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If you have a large number of employees, especially production employees, it’s essential to know who isn’t coming in and who will be late. That way you can adjust assignments in order to keep things running at optimum effectiveness and on schedule. Additionally, accurate documentation is needed for human resources to process payroll and handle any needed disciplinary action.
Yet handling dozens or even hundreds of calls a day from absent and late employees is a hassle that distracts from other important activities. You need help and an answering service is an ideal resource to provide the assistance you desperately need in managing your employee call offs.
When it comes to your employee absentee line, an answering service can:
Answer All Employee Calls: Dealing with the ringing phone is just the first step, but it’s an important one. Your answering service can handle your employee absentee line 24/7 so you don’t have to. And while employees can call off at any time of the day or night, they usually do so right before their shift starts, often all trying to call at the same time. Your answering service has many lines and several operators working at the same time to take multiple simultaneous calls.
Document All Needed Information: Your answering service will obtain all the information you need from your employees and enter it into their database. Their name is the critical piece of data. Other information might be their plant, shift, line, supervisor, employee number, and so forth. Whatever you need, your answering service can obtain it. Plus, they can even provide a confirmation number for your employees.
Notify the Appropriate Supervisor: With the needed information gathered, your answering service can then proceed to notify the proper line supervisor or shift manager of the absence. This can be by any method you request, such as email, text message, voicemail, or even fax. This allows timely scheduling adjustments to be made.
Generate Comprehensive Reports: Periodic summary statements are also helpful for plant management and human resources. Tell your answering service what you need, the format you require, and how you want to receive it. They’ll do the rest.
Archive Records for Future Needs: In some cases employees are terminated over excessive lates or absences. While dismissing an employee is always unpleasant, having them file a lawsuit for wrongful termination is even more distressing. Answering services record all their calls and document each one. They archive this supporting information in the event it’s ever needed. While we hope it’s not, it’s nice to know it’s available if required.
Outsource your employee absentee line to your answering service to take the headache out of handling all your employee call outs. You’ll be glad you did.
Richard L. Hutcherson is the director of operations for Answering Service One, a new kind of answering service that wants to become your number one resource to handle your communication needs. Contact Richard at 865-505-0456. Peter Lyle DeHaan is a freelance writer from Southwest Michigan. Check out Answering Service One to see if they’re the right answering service solution for your business.