How to Manage Long-Term Sickness Absence
Managing long-term sickness absence can be one of the most challenging aspects of human resources and workplace management.
Extended employee absence due to sickness can disrupt workflow, increase workloads for other employees, and significantly impact the overall productivity and morale of a business. When an employee is off work for a prolonged period, it creates a gap that needs to be filled. But beyond the practical challenges, long-term absence can also indicate deeper issues which may be affecting an employee's health and wellbeing.
With the right strategies in place, employers can support their employees through illness, ensure smooth operations, and encourage a supportive work environment to help prevent long-term sickness absence from becoming a major issue.
Understanding long-term sickness absence
There's no universally agreed-upon definition for ‘long-term absence’, however, it typically refers to an employee being off work for a continuous period exceeding four to six weeks. This length of time can vary depending on company policies and the nature of the illness or injury.
Identifying potential long-term absence
There are several warning signs which suggest an employee could need extended time off work, including:
Frequent short-term absences - A pattern of short-term absences can often result in longer absence spells. GoodShape's absence management platform can help track absence patterns and identify employees who might be at risk of extended absences.
Changes in employee behaviour - Changes in mood, decreased performance, and reduced engagement might signal underlying health concerns or emotional challenges.
A breakdown in communication - Concerns may arise if there is a lack of communication regarding an employee's absence or if there is difficulty getting in touch with them.
The importance of managing long-term sickness absence
There are many reasons why effective management of long-term sickness absence is crucial for businesses of all shapes and sizes. These include:
Maintaining productivity - Extended periods of absence can negatively affect productivity. Effective management strategies are key to ensuring minimal disruption to operations and maintaining productivity levels.
Employee wellbeing - Supportive absence management helps facilitate quicker recovery and demonstrate that your organisation values its employees.
Legal compliance - Effective absence management helps avoid legal issues related to employment law and employee rights.
Cost management - Organisations can achieve financial advantages by using proactive solutions to minimise the long-term costs associated with workplace absence.
How to manage long-term sickness absence
1. Clear communication with employees
Encourage open conversations with your employees - Establish and maintain open lines of communication with the employee from the start of their absence. Regular check-ins demonstrate concern and keep both parties informed about the employee's progress and potential return-to-work date.
Transparency - Be transparent about your organisation’s policies on long-term sickness absence. Ensure the employee understands their entitlements, such as sick pay and any support services available.
Be supportive - Make sure to use a supportive and non-intrusive tone in communications. The goal is to show empathy and support rather than to pressure the employee into returning before they are ready.
2. Supportive frameworks
Employee Assistance Programs (EAPs) - Offer your employees access to EAPs that provide counselling and mental health support. These services can help employees deal with the emotional and psychological aspects of long-term illness and support them with the best advice for returning to work.
Flexible policies - Develop and implement flexible sickness absence policies that accommodate individual needs. This could include phased returns to work or temporary adjustments in duties.
GoodShape’s support - GoodShape’s platform supports you by providing real-time health monitoring and detailed health tracking, enabling proactive detection of health issues and allowing employers to offer support as and when it is needed.
3. Flexible work arrangements
Phased return-to-work plans - Implement phased return-to-work plans to ease employees back into their roles, helping them gradually build up to their full responsibilities without overwhelming them.
Adjustable work schedules - Offer flexible or reduced hours as the employee transitions back to work to help them balance their recovery with their job duties.
Remote work options - If feasible, provide the option to work remotely. Although this isn’t suitable for all industries and roles, this will allow employees to continue their recovery at home while staying engaged with their work.
GoodShape is designed to facilitate these arrangements by enabling 24/7 absence reporting and data capture, providing accurate and consistent reporting of all sickness and unplanned absences in the workplace. Our goal is to minimise disruptions to day to day operations and processes by enabling you to customise flexible work arrangements based on reliable, real-time data.
4. Proactive return-to-work plans
Personalised return-to-work plans - Work with your employees to develop personalised return-to-work plans based on their health status and the nature of their illness. This shows consideration for their specific needs and abilities and increases the chances of them returning to work sooner.
Regular reviews - Carry out regular reviews of the return-to-work plan to ensure it remains appropriate as the employee’s condition improves or changes.
GoodShape works with you to create effective return-to-work plans with tools like daily care plans and managed referrals to third-party services. The platform’s predictive analytics and real-time dashboards highlight emerging risks, allowing you to make real-time adjustments to your return-to-work strategies.
Manage long-term sickness absence with GoodShape
GoodShape’s absence management platform offers several features that can significantly improve your business’ management of long-term sickness absence:
Identification and early detection of sickness in the workplace
- Absence reporting and sickness data reporting - GoodShape provides 24/7 absence reporting and data capture, ensuring accurate, complete, and consistent reporting of all sickness and unplanned absences.
- Alert engine - The platform’s alert engine offers 24/7 referral, signposting, and absence policy alerts to trigger the right actions at the right time.
- Health monitoring - With detailed health tracking via medical records and wearable fitness app connectivity, GoodShape enables proactive detection of health issues and needs.
Intervention and support
- Daily care plans - Over 500 curated self-care plans with tracked activities support employees during every episode of ill health.
- Digital advice - A comprehensive wellbeing advice library featuring videos, downloadable workbooks, and written guidance helps employees manage their return to work safely.
- Referrals and signposting - Managed referrals to existing and new third-party services enables early intervention, higher utilisation, and progress and outcome tracking.
Intelligence & decision making
- Real-time dashboards - Real-time dashboards highlight issues relating to employee absence, areas to focus on, and emerging risks, empowering employers with the data needed for informed decision-making.
- Data and predictive analytics - GoodShape’s analysis and reporting of critical trends in employee health and business impact are coupled with highly accurate predictive analytics, enabling better forecasting of future absences.
- Compliance management - The GoodShape platform tracks all critical absence management-related actions, including return-to-work interviews and absence review meetings, so you can be sure you’re staying compliant with relevant processes and policies.
With the right strategies in place, long-term sickness absence can be managed in a way that benefits both the employee and the business. With GoodShape’s advanced absence management platform, employers can efficiently track and manage absences, provide timely support, and create a healthy, productive work environment. Why not get started today to begin your journey towards effectively measuring, managing and reducing employee absence?
Managing long-term sickness absence FAQs
How do I manage an employee with a high absence rate?
Managing an employee who is reporting frequent absences requires a structured and considered approach. GoodShape recommends:
- Regular check-ins - Maintain consistent communication with the employee to understand the reasons for the repeated absences and offer support where possible.
- Understand patterns in sickness absence - Use data analytics to identify any patterns or underlying issues contributing to the high absence.
- Offer support - Provide access to support services, such as EAPs, to address any personal or health-related issues.
- Offer flexible arrangements - Consider offering flexible work arrangements to accommodate their needs and help reduce future absences.
How long can an employee be off sick?
The length of time an employee can be off sick depends on the severity of their illness and company policies, although typically in the UK:
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Statutory Sick Pay (SSP) - Employees are entitled to SSP for up to 28 weeks.
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Company Policies - Many companies offer enhanced sick pay beyond SSP. Review your company’s sick leave policy for specific details.
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