Employee absence due to illness is as inevitable as the Great British weather — unpredictable, occasionally dramatic, and often arriving at the worst possible time. It is of utmost importance that employers manage sickness absence well.
In this article, we explore some essential tips for handling sickness absence in a way that keeps staff engaged, operations running smoothly, and HR headaches to a minimum.
Tips to Manage Employees’ Absence
Here is a step-by-step guide for you to follow when someone calls in sick. But before you panic, take a structured approach:
- Record everything – Keep an accurate log of sickness absence dates, reasons, and any relevant paperwork (such as fit notes).
- Follow consistent procedures – Whether it’s day one notification rules or return-to-work meetings, make sure the process is the same for everyone. Inconsistency is the fastest way to find yourself accused of favouritism.
- Plan for cover – If you can, have contingency plans so that one person’s absence doesn’t leave the rest of the team drowning in extra work. Think job rotation, cross-training, or temporary cover.
- Stay proportionate – A short-term cold doesn’t warrant a formal warning. But long-term absence should be handled according to the company’s policies. In short: be systematic, be consistent, and keep your HR halo firmly polished.
Keep Communication Open and Supportive
Gone are the days when “pull yourself together” was considered a helpful managerial phrase. The modern approach is about being proactive, approachable, and genuinely supportive.
- Check in without prying – A quick phone call or email to see how they’re doing is fine; interrogating them about their symptoms is not.
- Avoid the guilt trip – No one recovers faster because their boss sighs down the phone. Support, don’t shame.
- Encourage honesty – Employees should feel comfortable explaining their situation. If they fear a grilling, you’ll get vagueness and half-truths, which helps no one.
- Use return-to-work chats wisely – This isn’t just a box-ticking exercise; it’s your chance to understand the cause, address workplace issues (like stress or workload), and discuss any adjustments needed.
A supportive approach fosters trust — and trust means employees are more likely to be open about problems early, which often prevents them from becoming long-term absences.
Share Legal Requirements and Company Policy
Sickness absence management is one of those HR areas where the law and your policy need to walk hand in hand. Fail to get this right, and you risk a costly trip to an employment tribunal.
- Know the statutory rules – Employees may be entitled to Statutory Sick Pay by the government if they meet certain criteria. Familiarise yourself with government guidance so you don’t inadvertently short-change someone.
- Have a clear written policy – Your absence policy should outline reporting procedures, evidence requirements (like fit notes after seven days), and how sickness pay works.
- Make policies accessible – Don’t hide them in a dusty HR binder no one can find. Share them in onboarding packs, staff handbooks, and your intranet.
- Apply policies consistently – If one employee gets a friendly warning after multiple absences and another gets dismissed, you’d better have a rock-solid reason — and ideally a very good solicitor.
Think of it as running a fair game with rules everyone understands. No one likes the referee who makes it up as they go along.
Support Health and Wellness
If absence management is about reacting when someone’s unwell, wellness initiatives are about preventing them from getting to that point in the first place. A healthy workforce is generally a more productive and loyal one.
- Promote healthy habits – Provide guidance or resources on exercise, nutrition, and mental health. Even small things like subsidised gym memberships or lunchtime walking groups can make a difference.
- Encourage work-life balance – Overworked, stressed-out employees are a recipe for burnout. Set reasonable expectations, discourage excessive overtime, and lead by example.
- Tackle workplace hazards – Whether it’s dodgy office chairs or a poorly ventilated space, address the root causes of work-related illness.
- Offer flexibility where possible – Remote or hybrid working, adjusted hours, or phased returns after illness can help employees stay engaged while protecting their health.
It’s the HR equivalent of eating your greens: prevention is often better (and cheaper) than cure.
Summing Up
To sum up, sickness absence management is part art, part science, and part good old-fashioned common sense. It is a skill that the management must learn. A good plan can save your company from costly litigation or negative reputational risks. The goal is to balance business needs with empathy, stay within the national and local law and policies, and foster a culture where employees feel supported rather than scrutinised.
Also, read: Steps Involved in a Health-Based Alcohol Risk Review
