Use Case | Management of Workplace Absenteeism

Use Case: Management of Workplace Absenteeism

Description:
Managing workplace absenteeism in a municipality allows for the identification of patterns, causes, and potential solutions to reduce unjustified or recurring staff absences. By using an analytical model, historical data can be evaluated, absenteeism types classified (e.g., medical leaves, legal permits, unjustified absences), and strategies designed to enhance job satisfaction, productivity, and the efficiency of public service delivery.

How Does Workplace Absenteeism Management Work?

1. Data Collection:

• Relevant employee information is gathered, such as:
  • Absence records (frequency, duration, and reasons).
  • Data on affected areas or departments.
  • History of medical leaves and legal permits.
  • Employee satisfaction surveys.
  • External factors like workload or organizational changes.

2. Classification of Absenteeism:

• Justified: Legal permits, certified medical leaves, vacations.
• Unjustified: Absences without prior notice or valid justification.
• Recurrent: Frequent absences that, while justified, impact operations.
• Strategic: Absenteeism linked to factors like job dissatisfaction, internal conflicts, or stress.

3. Automated Analysis:

• The model identifies patterns in the data to:
  • Detect departments or roles with higher absenteeism rates.
  • Correlate absenteeism with factors like job type, workload, or shifts.
  • Predict future absenteeism risks and potential causes.

4. Strategy Design:

• Personalized solutions are proposed, such as:
  • Adjusting workloads or task distribution.
  • Implementing well-being and work-life balance programs.
  • Leadership training to improve team management.
  • Automating processes to reduce repetitive tasks.

Practical Example

Scenario:
A municipality identifies an increase in absenteeism within the Urban Services Department, affecting street cleaning and public space maintenance.

1. Data Collected:

• 20% of department employees have frequent absences.
• Main reasons: work-related stress, health issues, and supervisor conflicts.
• High workloads during specific seasons (e.g., local festivals).

2. Analysis Results:

• Detected pattern: Absenteeism is highest during municipal events with high service demand.
• Critical areas: Absenteeism is concentrated in physically demanding tasks.
• Main causes: Lack of task rotation and insufficient resources.

3. Recommendations from the Model:

• Hire additional staff during peak demand seasons.
• Implement a physical wellness program to reduce injuries.
• Provide conflict management and leadership training for supervisors.

Benefits for the Organization

1. Reduction in Absenteeism:

• Identifies and addresses primary causes of absences, reducing their frequency and operational impact.
  • Example: A task rotation program reduces physical injury-related absenteeism by 15%.

2. Improved Productivity:

• Minimizing recurring absences ensures continuous delivery of essential municipal services.
  • Example: Hiring additional staff during events reduces delays in street cleaning.

3. Optimization of Human Resources:

• Enables efficient redistribution of personnel to cover critical areas impacted by absenteeism.
  • Example: Analyzing absence patterns leads to a rotation policy that balances workloads.

4. Increased Job Satisfaction:

• Addressing issues like stress, internal conflicts, or lack of resources improves the work environment and employee engagement.
  • Example: A wellness program with psychological support sessions and stress management training reduces internal complaints by 20%.

5. Prevention of Future Risks:

• Predictive analysis identifies departments or employees at risk of absenteeism, enabling preventive measures.
  • Example: Identifying that increased workloads coincide with recurring absences allows for schedule adjustments and resource allocation before a crisis occurs.

Specific Applications

1. Monitoring Critical Departments:

• Supervise areas with high public service impact, such as sanitation, customer service, or urban planning.

2. Prevention of Work-Related Stress:

• Implement strategies to reduce stress in teams with heavy workloads or insufficient staffing.

3. Improved Resource Management:

• Redistribute tasks and roles based on detected absenteeism patterns.

4. Automation of Repetitive Tasks:

• Reduce workload in administrative or operational tasks.

5. Evaluation of Labor Policies:

• Measure the impact of policies such as flexible schedules, remote work, or incentives on reducing absenteeism.

Example of Generated Results

Absenteeism Management Report – Urban Services Department:

• Absenteeism rate: 18% (above the municipal average).
• Main causes:
  • 40% work-related stress.
  • 30% physical injuries.
  • 20% internal conflicts.
• Recommendations:
  • Hire additional staff during festivals.
  • Implement injury prevention programs.
  • Leadership training for supervisors.
• Expected impact:
  • 25% reduction in absenteeism.
  • Improved job satisfaction among staff.

Conclusion

Managing workplace absenteeism in a municipality not only enhances productivity and operational efficiency but also strengthens employee engagement and satisfaction. By leveraging an analytical model, patterns can be identified, risks predicted, and tailored solutions designed to reduce absences, optimize resources, and ensure continuity in public services. This strategic approach ensures that the municipality can proactively and effectively address absenteeism challenges.