, nobody appreciates an employee call-off hotline service more than HR. Because our live call out line reps document all absences and tardiness, there is less paperwork for the HR department to handle. The single source of documentation allows HR to streamline their management of absences and tardiness incidents and gives them a reliable way to manage the information. Employee attendance tracking also eliminates the need for meetings between HR, supervisors and employees after an unexpected absence, as everyone is on the same page from the moment a person calls out.
Employee call-off hotlines are a win-win-win. Useful, efficient and reliable, the service provides stability in times when employees cannot. Whether you’re a manager frustrated by the frequency of unexpected absences, a supervisor concerned about the health of their employees, or a worker anxious about using the sick days you’ve earned, employee call out systems are beneficial for all.
Additional Benefits of an Employee Call-Out Service
It’s impossible to enforce an absence policy without first tracking employee attendance. While you may already be doing this in some capacity, emails, texts, voicemails, and sticky notes can make data tracking feel scattered. Aggregating information about employee absences can help managers spot trends, chronic issues, and how a particular employee is doing on their allotment of sick days and paid time off. Compliance officers, auditors, and other oversight organizations will also appreciate a clear, organized data set from which to pull. It’s the best way to ensure that benefits and hours are being properly documented.
This increased visibility is an underrated strategy for discouraging absenteeism. By having an employee attendance tracking system in place, you ensure everyone is on the same page. This makes calling for backup straightforward and allows managers to take action when they spot red flags about an employee’s absenteeism. Without clear documentation, taking such action can be an uphill battle.
Absence Management with MAP Communications
Documentation is another key benefit of partnering with an employee absence management service. Too often, when an employee calls out, they create menial administrative busywork someone else must take care of before they can start their own duties. With the MAP Communications employee call-off hotline, data is collected automatically. Employers can then access data and see where improvements might be made. Trends can give insight into why employees are calling out, offering a unique perspective on reining in absences. Our services help to minimize the impact an absence has on the organization as a whole. Once an employer knows a person will be absent, they can plan ahead and make the best use of their available staff. This is why an employee attendance tracker is one of the most valuable tools a manager can have.
It’s impossible to know where you’re headed if you don’t know where you’ve been. This is true in life and in business. Data-informed administrative choices allow supervisors to better understand their team and make more strategic decisions. By tracking trends, noting patterns, and using data to combat repeated absences, MAP Communications can help your organization run as efficiently and effectively as possible.
You can’t know where you’re going until you know where you’ve been. Data helps inform important administrative decisions and allows supervisors to better understand the habits of their employees. Track trends, note patterns and use data to combat unexpected absences. It’s just one of the many ways MAP Communications helps your company run more efficiently and effectively.
How MAP Can Help with Employee Attendance Tracking Services
MAP Communications offers round-the-clock employee call-out services for businesses all around the world. Bilingual receptionists ensure employees of a variety of backgrounds can communicate their needs. With a secure, web-based portal, everyone on your team can login and get up to speed on the day’s employee attendance, absences and tardies. Increased accountability and communication means nobody is left in the dark when a team member is absent. Ready to assist with your call out line requirements, our team can help you in both the short term and the long term by taking the headache out of each employee call out on a daily basis, as well as document patterns of unexpected leave with the employee absence tracker.
Serving corporations around the globe since 1991, MAP Communications is based in the United States and employs local agents. Partner with MAP to guarantee that when they call out, your workers will speak with real people who are highly trained to deal with unexpected absences and tardiness. Forget struggling with record keeping and documentation of paid time off, sick leave and FMLA. Allow MAP Communications to maintain records to be added to employee files and ensure compliance with local and federal laws.
Skilled at meeting the requirements of businesses with seamlessly executed services, MAP Communications is ready to improve your company’s efficiency. We’re even offering a free trial of our live answering service to allow you a preview. Sign up or contact us today to learn how we can help you set up a highly effective employee call out line and absence management system.
