In a small business employee absence can throw a real wrench in your plans. From unexpected short-term illnesses to long-term health issues or planned operations, absences are a reality that all employers are faced with. The Office of National Statistics latest figures state the average worker will lose 5.7 days per year due to illness.
https://www.ons.gov.uk/employmentandlabourmarket/peopleinwork/labourproductivity/articles/
sicknessabsenceinthelabourmarket/2022
Without a clear and consistently applied absence management policy, these disruptions can become costly and time consuming. This blog will explore the importance of applying consistent absence management procedures to ensure employees know what to expect and for business owners to have a fair and effective way of keeping absence costs manageable. We will also offer tips on effective communication to keep everyone on the same page.
Why you need to manage sick leave
One common concern we hear from small businesses is a sudden spike in employee absences and the associated impact. No matter how short the absence or how infrequent the sick leave is, you need to have a process for recording and monitoring absences. This allows action to be taken for those who have higher absence rates and brings fairness into the equation for those with lower absence rates as they can see management dealing with issues. It is not only those on sick leave you need to support as relying heavily on overtime or assigning additional tasks without proper support can increase costs and negatively impact your team. Low morale and employee burnout are likely consequences if this becomes a recurring issue.
Having a clear process for recording and monitoring absences is crucial, regardless of the length or frequency of sick leave. This not only allows you to take appropriate action for those with higher absence rates, but also demonstrates fairness to employees with good attendance records.
Additionally, monitoring sick leave from the start enables you to report and track absences and this data allows you to identify trends and potential issues. Data-driven insights help ensure consistent application of your absence management policy. For more information see our blog People Management Link To Productivity.
However, the solution shouldn’t solely focus on sick leave. Over-reliance on overtime or assigning additional tasks without proper support can also lead to problems. These practices can increase costs, negatively impact team morale, and ultimately lead to burnout if they become recurring issues. By proactively managing absences, you can minimise these indirect costs and free up valuable resources to invest in other areas of your business. As an employer, you have a duty of care to your employees. Understanding the details of an employee’s sick leave allows you to offer reasonable adjustments that support their return to work. By taking a proactive approach, you will reduce costs and foster a healthier work environment for your employees.
Why consistency is key
Imagine a scenario where two employees with similar attendance records face different consequences for absence. This inconsistency causes resentment among the team and undermines trust in leadership. Consistency ensures everyone is treated fairly and understands the expectations. It also helps avoid potential legal issues if you are taken to tribunal.
The most common way to manage absence is through tigger levels, this is a pre-defined level of absence that, when reached or exceeded by an employee, prompts some form of action from management. This action can vary depending on your organisation’s policies and the specific situation, but the aim is to identify employees with consistently high absence rates and initiate early intervention and support, potentially preventing further absences. If you use or will be implementing trigger levels to issue warnings for sick leave, and possibly dismissals for high levels of sick leave, you need to ensure you are applying the process fairly and consistently.
You may need to adjust a trigger level for someone with a health condition as a reasonable adjustment under the Equality Act (2010). This is for several reasons including reduced ability to work, increased level of medical appointments and managing flare-ups. By setting clear trigger levels and taking appropriate action, businesses can aim to manage sick leave effectively while fostering a supportive and inclusive work environment for employees.
Beyond fairness, consistency is crucial for maintaining a healthy workplace culture. If you manage absence effectively employees know what to expect and research shows this boosts employee morale, talent retention and reduces absenteeism rates. This research is highlighted in the latest CIPD report on Health & Wellbeing CIPD-health-and-wellbeing-report-2023
Communicating absence management procedures effectively
There is a misconception that managing absence means managers are telling employees they cannot be sick. That is not the case and one of the reasons why clear communication is important. Following a procedure allows an employee to know what to expect when they are absent and what information they need to provide you with. Managers should set expectations on acceptable levels of absence and make clear what will happen if a trigger is reached.
Training for managers in handling absences is a necessity. Managers need to feel confident in dealing with these situations and what advice and support they should be offering. Albany HR offer training in absence management to equip managers with the skills and knowledge to manage absences successfully.
It is important to ensure everyone understands the absence management policy, especially for businesses with a diverse workforce. If your workforce is not fluent in English, you may want to have your policy translated so that there are no misunderstandings.
A successful absence management policy goes beyond outlining consequences. It’s equally important to clearly communicate expectations for good attendance and appropriate behaviour when absences occur. Outlining when employees should notify their manager of their absence and the information, they should provide is an example of appropriate behaviour.
Conclusion
By implementing a consistent absence management procedure and ensuring clear communication throughout your organisation, you can create a more predictable work environment, minimise disruptions, and ultimately contribute to a happier and more productive workforce. We understand that managing all these aspects can be time-consuming, so if you would like help to create an absence policy for your business, or to help to manage absences, please get in touch. You can see how we have helped other organisations with HR policies on our case studies page.
Let Albany HR be your partner in navigating the complexities of absence management, freeing you to focus on running your business.
