Staff Absence Management

Staff Absence Policies

Different employers will have different policies and procedures around staff absence but a critical part of staff absence management should include a clearly outlined absence policy that is accessible for everyone. An absence policy should ideally be included in the induction and on-boarding of any new employee so that they are clearly aware of all details. An absence policy should cover the following;-

• How to report absences – we recommend encouraging employees to report absences via phone or email if it’s possible. It’s important to keep this consistent for all employees).
• Sets out how and when to keep in touch – for example, if an employee is off for more than one day, outline if they should email again the next day or call).
• Key contacts – ensure that the staff absence policy clearly outlines the key contact to get in touch with so an employee knows exactly who to get in touch with.
• Outline key details –  how much employees will be paid for absence, in what circumstances and for how long.
• Outline staff records and triggers – how the employer plans to keep track of absence records, for example, using Breathe HR management software to track absences.
• When sick notes are required – and in what circumstances an employee is required to provide a sick note or proof of sickness.

Staff Absence Management – Solutions

In an ideal world, employers and managers want to keep staff absence down to a minimum. Although a lot may be out of your control, there are strategies and solutions that you can implement in the workplace to effectively reduce staff absence. The benefits of having staff absence solutions in place is that it will ultimately reduce company expenses, increase productivity, and help with overall business growth.

Here are a few staff absence solutions we recommend;-

• Effective Communication – This is perhaps one of the most underestimated types of staff absence management solutions. To reduce staff absence, it’s a good idea to create a positive workplace environment where employees feel valued. Effective and clear communication is a clear path to achieve this.
• Employee Assistance Programmes – Having employee assistance programmes in place can truly set your organisation apart and help your employees to feel recognised. Employee assistance programmes include counselling, managerial support tools, and a consultative approach.
• Return To Work Interviews – These types of interviews are essential particularly for an employee that has been absent from work for a long period of time. Return to work interviews allow employers to show understanding but also to find out how they can help to potentially make alternate arrangements, wherever necessary, so that the employee feels valued and motivated to return.