What is a Return-to-Work Meeting?

Have you ever wondered how to effectively support employees returning from an absence while ensuring a smooth transition back to work?

What is a return-to-work meeting?

The key to a smooth transition is a well structured, planned return-to-work meeting. A return-to-work meeting is a structured discussion between managers and employees returning from a period of absence that focuses on the employee's reintegration into the workplace, updates on their health and situation, identifying and understanding their support needs, and planning for future work.

These meetings are very important for maintaining open communication, addressing any concerns, and ensuring that both the employee and the employer are on the same page regarding the employee’s return.

When should a return-to-work meeting take place?

A return to work meeting should take place as soon as possible after the employee returns to work, whether they have been off on sick leave, a mental health break or any other reason. Ideally, this meeting is scheduled for the first day back or within the first few days of their return. 

Why are early return-to-work meetings important?

To reassure the employee - A considered return-to-work meeting demonstrates the organisation's commitment to the employee's wellbeing and encouraging a smooth reintegration can help in limiting any anxiety or concerns the employee might have about returning to work.

To address immediate needs - Having a return-to-work meeting soon after the employee returns is key to ensuring any immediate support or adjustments required are identified and put into action without any unnecessary delays. 

To clarify expectations - Both the employee and the manager/employer can set clear expectations regarding workload, duties, and any necessary accommodations in this meeting, so the sooner it is done, the quicker expectations are understood. 

The timing of the meeting can be flexible depending on the length of the absence and the nature of the employee’s role. For instance, longer absences due to serious illness may require more comprehensive discussions and gradual return plans compared to shorter absences.

Structure of a return to work meeting

Returning to work after a period of absence can be a challenging experience for both employees and employers. Whether the absence was due to illness, injury, or personal reasons, a structured approach to reintegration to the workplace is key. The structure of a return-to-work meeting should be a great opportunity for open dialogue, ensuring that employees receive the support they need while also allowing employers to address any concerns and plan for a successful return.

A well-structured return-to-work meeting should cover several key areas to encourage a comprehensive discussion:

1. Welcome back
   Start the meeting by welcoming the employee back to work and expressing genuine concern for their wellbeing.
   
   
2. Update on health and wellbeing
   You should follow the welcome with a discussion on the reason for the absence and any ongoing health issues that the employee may be facing. This conversation should be sensitive in nature, where you should respect the employee's privacy while gathering necessary information to help you understand if any work adjustments need to be made.
   
   
3. Review of absence record
   Next, review the employee’s absence record to identify any patterns or frequent absences that might indicate underlying issues needing further support. You can use GoodShape’s dashboard to get a view of each employee’s absence stats and records.
   
   
4. Discuss workplace updates
   Once you have understood the reasons for the absence, you should speak to the employee about any significant changes or updates that happened during their absence. This includes changes to any team structures, projects, or any company policies that they should be made aware of. 
   
   
5. Understand support needs
   The next step is to identify any support or adjustments the employee might need to perform their role effectively, which could include flexible working hours, modified tasks, or ergonomic adjustments like a standing desk etc.
   
   
6. A view on future work plans
   You should discuss and agree on a plan for the employee’s workload and duties moving forward so that they are aware of what is expected of them. Set realistic goals and timelines to make sure their work is manageable and that they have a productive reintegration.
   
   
7. Encourage employee feedback
   Before you conclude your meeting, you should encourage the employee to share their thoughts and any concerns they might have regarding their return to work. This feedback is valuable for making any necessary adjustments and providing appropriate support.

Are return to work interviews a legal requirement?

Return-to-work interviews are not a legal requirement in the UK, however, they are widely regarded as best practice and are recommended by occupational health experts and human resources professionals. Carrying out these interviews can help employers fulfil their duty of care obligations and demonstrate their commitment to employee wellbeing.

While not mandated by law, some specific industries or companies may have internal policies requiring return-to-work meetings, and having a consistent process in place can help employers comply with broader health and safety regulations and reduce the risk of potential legal issues related to workplace injuries or long-term health conditions.

Benefits of return to work meetings

Stronger communication - Return-to-work meetings encourage open and honest communication between employees and managers, which helps to build trust and understanding.

Early identification of issues - By discussing health and support needs early, employers can address potential issues before they escalate and become worse, leading to better health outcomes for employees and reduced absenteeism.

Improved employee wellbeing - Demonstrating concern for an employee’s wellbeing can boost morale and job satisfaction, which contributes to a positive workplace culture and reputation. 

Reduced absenteeism - Effective return-to-work processes can help reduce the duration and frequency of absences, which leads to improved productivity and reduced costs associated with absenteeism.

Compliance & risk management - Having a structured return-to-work process helps employers comply with health and safety regulations and reduces the risk of legal issues related to workplace injuries or health conditions.

How GoodShape supports return to work meetings

We’re GoodShape, an absence management platform that offers comprehensive tools and resources to support effective return to work meetings. Through our advanced absence management technology, employers can streamline the return-to-work process and ensure employees receive the support they need quickly and effectively. 

Data-driven insights
Uncover hidden patterns in absence data through real-time analytics and predictive insights. Identify trends, predict potential issues, and tailor support for each employee accordingly.

Automated workflow management
Streamline the return-to-work process with automated alerts and reminders, ensuring quick and smooth follow-ups and efficient case management.

Customisable reporting
Get valuable insights with customisable reports tailored to your organisation's specific needs. Track absence trends, measure return-to-work compliance rates, and inform strategic decisions on employee return to work.

Integrated health and wellbeing ecosystem
Connect employees with the right support through integrated health and wellbeing resources. 

Employee self-service portal
Empower employees to take control of their health and wellbeing with a user-friendly self-service portal. We provide access to absence information, support resources, and personalised plans at the touch of a button. 

Return-to-work meetings are a key component of an effective absence management strategy. They provide an opportunity for managers and employees to discuss health, support needs, and future work plans, ensuring a smooth and productive return to work. While not legally required, these meetings are considered best practice and offer numerous benefits for both employees and employers.

By utilising innovative solutions like GoodShape, employers can streamline the entire return-to-work process, making it much more efficient and effective for everyone involved.

Implementing a structured return-to-work meeting process is an investment in the health and productivity of your workforce, ultimately benefiting the entire organisation, so why not get in touch with GoodShape to find out more on how we can help with absence management and employee returns to work.