Employee absence can pose significant challenges to any organisation, impacting productivity, morale, and overall business performance. According to one study conducted in 2020, staff are increasingly taking more absence days – averaging at 6.5 days per employee a year: that’s around £554 per employee. However, understanding and addressing the root causes of absence can turn this challenge into an opportunity for improvement. In this blog we are going to consider how employers can deal with increased absence in the workplace.
Get the facts!
Firstly, it is important to gather the facts; how can you make strategic decisions without a grasp on the situation? If you haven’t already, put into place a sickness return to work interview process. In essence, this process ensures the organisation is recording why the employee had a period of sickness, for how long, what they did to help the situation (e.g. visit their GP) and it allows the business to offer support. If you have processes already in place, don’t be content with just undertaking the interviews, take the data from all the absences (in line with GDPR) and look for trends, this will help you to make decisions.
No doubt your organisation keeps records of sickness absence, be that electronic or paper based. However, it is crucial not to let this valuable data sit unused. By actively analysing this information, you can determine the average length of absences, identify patterns or trends, and calculate the financial impact on your organisation. This analysis can reveal specific departments or times of the year with higher rates of absence, enabling you to tailor your interventions more effectively. Moreover, understanding the cost implications can help justify investments in employee wellbeing initiatives and targeted support programmes, ultimately leading to a healthier, more productive workforce.
It is worth noting that you should continue to gather data all year round to ensure that you are getting a complete picture of your organisation’s situation. Now you have gathered the facts, you are able to put into place support initiatives, be that immediate or longer term strategies.
A well-designed survey can offer insights into the overall health and wellbeing of your workforce. It can help to identify common issues that may be contributing to increased absence rates, such as stress, workplace conditions, or personal health concerns. You could ask questions such as, is there anything in particular that is causing stress in the organisation? What would decrease stress? Are managers being supportive? Again, extract the data and look for trends.
Short Term Support to reduce absence in the workplace
Here are some strategies to consider within your organisation to support your employees in the short term:
The most important thing an employer can do is to ensure it is holding return to work meetings following an employee’s period of absence. Be it one day or ten days. This is your first opportunity to understand the reasons for an employee’s absence, any recurring issues and indeed, if the absence is work related. Then putting in place any mechanisms for review, support and/or occupational health requirements.
Flexibility in the workplace can significantly reduce absenteeism by helping employees balance their personal and professional lives more effectively. Consider offering options such as remote working, flexible hours, or compressed workweeks. These arrangements can accommodate various personal commitments and health needs, making it easier for employees to manage their work without compromising their wellbeing.
As we all know, NHS wait times can be significate depending on the service required and location. Providing access to support services such as private counselling or health consultations can make a significant difference. Ensure that your employees know how to access these services and encourage them to use them when needed. Whether it’s mental health support or advice on managing chronic conditions, having these resources readily available can help employees address issues before they lead to longer absences.
Aim to create an environment where employees feel comfortable discussing their health and wellbeing. Line managers will then be able to catch any issues much quicker which will lead to faster resolution. Encourage open communication by promoting a culture of trust and support. Regular check-ins, team meetings, and an open-door policy can help employees feel more connected and supported.
Long Term support to reduce absence in the workplace
Ultimately, the goal of any organisation should be to have happy and healthy employees. Once the short-term measures have been put in place, employers should develop long term strategies.
What is workforce planning? The CIPD define workforce planning as ‘the process of balancing labour supply (skills) against the demand (numbers needed). Essentially, it is having the right people, in the right place, at the right time! It can be the most effective activity an organisation can engage in. One of the main causes of stress and thus illness in the workplace is too many demands on time, so having the correct workforce will relief this burden and subsequently reduce sickness absence.
Ongoing training
Investing in ongoing training and development is a powerful way to support your employees in the long term. Regular training programmes that focus on health and wellbeing, stress management, and work-life balance can equip employees with the tools they need to maintain their health and productivity. Additionally, professional development opportunities that enhance skills and career progression can boost morale and job satisfaction. By adopting a culture of continuous learning, you demonstrate a commitment to your employees’ growth and wellbeing.
Modelling good behaviours
Leadership plays a pivotal role in shaping workplace culture. Senior managers and team leaders should model the behaviours they wish to see in their employees. This includes prioritising their own wellbeing, taking regular breaks, managing workloads effectively, and demonstrating a healthy work-life balance. When leaders model these behaviours, it sets a positive example and encourages employees to follow suit. This can lead to a more supportive and balanced work environment where employees feel valued and understood.
View HR can help you to create and implement strategies to decrease employee absences in the workplace. Contact a member of the team today.
To read more on how to manage long-term sickness, click here>>>
