Employers and managers can find it challenging to manage employee attendance issues. Excessive absenteeism and employees constantly coming in late can disrupt business operations and inconvenience customers and coworkers.
One particularly frustrating issue is no-call no-shows. Learn how to craft a no-call-show policy to address this particularly disruptive form of unscheduled absence and prevent it from occurring.
What is a no-call no-show?
A no-call no-show occurs when an employee does not show up for their scheduled shift or notify the employer that they will be absent. It’s often considered the worst employee attendance policy violation.
Employers expect employees to provide prior notice of absences whenever possible or call in promptly before the start of their shift for unexpected absences. Still, sometimes, employees must follow these procedures, resulting in a no-call no-show.
Why it’s essential to have a no call no show policy
A set policy for handling no-call no-shows is essential because businesses handle them differently than other attendance policy infractions. No-call no-shows are usually more disruptive to business operations than a standard call-out and display disrespect to the employer.
As such, you’ll want a dedicated policy addressing this specific type of unexcused absence and its consequences.
No-call no-shows may also count as job abandonment if an employee commits multiple no-call no-shows and does not communicate with the company.
Having a policy and established procedures is crucial. This type of no-call no-show requires human resources to take action. They need to send a termination letter and prepare the employee’s final paycheck.
Job abandonment is also often considered a form of quitting and may impact an employee’s eligibility for unemployment in some states.
How to create a no call no show policy
Here are the key things to include as you create your no-call, no-show policy.
Define no call no shows
Establish what your organization considers a no-call no-show at the beginning of your no-call no-show policy if any employees are unfamiliar with the term.
Note whether you’ll consider consecutive no call no shows as job abandonment
Job abandonment occurs when an employee is absent and does not intend to return to work but does not notify the employers. Essentially, it’s quitting without telling anyone.
Often, employers have policies that state that a set number of consecutive no-call no-show absences will be considered job abandonment. Explain that once an employee hits this threshold, it will result in termination of employment.
Establish employee expectations
Make it clear what employees should do when they will be absent. State your call-in procedures and any advance notice requirements.
You should also set expectations for unplanned absences for a valid reason where the employee may be unable to notify a manager immediately.
Realistically, you shouldn’t expect an employee to call you immediately if a legitimate medical emergency or car accident occurs. They should be able to contact emergency services if needed and take time to get themselves safe before worrying about work.
However, they eventually need to contact you or have someone reach out on their behalf once the situation stabilizes.
List consequences for no call no shows
State what will happen if an employee commits a no-call or no-show. Some employers choose to go straight to termination, while others use a progressive discipline model with increasing consequences for each offense.
Some alternatives to termination for first-time no-call or no-show incidents include verbal warnings, written warnings, and suspensions.
Consider your wording carefully in this section of the no-call no-show policy. You’ll want to clarify that there will be consequences for no-call no-show situations that do not occur for a valid reason.
However, locking yourself into a specific consequence can be problematic.
If you list a definitive consequence, follow through and be consistent. Otherwise, you will lose credibility with employees. Business owners and managers may also face accusations of favoritism or discrimination if discipline is unevenly and inconsistently applied.
Communicate the policy to employees
As with any new company policy, your new no-call, no-show policy should be communicated to employees and added to the employee handbook. When new employees begin onboarding, they should also be presented with your attendance and no-call, no-show policies.
Start enforcing the policy
Once you’ve published and shared your policy, begin consistently enforcing the policy. Take action when an employee commits a no-call no-show and note it in their employee file.
Legal considerations for no call no show policies
While there aren’t any federal employment laws or state laws specifically about no-call, no-show policies, there are a few legal considerations to consider as you craft and enforce your policy.
Protecting your company from discrimination and wrongful termination claims
One of the most significant legal concerns when enforcing any policy is consistency. If you have a no-call-no-show policy that says you will terminate an employee or take other disciplinary action on the first offense, you must consistently follow through.
Otherwise, you could face discrimination and wrongful termination claims when you decide to enforce the policy.
Handling no calls no show employee absences related to the ADA and FMLA
The Family and Medical Leave Act (FMLA) is a federal law that provides up to 12 weeks per year of job-protected unpaid time off for covered health conditions and family situations.
Employees may use this leave intermittently throughout the year. For example, someone may use intermittent FMLA leave for migraines so that they call out or leave early when they have a migraine.
Under the FMLA, employees should follow the employer’s call-out procedures when possible. When the need for an absence is unforeseeable, “an employee must provide notice to the employer as soon as practicable under the facts and circumstances of the particular case.”
In emergencies, notification of the unscheduled absence may be delayed, but the employer should eventually receive contact from the absent employee or a family member.
The Americans With Disabilities Act (ADA) can also provide policy adjustments and scheduling accommodations for employees with health conditions that qualify as disabilities.
When a no-call no-show happens, and an employee mentions their intermittent FMLA leave or ADA accommodations, proceed with caution. Taking disciplinary action in such cases might create legal risks for you.
Their absence may be legally protected if they had a legitimate reason, established accommodations or leave, and contacted you within a reasonable timeframe.
Preventing no call no shows
In addition to creating and enforcing a no-call, no-show policy, try the strategies below to prevent no-call, no-shows from occurring.
Have an off-hours communication option
One problem that can lead to unintentional no-call no-shows is that some employers have call-out procedures that don’t work outside of business hours. Many policies advise employees to call the office first thing in the morning or text their manager. However, sometimes, employees need to call out outside of business hours.
For example, someone may have spent the night in the ER with a sick kid and made it home in the middle of the night. They know they won’t be able to get up in the morning and make it to work on time.
However, texting or calling a manager in the middle of the night may feel intrusive or unprofessional.
However, setting an alarm to wake up and call out in the morning can be risky if someone is sleep-deprived after a night at the hospital.
An after-hours call-out procedure would enable employees to easily communicate their expected absence. This prevents them from worrying about disturbing their boss during the night or potentially oversleeping, resulting in a no-call no-show the following day.
In today’s professional landscape, calling out of work shouldn’t necessarily need to take place via a phone call. Encourage employees to communicate via text, email, or Slack if they cannot call in.
Communicate the preferred off-hours communication method so that employees feel comfortable using it. It’s often helpful to provide accessible options, such as emailing or leaving a message on an unmanned work line at night.
Make it easy for employees to keep track of their work schedules
If employees’ schedules vary weekly, ensure that it’s easy for employees to view their schedules and any changes. Having the schedule accessible online makes it easy for team members to double-check their work days and start times quickly.
While it’s important to make the schedule easily accessible, you should also not assume that employees will constantly check it. Many take photos or screenshots of their schedules when posted and use that for their work hours.
If you make any changes to the schedule after posting it, personally inform the employee about the change. Do not expect them to notice it on their own on the posted schedule.
Focus on employee engagement and satisfaction
The above strategies can help with unintentional no-call no-shows, but the reality is that many are intentional. Suppose an employee reaches a breaking point and becomes fed up.
In that situation, they might choose a no-call no-show as a way to quit immediately. This avoids an uncomfortable conversation with their boss or the pressure of working a notice period.
Encourage employees to use PTO when needed
Make sure that team members feel comfortable using sick leave or vacation time when needed. Attempting to push through burnout can lead to job dissatisfaction and exhaustion that could result in a no-call no-show.
No-call no-shows can also occur if people feel pressured to return to work quickly after an event or vacation.
Taking an extra day off benefits the employee’s well-being. This allows them to recover from jet lag or rest after attending a night-time event like a sports game or concert. It can help avoid those no-call-no-shows caused by oversleeping or hangovers.
Make sure people feel comfortable taking time off when needed.
More Resources:
Digital age workplace: Why soft skills matter more than ever
Talent shortage: Addressing the growing gap in the workplace
Employee skill gaps: What they are and how to address them
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