Key Takeaways
- Establish a clear and concise **employee call out policy** that’s easy to understand and enforce.
- Build a reliable system for finding replacements, whether through proactive staff outreach or shift swapping.
- Use technology (like a scheduling app) to automate communication and minimize the administrative burden.
- Consider offering incentives, like bonuses or extra perks, to encourage reliability and reduce absences.
Picture this: It’s Saturday morning, the busiest time at your cafe. The line is out the door, the espresso machine is humming, and then – BAM! – a text message. «Sorry, can’t make it in today.» You’re suddenly scrambling, your heart rate spiking, wondering who you can call, and how you’re going to cover this shift. Sound familiar? Managing **restaurant employee absences** is a constant headache for cafe and restaurant owners, but it doesn’t have to be a crisis.
1. Solidify Your Employee Call Out Policy
The foundation of handling absences is a clear, well-communicated **employee call out policy**. This policy should be a cornerstone of your employee handbook, easily accessible, and consistently enforced. Here’s what it should include:
- Notification Timeline: Specify the minimum amount of notice required for calling out. For example, «Employees must notify the manager at least 2 hours before their scheduled shift.» Clearly define acceptable and unacceptable methods of communication (text, phone call, etc.).
- Contact Information: Provide clear instructions on who to contact and how (phone number, email address). This is a great starting point for establishing your company policies.
- Consequences: Outline the consequences of violating the policy. This could range from verbal warnings to written warnings, or even, in extreme cases, termination. Be consistent and fair with enforcement.
- Documentation: Explain how absences will be tracked (e.g., in a logbook, using a timekeeping system).
Example: Sarah, a cafe owner in Austin, uses a simple but effective policy: employees must call the store manager at least three hours before their shift. Repeated violations result in a written warning, followed by a suspension, and potentially termination. This clear process drastically reduced late call-outs in the first quarter.
Pro Tip: Have employees acknowledge the policy in writing when they’re hired. This creates a paper trail and reinforces their understanding. Consider including it in your onboarding process alongside your new barista training schedule template.
2. Proactive Coverage Strategies: Who to Call and How
When an employee calls out, you need a plan, and you need it fast. Relying solely on your memory or a haphazard call list is a recipe for disaster. Instead, build a robust system for quickly finding replacements.
2.1. The «On-Call» Team
Consider having a list of employees who are willing to be on-call. This could be a rotating system, or you might offer a small incentive for being available on short notice (e.g., a bonus if they’re called in). This is a good way to manage unplanned **restaurant employee absences** when you don’t know who will or will not show up. You can easily identify these employees by using an Employee Availability Form Template.
2.2. Utilizing Shift Swaps
Empower your employees to swap shifts. This can reduce your workload, as they find their own coverage. However, create a clear shift swap policy outlining the rules and requiring manager approval to avoid chaos. Tools like Shifty make this process seamless (more on that later!).
2.3. The Call List
Compile a prioritized list of employees, starting with those who have expressed interest in extra hours. Keep this list updated and accessible to all managers. This can become tedious with manual systems.
3. Streamline Communication
Communication is key. The more quickly you can inform your team, the better. Manual communication methods (phone calls, individual texts) are time-consuming and prone to errors. They don’t have to be!
3.1. Leverage Technology
Use technology. This is where a shift scheduling app really shines. Features like automated notifications can alert available employees the moment a shift needs covering, and can easily get your team on the same page. This will drastically improve how you handle **managing employee absences**.
3.2. Centralized Communication Hub
Regardless of technology, create a centralized communication system. This could be a designated group chat or a shared messaging app. Make sure your team knows how to stay informed about schedule changes and call-outs.
4. Incentivize Reliability & Reduce No-Shows
Preventing absences in the first place is just as important as managing them. Consider implementing strategies to encourage employees to show up for their shifts.
4.1. Rewards for Attendance
Offer incentives for good attendance. This could be a monthly bonus, extra perks (like free meals or discounts), or priority in scheduling for desirable shifts. Think about rewarding employees who show reliability, not punishing those who don’t. Reward employees for their ability to have a solid attendance record. For example, you can give them a free meal or free drinks.
4.2. Address the Root Causes
Talk to your employees. Sometimes, absences are due to legitimate reasons, like illness or childcare issues. Be understanding and, when possible, offer flexibility. Build an atmosphere of trust that fosters open communication. Try to resolve the root causes of absences when you’re managing **managing employee absences**.
5. Evaluate and Adapt
Your strategies are not set in stone. Regularly review your approach and make adjustments as needed.
5.1. Track Your Data
Keep a log of call-outs, reasons for absences, and coverage methods. This data will help you identify patterns and areas for improvement. You can even use a simple spreadsheet to track this data, or, even better, a scheduling app that automatically compiles this information for you. To improve your organization of shifts, you can use the holiday staffing templates, as well.
5.2. Seek Feedback
Ask your employees for feedback. They may have valuable insights into the causes of absences and suggestions for improvement.
There’s a faster way
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Frequently Asked Questions
How do I enforce my employee call out policy?
Enforce your policy consistently. Start with verbal warnings, then move to written warnings. Document everything! Ensure your policy is clear and accessible, and that all employees understand the consequences of violations. Have them sign it during onboarding, as you do with the restaurant opening and closing checklist!
What’s the best way to find last-minute shift coverage?
Build a network! Create an on-call list, encourage shift swapping, and prioritize those who have expressed interest in extra hours. Use technology to quickly notify your team of open shifts. You can even use rotating shift schedules to keep things fair and balanced!
How can I reduce employee call-outs in the first place?
Create a positive work environment, offer incentives for good attendance, and address the root causes of absences. Be flexible, understanding, and open to communication. If an employee gets sick, you can use Shifty to send out notifications and find a replacement with the touch of a button.
How can a scheduling app help with managing employee absences?
A scheduling app streamlines communication, automates notifications, and simplifies shift swapping. It allows you to quickly alert your team of open shifts, track absences, and maintain a centralized record of your employee’s availability. This saves you time, reduces errors, and keeps your cafe running smoothly.
Next Steps
Ready to tame the chaos of employee call-outs? Here’s your action plan:
- Review Your Policy: If you don’t have a written policy, create one now. If you have one, review it and make sure it’s up-to-date and clearly communicated.
- Build Your Coverage System: Start compiling your on-call list and establish a clear shift swap process. Make sure the procedures are easy to understand for your team.
- Try a scheduling app like Shifty to save 3+ hours per week: This is how you reclaim your time and sanity.
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