How implementing a sickness management system can help reduce employee absences for your organisation

According to a latest study conducted by the Chartered Institute for Personnel and Development (CIPD) in partnership with Simplyhealth, it was discovered that UK workers are taking more days off sick in 2023 than at any point in the last decade. The main factors in this rise were related to an increase in stress, Covid and the cost-of-living crisis and mental health was shown as one of the main reasons for employees taking long-term sick leave. Consequently, it is fundamental that employers implement a sickness management system to help target interventions to support employees and prevent issues escalating.

?

What is absence management?

The purpose of absence management (also referred to as attendance management) is to reduce employee absenteeism through applying clear and robust policies and procedures. To be effective it is imperative that these policies are communicated to employees and upheld by both HR and Line Managers.

?

Absence management policies:

• Flexible working - preventative measures such as flexible working can be implemented to support employees. Numerous studies have found that giving employees flexibility can reduce absenteeism by improving job satisfaction, reducing stress, and offering a better work-life balance.
• Wellbeing – another preventive measure can be to implement wellbeing benefits for employees such as gym membership, health insurance and bicycle schemes to encourage healthy living.
• Employee assistance programmes – investing in an EAP will give employees access to trained counsellors who can help with stress, depression, and other personal problems.
• Effective communication with employees on long-term sick leave – for employees on long-term sick leave, a communication plan should be put in place to monitor the situation and plan for a return to work. Sometimes this may require involvement from occupational health specialists.
• Return to work interviews – after a period of absence, employers should ensure return to work interviews take place to welcome the employee back, discuss the reasons for absence and confirm they are fit for work. They can also be used to bring the employee up to speed with any organisation changes that have taken place during the period of absence.
• Workplace adjustments – to comply with the Equality Act 2010, employers must complete a full assessment of the workplace for returning employees who have been off work on long-term sick leave.
• Bradford Factor – a common sickness absence management tool is the Bradford Factor. This formula considers an employee’s sick days along with the number of occasions they have been absent. Some organisations may use it to manage disciplinary action, however it is a crude tool that does not count real-life reasons for absence so should be applied carefully.
• Disciplinary actions – a final resort is disciplinary action and a dismissal route for employees who continue to breach absence policies.

?

How can absence management software help?

Absence management software can help organisations implement these absence policies and procedures effectively. Absence tracking systems make it easier for employees to record absences and Line Managers to monitor and plan work schedules for the team around. The data recorded in these systems can also be used for analysis to identify underlying trends and patterns in absence, which can then be used to target interventions and provide support. It can also be used to automate tasks and free up time for HR professionals and Line Managers so that they can focus on other areas of work.

?

Our experts at Technoivity can help assist with the implementation of HR and absence management software, from process and technical advice to project support including Project Management, Business Analysis, Test Management and Data Migration. Please contact [email protected] for further information.