How an absenteeism policy brings peace into your organisation

An absenteeism policy, what exactly is it?

"An absenteeism policy is the set of agreements and procedures around absence and reintegration," Christel Schabon explains. "So it goes far beyond just saying: 'If you are sick, you call your supervisor and send a doctor's note to HR.' That is a start, but it is not enough."

Dana: "A good absenteeism policy is not just about absence, but also about prevention and well-being. How do you recognise signs of overload or stress and how do you deal with them? What about ergonomic working and a safe environment? A sustainable, positive absenteeism policy is part of your overall well-being policy."

A tool for well-being

Since 2022, every organisation must have a collective reintegration policy. Very soon, there will be an extension via the new coalition agreement with the introduction of an absenteeism policy, or 'active attendance policy', that goes much further. Yet that legal obligation is not the main reason to engage in an absenteeism policy.

Christel: "A strong absenteeism policy helps you be a better employer. Nowadays employees not only look at pay but also at well-being and job happiness. In times of labour shortages, it can really make the difference between someone staying and someone leaving."

Dana: "It creates clarity in roles, expectations and agreements. This leads to more engagement and open communication. Because when you make things negotiable, you can avoid misunderstandings."

So an absenteeism policy is more than a future administrative obligation. If you get it right, the impact on your people and costs is invaluable. Happier people and lower costs - that's what you're going for, right?

Complicated and difficult?

Yet it seems difficult for SMEs to really get started with this. There are several reasons for this.

Dana: "We see with smaller clients that it is difficult to get this off the ground. They indicate that there are no clear guidelines, that there is no time or they are not sure where to start. We hear that their absenteeism costs are rising and they are unsure how to reintegrate absent employees. Then you know: their current procedures or policies are not helping. Something has to change."

But what about other SMEs? To get a broader picture of the challenges, we conducted a market survey (January 2025) of SMEs to better understand where the pain points of absenteeism lie.

It shows:

• 84% of SMEs surveyed experience negative consequences of absenteeism.

  E.g. disruption of continuity and increased workload for staff present.

• 39% have not yet taken any action around absenteeism. They say this is mainly due to a lack of knowledge and the subject matter being too complex.

• The challenge according to the SMEs surveyed is the lack of clear vision and policy, low motivation among staff and high costs.

  We also asked them what help they need:

With the conclusions from our own experiences and the research, we went to the drawing board. How can we valuably support SMEs in their concerns and challenges?

Lowering thresholds with the right solutions

Christel: "We always start from the customer's reality. We know they have limited time and resources. With our new offering, we therefore aim to lower barriers: our solutions are concrete and affordable. That way, you don't have to hire lengthy consultancy or outsource it completely."

New SME solutions for absenteeism: approachable and practical

"Our offer matches a different need each time," says Christel. "If you just want to comply, our template is sufficient. Those will be sent to you via e-mail. You complete the document with the right data and, with an hour of digital advice, you optimise your policy. You are legally compliant and you can continue working on your own."

Do you really want to make an impact? Then the workshop is a better choice.

Dana: "We often get the question from our customers, how do others do it? How do other SMEs take on this topic or challenge? We fulfil this need with our new workshop 'Build your absenteeism policy in 1 day'. You come together with other SMEs and are guided by an absenteeism expert. And then if someone has a question, everyone can learn from the answer. That really adds value." 

Christel: "At the end of the day, you walk out with a policy that is ready. In addition, you also have a lot of tips and best practices to make further adjustments and adjust your policy, if necessary."

Do you already have a policy, but are stuck with questions around its implementation and execution? With HR coaching, you will get your questions answered.

• How do we have conversations with people who are long-term sick?

• What can I and can I not ask in such a conversation?

• How do I communicate our absenteeism policy? So how do I implement that concretely?

• Is it useful for me to keep figures around absenteeism and what can I do with them?

Dana: "With HR support, you have quick access to expertise around absenteeism policy, without having to start a lengthy process. We think with you and recommend the best outcome for your business. You can make use of the hours flexibly when you need them most."

So a low-threshold solution that is delineated and affordable. Need more help? Then you can book additional advice per two hours.

OK and what do I really get out of this?

Good question, let’s list it. Bite-sized, to convince yourself or your person in charge.

1. Less absenteeism and faster reintegration
By catching early signs such as fatigue, concentration problems or recurrent short absences, you can intervene more quickly and avoid absenteeism. "Keeping in touch is also essential", says Christel. "Those who feel supported come back faster and are less likely to relapse."

2. Better retention and higher engagement
Employees experience a greater sense of confidence when they know what happens in their absence. Dana: "When everyone knows what the agreements are, it gives peace of mind. People feel taken seriously, and that reflects on the work culture."

3. Financial gain
Long-term absenteeism brings with it great costs for an SME. Dana: "With some basic data such as number of sick days, shorter or longer than 30 days, ... we can show with a simple calculation what absenteeism is costing you. Every entrepreneur is shocked by this. But the good news is: that cost is subject to change."