5 Practical tips for managing absenteeism successfully
Managing absenteeism effectively is a significant challenge for every organisation. Absence rates remain high, and the trend of increasing psychological absenteeism continues. Often, I see companies focusing primarily on training and providing tips to managers. While this is beneficial and necessary, it is even better to include all employees. After all, the employees themselves are directly involved.
In this blog, I share some practical tips for both managers and employees to jointly prevent absenteeism as much as possible and to reduce long-term absenteeism.
Here are 5 important tips for managing absenteeism successfully:
1. Early identification and prevention
Both managers and employees should be alert to signs of stress, overload, or physical complaints.
Tip for managers:
Have regular conversations with your employee that cover not only work-related topics but also the employee’s well-being. Ask explicitly about how they are feeling, both mentally and physically, to identify potential issues early. Also, check periodically for frequent absenteeism patterns. If an employee is absent multiple times in a year, this may indicate a potential risk for future long-term absence and therefore a reason to discuss it.
Tip for employees:
Do not hesitate to discuss your workload and well-being, even if you think the complaints are temporary. Do not wait until it is too late. Bring your own suggestions and solutions, and if you cannot do so for any reason, ask your manager for input. By addressing these issues in time and, for example, temporarily adjusting your work, absenteeism can often be avoided.
2. Stay connected during absence
When absenteeism does occur, a feeling of distance from the workplace can quickly arise for the employee. Both managers and employees can address this by staying in regular contact with each other.
Tip for managers:
Maintain friendly and supportive contact to show that you care about the employee. Also, respect that the employee may need time and space to recover.
Tip for employees:
Show your engagement by giving regular updates on your recovery process. Staying connected with your work, manager, and colleagues will make your return be less difficult.
3. Working together on reintegration
When an employee is able to return to work, a customised reintegration plan is often crucial for a sustainable return, especially if the absence has been prolonged. Good collaboration between the manager and the employee ensures that the return to work aligns with the employee’s abilities.
Tip for managers:
Collaborate with the employee to make a reintegration plan that aligns with their recovery process. This might involve gradually increasing work hours, adjusting tasks, or allowing flexible hours. Continue to meet regularly to evaluate and adjust the plan as needed. Important: leave the judgment of the employee’s ability to work to the occupational health doctor.
Tip for employees:
Resume work when you are able to. If you are not yet fully recovered, share what is manageable. Discuss options for a temporary adjusted work structure that better fits your capacity. By offering input, you can help establish an effective reintegration plan and contribute to a successful return.
Be aware of legal obligations during absenteeism. Drafting an action plan by week 8 of absence, based on the findings of the occupational health doctor, is an example of this.
4. Maintaining boundaries and sustainable return
Returning after absence sometimes means that the employee may need to re-learn how to set boundaries. Here, mutual communication is key: the manager provides space, and the employee manages their own limits.
Tip for managers:
Make it clear that the employee should communicate what is achievable in the reintegration process. Ask regularly how things are going so you can respond quickly to any challenges.
Tip for employees:
Be honest about your capacity and protect your boundaries. This helps prevent overload and a potential relapse.
5. Collaborating on prevention and health
Managers and employees share the responsibility of creating a healthy workplace. Employees can proactively work on their own vitality and health, and managers can provide support by fostering a healthy work environment.
Tip for managers:
Create a workplace culture that emphasises vitality and health. This might include flexible hours, if possible, access to mental and physical support options, and promoting a healthy work-life balance.
Tip for employees:
Continue investing in your own vitality and health, both mentally and physically. This could mean exercising regularly, getting enough sleep, and setting boundaries in both work and personal life.
Provide training to managers and employees to effectively manage absenteeism
A successful approach to absenteeism is a shared responsibility where both managers and employees must actively contribute. Both have essential roles.
An organisation may have a well-structured absence policy with well-trained and committed managers, but without the active cooperation and openness of employees, managing absenteeism remains challenging. By taking a proactive role in communication, engagement, and prevention, managers and employees can work together on a work environment where absenteeism can be better managed and minimised. It is crucial that both managers and employees understand the importance of their roles.
Therefore, as an organisation, make sure to provide tips and training for both managers and employees!
Questions or need any help?
Do you have any questions about managing absenteeism or need help drafting or adjusting absence policies or regulations within your company? Please feel free contact Made Simple HR | Legal.