Absenteeism policy and procedures
Absences from work are sometimes unavoidable, but the way you handle them makes a world of difference. That’s why you need a clear action plan. An absenteeism policy sets out clear procedures regarding absence, contact with sick employees, fitness for work and how what support will be given to returning employees.
What is an absenteeism policy? And is it really necessary?
An absenteeism policy is a clear framework for what happens when an employee falls ill, and the actions your organisation takes to prevent absences. It aims to ensure that:
everyone remains as healthy, motivated and productive as possible in the long term
everyone knows what is expected of them if they do become ill
you take the right steps at the right time
your employees feel supported (and are not abandoned)
long-term absences are identified and addressed more quickly
you can adjust your general wellbeing policy through annual evaluations
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Sick leave isn’t a nuisance just for the employee: it can also lead to increased workloads for colleagues, extra costs (e.g. of hiring a replacement), disrupted continuity and other problems. Which means that when you work on your absenteeism policy, you’re also working to improve the health of your employees and your company.
What changes has the coalition agreement introduced?
Long-term employee absences have become something of a hot topic since the coalition agreement. One of the things on which the agreement places extra emphasis is active reintegration – for both employer and employee.
A sustainable, positive absenteeism policy based on trust and open communication: it’s possible – really! Our training courses provide the tools you need.
Developing an absenteeism policy: how to go about it
Start with a vision
A good absenteeism policy starts with a clear vision: why do you think it’s important for your employees to remain healthy and present in the workplace? Based on this vision, your absenteeism policy becomes more than just a document, but a signal from the management that fitness for work and wellbeing are real priorities.
Translate your vision into specific arrangements
A workable absenteeism policy contains clearly defined responsibilities and procedures. Who does what, and when? You need answers to questions such as:
What should an employee do if they are ill?
How (and how regularly) will you maintain contact during the absence?
What form will the reintegration process take?
What is the role of managers, the internal risk prevention advisor and the occupational physician?
Build support
Your absenteeism policy shouldn’t be left to gather dust in the HR department. Everyone in the organisation needs to play their part and comply with the procedures set out in it.
HR staff: monitoring absences (e.g. using absenteeism software), supporting managers etc.
Managers: setting a good example, conducting absence interviews, spotting warning signs etc.
Employees: taking care of themselves, using the available resources, letting others know (digitally if necessary) when things aren’t going well etc.
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Absenteeism policy = work in progress
Your absenteeism policy should be constantly changing – just like your organisation. With even minor improvements, you can carry on the work of building a sustainable and positive approach:
Continue communicating about it (e.g. by sharing results and successes, covering the absenteeism policy in the onboarding program, launching wellbeing initiatives etc.)
Measure your progress with software, so that you can address and predict absenteeism even more effectively
Keep on asking for feedback and input from your employees
Schedule regular evaluations
Be patient
Need a fresh, critical perspective? We’ll be happy to help.
Mensura helps you with your absenteeism policy
Dealing with absenteeism is never a black-and-white affair. It requires an awareness of the unique situation and needs of your workplace. Mensura will help you find your way, step by step. You’ll never be alone: from developing your policy and analysing your absenteeism figures to coaching your managers, medical monitoring, reintegration support – and much more.