Optimise the absenteeism rate with an effective policy
The absenteeism rate among employees has increased dramatically in recent years. In order to optimise your employee’s absence rate having an effective absence policy is essential. How do you set up such a policy? In this blog, I give 4 practical advices.
Why is an absence policy so important?
A transparent absence policy encourages (managers of) an organisation to give priority to employee safety and health. Paying attention to the safety and health of your employees and talking about it with your employees using the policy helps to prevent and reduce absenteeism. An absence policy also provides insight into the causes of absence so that you can take not only the right reactive but also effective preventive measures. In this way, you can control absence and make the related costs manageable.
A clearly defined absence policy also motivates employees to consciously work on preventing absence. And if absenteeism does occur, it helps to actively work on recovery as soon as possible. Also, with a clearly communicated policy, employees become aware of the consequences of being absent. Obviously, absenteeism is most unpleasant for the person concerned. But it also affects others: colleagues who take over the work face a higher workload and for the organisation, absence brings higher costs.
So, an effective absence policy is important. It contributes to reducing absence: a win-win situation for both your employees and your company.
4 practical advices for your absence policy
Creating an absence policy is quite complex. It is key to set up a policy that is as structured, pragmatic and simple as possible and that it fits your organisation and is known in your organisation. The following 4 practical advices can help you make an effective absence policy:
1. Include these essential elements in your policy
Preventive measures: state in your policy what you do to prevent (frequent and long-term) absenteeism of your employees as much as possible. Think for example of the open consultation hours of the company doctor, the appointment of confidential advisors, the possibility of consulting a coach, offering a preventive medical examination, the regular performance of a so-called risk inventory & evaluation.
Steps and actions in case of absenteeism: the policy describes, point by point, all the steps and actions that an employee and the manager have to take when an employee reports sick and during the period of absence. If the absence lasts longer, there are quite a few steps and actions that need to be taken, such as: appointments with the company doctor, contacts between the employee and the manager, cooperating with reintegration obligations, filling out legally required forms. Also be transparent about the impact of the absence on working conditions, such as salary and leave. By putting this information clearly on paper, employees know what is expected of them when they are absent and what the consequences are. And it is also clear to managers what their responsibilities are.
Support during absence and registration of absence: as a company, you are required to involve a company doctor to support your employees during absence. Specific registration obligations also apply. In the absence policy you should include how you have arranged this, who has what tasks, responsibilities and authorisations, who has the role of case manager for monitoring the absenteeism process, the registration and analysis methods.
2. Make sure the absence policy fits your organisation
What is the corporate culture? How do you speak to each other? Do strict rules work well or is more policy freedom effective in your company? Do you have office workers, do your employees work in a production or laboratory environment, or a combination of these? What is the size of your company? Does your company operate only in the Netherlands or also abroad?
Adapt your absence policy to your company in terms of content and language. Also note that you can only implement the absence policy with the consent of the works council or employee representation.
3. Use easy-to-understand language
An absence policy can only be effective if everyone understands what it says. So, make sure your policy is logical and structured. Use short sentences and delete unnecessary text and appendices. See the tips in my blog "Terms of employment in easy-to-understand language. It is possible!", which you can also apply when developing an absence policy. In this blog you can also read my advice to make a project plan and follow a specific process.
4. Create awareness of the policy among your employees and your managers
The policy must be known to your employees and your managers. Pay attention to this when an employee is hired, during employment, and when an employee becomes a manager. You can provide a training, such as an e-learning. Explain why it is so important to know the absence policy, the importance of the dialogue between an employee and a manager, the difference between illness and absence, who has what role during absence and why certain steps and actions must be taken. An absence policy is aimed at preventing (frequent and long-term) absence. This means it is important for everyone in an organisation and therefore should be given attention!