Staff absences due to illness or other reasons can be a major problem for small businesses, especially when frequent. The odd sick days here and there soon add up and can become a real issue if left unchecked. According to reports, short-term absences cost UK businesses billions of pounds each year. Therefore, it is crucial for small business owners to have strategies in place to manage employee absences effectively. Here’s our practical guidance on how to deal with short-term absence and sickness in your business. By implementing the tips, you can minimise the impact of employee absences on your small business and ensure smooth operations.
What can you do to tackle short-term absence and sickness?
Review your sickness policy and procedure
Many of us have come to rely on alternative means of communication such as Zoom or WhatsApp whilst working remotely. In some of the businesses we work with it has become the norm for an employee to report their absence via a text message first thing in the morning. The issue with this is that a text can be easily overlooked by the manager. It also removes any accountability from the staff member.
This means that now could be a good time to go back and review your sickness policy. What are staff expected to do? How can we ensure consistency?
Standard practice is to let a manager know via a telephone conversation before a specific time on the day of the absence. Whilst the ways in which some of us now work may have changed, it is a good idea to revert back to old practices and remind staff of this procedure.
The benefits of calling in and actually speaking to a manager to report an absence mean that nothing gets missed and direct communication is less likely to encourage ‘sickies.’
Understanding statutory sick pay entitlements
When managing short term absence, it’s essential to understand your legal obligations regarding sick pay. Statutory sick pay is the minimum amount that eligible employees are entitled to when they’re unable to work due to ill health. Currently, employees can claim statutory sick pay for up to 28 weeks, provided they earn at least £125 per week and have been off work for at least four consecutive working days.
Your sickness policy should clearly outline sick pay entitlement, including both statutory sick pay and any additional company sick pay you may offer. This transparency helps manage absence more effectively by ensuring employees understand exactly what they’re entitled to during periods of sick leave.
Managing fit notes and medical information
For absences lasting longer than seven calendar days, employees must provide fit notes (formerly known as sick notes) from their GP or another healthcare professional. These documents provide crucial medical information about the employee’s condition and whether they’re fit for work, or if they might be able to return with adjustments.
When handling fit notes, remember that medical information is sensitive and must be stored securely in line with data protection requirements. The note will indicate whether the employee is “not fit for work” or “may be fit for work” with certain conditions. This medical condition information is vital when planning how to manage absence and support your employee’s return.
Hold and document a return-to-work meeting
Although it may seem excessive to meet with staff returning from a short-term absence, it can benefit your business in the long term. Absences can soon build up and potential issues can be missed if it’s not properly logged and addressed.
Set up a meeting with the staff member when they return to the workplace. Use this to talk through how they are feeling, identify what caused the absence (if not obvious), and if any temporary workplace adjustments are needed to aid recovery.
Listen to any suggestions they may have especially if their illness was caused or exacerbated by work. This conversation can make a big difference, especially if an employee is struggling with their well-being. Once again it also registers the absence and helps to make staff accountable.
Implementing a phased return to work
Sometimes when an employee sick for an extended period returns, jumping straight back into full-time hours isn’t appropriate. A phased return to work can be incredibly effective in supporting employees recovering from illness or medical conditions. This approach allows employees to gradually increase their working days and hours over several weeks.
During the return to work meeting, discuss whether a phased return might be beneficial. This could involve starting with reduced hours, working from home initially, or taking on lighter duties while they fully recover. Document these arrangements clearly and review them regularly to ensure they’re working for both the employee and the business.
Look at your wellbeing policy
Does your business have a wellbeing policy that looks after staff? A good policy can help employees balance work in a positive way and avoid unnecessary absences.
CIPD has some useful factsheets on how to create a well-being policy (you can also read our guide to wellbeing resources).
Risk assessing workplace factors
Part of effectively managing short term absence involves risk assessing your workplace for factors that might contribute to employee sickness. This proactive approach can help prevent illness-related absences before they occur. Consider factors such as stress levels, workload distribution, workplace ergonomics, and environmental conditions.
Regular risk assessments can identify patterns in absence that might be linked to workplace issues. For example, if multiple employees are experiencing back problems, it might indicate a need for better workstation setups or manual handling training.
Consider an Occupational Health (OH) referral
If short-term absences persist or you are concerned there is an underlying reason for the absence but don’t know how it impacts work, then you might want to consider referring the employee to Occupational Health.
OH should be able to provide you with more information on the employee’s condition and how it might impact their work. It can also advise on ways to support an employee and reasonable adjustments you might be able to consider to adapt your workplace.
An occupational health referral is particularly valuable when you need professional advice on whether an employee is fit for work, what adjustments might help them perform their role, or if their medical condition is likely to be long-term. The occupational health professional can provide objective medical information whilst respecting patient confidentiality.
Monitoring and recording absence patterns
To effectively manage short term absence, you need robust systems for recording and monitoring sickness patterns. Keep detailed records of all absences, including dates, reasons (where provided), and any patterns you notice. This information is crucial for identifying when absence becomes excessive and when intervention might be needed.
Look for patterns such as frequent Monday or Friday absences, regular short-term absences around the same time each month, or clusters of absence during busy periods. While employees shouldn’t be penalised for genuine illness, these patterns might indicate underlying issues that need addressing.
Creating a supportive environment for return
When an employee returns from sick leave, creating a supportive environment is crucial for preventing further absence. This might involve temporary adjustments to their role, additional support from colleagues, or simply checking in regularly during their first few weeks back.
Consider what workplace factors might have contributed to their absence and whether changes are needed. Sometimes small adjustments can make a significant difference in preventing recurring short term absence due to the same medical condition.
Training managers to handle absence effectively
Your managers play a crucial role in how you manage absence within your organisation. Ensure they’re trained to handle absence conversations sensitively but firmly, understand the legal requirements around sick pay and fit notes, and know when to seek additional support from HR or occupational health.
Finally, be proactive. Good management of short term absence starts with having confident managers who understand their responsibilities and feel equipped to have difficult conversations when necessary. This includes knowing how to conduct effective return to work meetings and when to escalate concerns about absence patterns.
We’ve got a free staff wellbeing eBook with lots of useful guidance and information and our consultants can support managers in having these conversations and also capturing the right information in a return-to-work form.