Absence in workplaces

What is absence in workplaces?

Absence refers to the period during which an employee is not present at work due to illness, emergencies, or other personal reasons. While occasional absences are natural and unavoidable, frequent or prolonged ones can significantly stifle company operations, workforce morale, and productivity.  

Effectively managing employee absences is a key HR and leadership responsibility, the failure to do so leading to operational disruptions, a heftier workload for employees, and even legal or compliance headaches.

The following list of related terms and concepts can help HR teams better navigate critical absence management.

Types of absence at work 

1. Absenteeism. Frequent or habitual employee absences—often without valid reasons—can indicate underlying issues (e.g., workplace dissatisfaction, personal problems, or health challenges). Monitoring absenteeism rates to identify patterns and address root causes is crucial.
2. Authorised absence. Absences pre-approved or permitted under company policies (e.g., annual/sick/parental/bereavement leave) are typically planned/documented in advance.
3. Unauthorised absence. When an employee doesn’t notify his/her employer or provide a valid reason for an absence, this unauthorised time away can trigger disciplinary action if not promptly addressed.
4. Sick leave. For leave taken due to illness or injury, sick leave policies outline how employees report sickness, required documentation (e.g., medical certificates), and the duration of leave permitted.
5. Leave of absence (LOA). When an employee formally requests time off for an extended period—for personal, medical, or family reasons—this is either paid or unpaid per company policies and applicable labour laws.
6. Presenteeism. The opposite of absenteeism, presenteeism occurs when unwell/unfit employees show up to work—their productivity and effectiveness likely compromised (notwithstanding their physical presence) to negatively impact team performance.
7. Return-to-work process. Steps HR and managers take to reintegrate employees following a prolonged absence can extend to meetings, workload tweaks, and/or medical accommodations.
8. Employee assistance programs (EAPs). Support programs that help employees manage personal or professional challenges fuelling absenteeism, EAPs provide counselling, wellness programs, and/or financial advice.
9. Absence policy. Outlining employee absence management rules and procedures, this documented framework lays out the leave request process, acceptable absence reasons, and disciplinary actions for unauthorised time away. 

HR and leadership impacts

Calling for constant vigilance and proactive management, workplace absence significantly affects HR teams and leaders who must grapple with the aftermath—high absence rates disrupting workflows, straining team dynamics, and increasing operational costs. By working to understand these concepts and enact robust absence-management practices, companies can mitigate related challenges while supporting organisational goals and employee well-being.