Three ways to break down absenteeism in your organisation into data

16.04.2024

Absenteeism is high on the agenda as a challenge for many organisations. With HR analytics, you can gain an objective and evidence-based insight into that absenteeism. But how can you define absenteeism in order to avoid misunderstandings?

Because if you are considering measuring absenteeism using HR analytics, it is essential to operationalise it correctly. Easier said than done, as absenteeism can range from legitimate illness to fraudulent practices. That is why we have mapped out the three main classifications of absenteeism for you:

Written by Mayke Goethals

Classification 1: by colour

Although you would not immediately associate colours with absenteeism, this is nevertheless a common classification. It distinguishes four colours: white, grey, black and pink absenteeism.

  • White absenteeism
    This is absenteeism where the employee is genuinely ill and has been declared unfit for work by a doctor. It represents a minority of total absenteeism and is considered legitimate.
  • Grey absenteeism
    Grey absenteeism includes situations where the employee reports sick, but where there is doubt about the legitimacy of the absence. This can range from self-reported illness to other personal circumstances and represents a large part of total absenteeism.
  • Black absenteeism
    This is absenteeism where the employee reports sick but is actually neither ill nor unfit for work. It is considered a form of fraud and represents a small percentage of total absenteeism.
  • Pink absenteeism
    Pink absenteeism refers to the exact opposite: situations in which employees are ill but still come to work. Although they are present, they may not be able to perform optimally and risk infecting other employees.

Classification 2: by duration

Employees who are absent for a day to employees who are absent for months. There can be a great deal of variation in the duration of absence. In this second classification, absenteeism is operationalised by distinguishing between different durations. Here, we refer to short-, medium- and long-term absenteeism.

  • Short-term absenteeism
    This includes absenteeism that lasts less than a week and often occurs in the case of occasional illnesses such as flu.
  • Medium-term absenteeism
    Medium-term absenteeism lasts longer than a week but less than six weeks and generally requires closer follow-up by the employer to support recovery.
  • Long-term absenteeism
    This is absenteeism that lasts longer than six weeks and may be caused by chronic conditions where there is no prospect of full recovery. This accounts for approximately 90% of the total national absenteeism rate.

Classification 3: by cause and nature

Of course, absenteeism can also have causes other than illness. In the third and final section, we discuss these situations, classifying them according to their cause and nature.

  • Authorised and Planned Absences
    This category includes absences that have been approved by management, such as vacation days or scheduled medical appointments. They generally do not constitute a cause for concern, as they form part of the employee's employment conditions package and enable a necessary work-life balance.
  • Unplanned but Legitimate Absences
    This type of absenteeism occurs when an employee is absent due to unforeseen circumstances, such as illness, family emergencies or car accidents. Although they may cause disruptions in the workplace, they are generally considered acceptable because of their unpredictability and inevitability.
  • Unauthorised and Illegitimate Absences
    In these cases, employees miss work without a valid reason or without informing their employer. This type of absence can have a negative impact on productivity, as the workload falls on other employees.
  • Chronic Absenteeism
    This refers to a pattern of frequent and persistent absenteeism, which can be detrimental to both employees and employers. It can lead to problems with job responsibilities and a loss of productivity, as well as higher costs associated with employee turnover.

Whether it concerns colour codes ranging from white to pink, the duration of the absence, or the causes and nature of absenteeism, each category offers insights that can help you develop effective strategies for preventing, managing and addressing absenteeism within your organisation.

Now that you are aware of the different classifications of absenteeism, you have the tools to respond adequately to this challenge in the workplace. By proactively responding to different forms of absenteeism, your organisation can not only improve productivity, but also promote the wellbeing of your employees.

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