Factory Flow System: Building Accountability & Empathy in Workforce Management

Statement:

"Your presence at work is both valued and essential to our shared success. We understand that life can bring challenges that may affect attendance. If you’re facing difficulties, please speak to your manager or a Human Resources representative. We are committed to supporting you while ensuring we fulfil our promises to customers and maintain business integrity."

Note: Employees are responsible for attending work, and managers are responsible for holding them accountable.

Absence Management Procedure

Purpose

This procedure ensures that business management, supervisors, and employees work together to foster a culture of accountability and empathy regarding attendance. By following clear, fair, and transparent processes for requesting time off (e.g., holidays, emergencies), we aim to minimise disruptions while prioritising both employee well-being and business stability.

Attendance Tracking & Recognition

From Day 1:

To encourage transparency and consistency, we track:

·???????? Employees with 100% attendance: Recognising those who show consistent reliability.

·???????? Employees with absences: Ensuring we provide appropriate support when needed.

We recognise that personal circumstances vary. If an absence is due to illness, employees must provide a Doctor’s Fitness-to-Return-to-Work Certificate to ensure their health and workplace safety. This requirement helps us support recovery while maintaining operational integrity.

Recognition for Reliability:

To appreciate dedication:

·???????? Every Monday at 12:00 noon, the staff Noticeboard will recognise employees with 100% attendance since February.

·???????? Additional recognition programs (e.g., gift cards, team lunch) will be introduced to reward commitment and teamwork.

Absence Management Process

Managers are key to fostering both accountability and support. A Return-to-Work Interview is mandatory upon an employee’s return. These conversations are conducted with empathy, focusing on understanding circumstances and supporting solutions.

Step-by-Step Process:

First Absence:

1.????? Conduct a welcoming interview.

2.????? Ask: "We missed you yesterday; how are you feeling? Can you share what happened?"

3.????? Document the discussion in the Return-to-Work Log.

4.????? Both parties sign to confirm understanding.

Second Absence (Within a Rolling 60-Day Period):

1.????? Repeat the first absence steps.

2.????? Explore any emerging patterns without judgment.

3.????? Request a Doctor’s Certificate (if due to illness) to support employee recovery and workplace safety.

4.????? Document and sign the discussion log.

Third Absence (Within a Rolling 60-Day Period):

1.????? Follow previous steps.

2.????? Use manager discretion to determine next steps:

o??? Support Path: If personal issues are identified, offer referrals to HR, an Employee Assistance Programme (EAP), or the company doctor.

o??? Accountability Path: Gently remind of attendance expectations, potential impacts on the team, and possible next steps.

3.????? Collaboratively discuss how absences affect team operations while emphasising the employee’s importance.

Fourth Absence (Within a Rolling 60-Day Period):

1.????? Escalate to HR and Senior Management for review.

2.????? If previous support and warnings have not resolved the issue, formal disciplinary action may follow, as outlined in the employee handbook.

3.????? Focus on solutions and maintaining a respectful dialogue throughout the process.

Business-Protective & Supportive Measures

To balance business needs with employee fairness:

1. Clear Expectations & Fair Enforcement:

·???????? Unreported absences without valid reasons or documentation may result in unpaid leave.

·???????? Advance notice is expected for planned leave (except in emergencies).

·???????? As per company policy, employees should help arrange shift coverage.

2. Absence Thresholds & Progressive Steps:

·???????? 3 absences in 60 days: Verbal reminder and support plan discussion.

·???????? 4 absences in 60 days: Formal Written Warning (with options for additional support).

·???????? 5+ absences in 60 days: Final review leading to possible disciplinary action.

These thresholds ensure consistency while providing flexibility for genuine needs.

3. Promoting Team Resilience:

·???????? Temporary staff may be hired to ease workload during absences.

·???????? Cross-training initiatives will ensure teams are less dependent on any single individual.

·???????? Team-based rewards will recognise collective reliability.

Final Note:

We understand that unexpected situations arise. Our goal is to work together in a spirit of mutual respect, ensuring both personal well-being and business success.

Attendance is vital—not just for operations, but for our collective morale, customer satisfaction, and everyone’s job security.

We're building a workplace where accountability and empathy go hand in hand.

?? Effective Date: Monday, 24th February 2025