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There are always going to be times when an employee isn’t able to work, and this unpredictability can be challenging to manage.
The cost of absence is significant, and the knock-on effect impacts other members of staff which can result in a reduction in morale, an increase in mistakes and lower productivity.
To effectively manage absence in the workplace businesses must monitor all instances to understand exactly what they are tackling.
What causes absence?
It’s not always sickness or injuries that keeps someone away from work. There are many other reasons such as the need to care for a child or an elderly relative, anxiety, lack of motivation or even a disagreement with a colleague.
What is classed as absence?
Businesses must remain mindful that absence doesn’t just mean full or half days taken off work. Managers should also report instances when an individual turns up late, leaves early, or takes long breaks as there could be an underlying issue which needs addressing.
Absence Management Systems & HR Databases
To manage absenteeism effectively businesses should record employee absence to allow them to make better informed decisions on how to take action. With data readily available employers can:
Monitor instances of sickness. This information empowers the employer to meet the individual needs of their employees.
Identify trends. As soon as a trend has been identified the issue can be resolved before it turns into a downward spiral. Real-time data allows a manager to take swift action.
Create consistent processes. Business using a HR database are in a great position to create robust policies on how to use the recorded information and to standardise procedures for absence management.
Absence policies
It is a requirement that all businesses provide their employees with terms and conditions concerning absence from work. We recommend that this policy includes:
Information concerning sick pay entitlement
Who needs to be notified of absence and when
Details of when the individual needs to complete a self-certification form or obtain a fit note from their GP
Depending on the company and the role of the employee state whether there may be a need to be seen by a company doctor
Timeline for when to expect a Return to Work interview
How the company will support and make adjustments on the return to work
It may also be a good idea to detail what is expected of employees around large events such as the World Cup. To save unauthorised absence during such times it may be wise to consider flexible working or even airing events at the workplace.
How to manage short-term sickness
The Return to Work interview will identify the reason for the absence, highlight if any extra support is needed or whether there is an underlying cause which needs to be managed. Prior to any conversation following absence the manager should:
Understand the company’s absence management policy
Analyse the data available on their HR database
Be aware of the company’s disciplinary procedures for unacceptable absence
Know what support is available
How to manage long-term sickness
When an employee is off work for more than 4 weeks, this is classed as long-term sickness. The longer an individual is away from work, the harder it is for them to return making managing long-term sickness more challenging.
While the employee is off work, their manager should:
Agree how often they want to be contacted and by what method to prevent them from feeling isolated
Involve other professionals such as occupational health or a wellbeing consultant if required
Perform a risk assessment prior to their return to work
Discuss how the company can support their return which may include a change in hours or adjustments to their working environment
Be familiar with all people management policies
What employees can do to reduce absenteeism
A firm foundation for employee engagement and a supportive workplace culture starts with strong people management policies.
Hold regular 1-2-1 meetings between manager and employee
All employees must have a well-defined job role
Targets set must be realistic, challenging yet achievable
Training and development opportunities must be given to provide individuals with the knowledge and skills needed to fulfil their responsibilities
Support employees with health problems
Create an effective Return to Work programme
Focus on health and well-being to promote a positive working environment
Ensure all employees know about the Employee Assistance Programmes (EAP)
How we can help you
If you’d like to discuss any of the issues detailed in this blog, get in touch with us today. We’re here to help.
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