Staff being away for illness or other absences can cost your company dearly in missed working time. Here are our tips for minimising absences.
- Set a policy requiring employees to call in and notify the company of any absences. Ask employees to speak to their supervisor, if possible, rather than leaving a message.
- Meet with employees on their return to work: make sure they are fully recovered, bring them up to date and, if necessary, clarify the reason for the absence.
- Ask them to complete a self-certification form if the period of absence is less than seven days.
- If the period of absence is longer than seven days, ensure the employee has a ‘Fit Note’ from their doctor.
- Check whether you can implement any changes to working practices or working environment to reduce further illness, for example, ergonomic seating or longer breaks.
- Consider whether long or pressurised working hours are creating excessive stress; look at the business's overall culture and managers' attitudes.
- Include illegitimate absenteeism as a disciplinary offence.
- Treat employees with genuine reasons sympathetically; respect the legal rights of employees suffering from long-term illness or disability, those with caring responsibilities and those who are absent for reasons beyond their control, such as transport strikes or disruption due to bad weather.
- Monitor individual absenteeism.
- Monitor overall absence levels, for example, as a percentage of total working time or by using a scoring mechanism such as the Bradford Factor.
- Analyse any significant correlations: for example, high levels of absenteeism on Mondays or among a particular group of employees.
- If informal measures do not lead to an improvement in attendance, implement a documented formal procedure when absences are becoming excessive.
- Keep records of employees’ absences and of all discussions held about absence and attendance, whether formal or informal.
- Motivate employees so that they want to work; aim to provide fulfilling projects and development opportunities.
- Create a climate of open communication and trust so that employees approach supervisors with problems rather than just calling in sick.
- Check that you are providing healthy working conditions: ensure that you have good lighting, ventilation and safe working practises.
- Consider providing an employee health scheme or offering training in healthy lifestyles and stress management.
- Draw up family-friendly policies to allow employees to legitimately take personal time when they need it.
- Be open to options for flexible working where possible.
- Ensure that managers lead by example – not just complying with absence procedures, but also following and encouraging healthy working practises.