According to XpertHR sickness absence rates reached 3.1% in 2021 with an average of 7.3 sick days per employee, per year which meant an average cost to the business of £781 for each member of staff. Effective absence management is therefore a crucial aspect of maintaining productivity and minimising disruptions in the workplace. It involves implementing strategies and procedures to minimise the impact of employees being absent and to ensure that their duties are covered in their absence.
Have a clear policy
One of the first steps in effective absence management is developing a suitable policy for your business. This policy should clearly outline the expectations for attendance and the consequences of excessive absences. As with any other policy, it should be communicated to all employees and should be readily available if anyone needs to refresh themselves of the details. The policy should also outline the procedures for reporting absences, including to whom and how absence should be reported, as well as the information that employees need to provide and the time frame in which they need to report it.
Communication is key
Encouraging open communication is another key aspect of effective absence management. Employees should feel comfortable reporting absences in a timely manner and should know that they can contact their supervisor or manager if they absolutely need to take time off. This open communication can help to identify any underlying issues that may be contributing to an employee’s absence, such as a personal or medical issue, and help to find a solution. Communication with an employee during their absence is also important as it provides support to the employee and helps the employer to understand when they might expect the employee to return to work.
Cover
When an employee is absent, it is important to have a plan in place to ensure that their duties are covered. This can involve cross-training employees to take on different roles or responsibilities, or having a system in place for employees to cover for one another. It is also important to make sure that the appropriate staff are informed of the plan and know what their roles and responsibilities are.
Monitoring and tracking
Monitoring and tracking absences is an important aspect of effective absence management. This involves keeping track of the number and duration of absences and using the data to identify patterns and identify areas where improvements can be made. By tracking absences, it is possible to identify trends and patterns that can highlight if particular teams or individuals are more prone to absence than others.
Return to work and support
By holding supportive return to work meetings managers can make sure that staff are actually well enough to be back at work. These meetings are an opportunity to address any underlying issues if an employee is frequently absent and to offer additional support as may be required. By identifying the root cause of the absence, it is possible to find a solution that addresses the underlying issue, rather than just managing the symptoms. Lastly, effective absence management also includes support for employee’s mental health. Providing access to mental health support, promoting a positive work-life balance and encouraging employees to take time off when they are struggling with their mental health can help to reduce the need for absence and improve overall productivity.
Effective absence management is a multi-faceted approach that involves implementing strategies and procedures to minimise the impact of employees being absent. The approach will vary from company to company but by taking these steps you will ensure that your business has a robust foundation for managing absence and supporting employees.
Do you want to learn more about Effective Absence Management? We’re holding a dedicated online training session on this very subject on the 25th January at 11am – to learn more and book a slot click here: Effective Absence Management Training
Give us a call at CUBE HR on 01282 678321, we’ll be happy to advise you on any HR requirement, plus we have many policies and templates available to meet every HR need.
Why not check out our blog on a similar topic How to manage absence in the winter?
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