Staying in touch with an employee on sick leave: what to say, and when?
An employee calls in sick. You're required to stay in touch with them right from that first day, but how exactly should you go about this? And what should you say? Staying in touch during a long-term illness is all about striking the right balance between showing concern and not exerting too much pressure. That balance is crucial, as a completely hands-off approach is probably the worst way to go about things. Reaching out regularly to your employee, showing genuine concern, can lower the barriers to their return to work later down the line. We've listed the five essential moments when you need to reach out below.
1. Before your employee calls in sick
You read that right: the process starts even before someone calls in sick. Build mutual trust with your employees by organising regular check-in meetings, in which you focus on their wellbeing. This will enable you to spot the signs early when something is not quite right. The result: you can take action sooner, before your employee falls sick.
2. When your employee calls in sick
We recommend that you ask your employees to call in sick directly to their line manager. That way, you can start the initial conversation straightaway. Give your employee the space to share their side of the story, and ask some open-ended questions if necessary.
How?
Listen carefully to your employee, showing empathy.
Don't ask what is causing their absence — you're not actually permitted to do so. Even so, you should try to get a sense of whether it's something to do with work.
Ask them how long they expect their absence to last, if you haven't got this information from their sick note.
Ask whether there is anything you can do for your employee.
ℹ️ Make specific arrangements around how and when you'll be in touch straightaway during this initial contact. That way, you're both clear on what will happen, and you stop any follow-up conversations from feeling like micromanagement.
Example: "How are you doing? How serious is it? Is there anything we can do for you?"
3. While your employee is on sick leave
Any absence lasting more than four weeks is classed as a long-term illness. As an employer, you can have your employee's capacity for work assessed after eight weeks, to prepare for any return to work. But that doesn't mean you can't make good use of the time beforehand.
After all, the longer someone spends off work, the more they'll lose touch with the workplace. For that reason, you should stay in contact during their period of absence. Simply getting their team to send a card can work wonders, as can a message, or a quick phone call. Alternatively, they might be able to return to work part-time.
How?
Show concern in your contact and make it clear that the individual is being missed.
Tell them what's happening at work, or ask them what they would like to know.
When the time is right, ask them about the options for a partial return to work.
Don't just talk about when your employee might be able to return to work during your contact; this can come across like you're micromanaging them. The main thing you want to do is stay connected.
Example: "Are you feeling a bit better? We missed you during the team-building event." "Would you like me to keep you up to date every now and then about what's happening here?" "How do you envisage your return to work? Could we help you with any (temporary) adjustments?
4. Reintegration
If your employee is set for a (partial) return to work in the near future, start preparing well in advance and don't leave it until their first working day. Schedule a meeting shortly before their return to work, or do so no later than on the day itself. Use this moment to discuss the agreed workload, leaving space for your employee to say how they feel about this.
Don't forget to prepare the employee's immediate colleagues for their return as well, especially if the division of tasks is due to change — this will help you prevent any misunderstandings.
How?
Show concern and appreciation.
Ask the returning employee how you can help them feel all settled in again as quickly as possible.
Example: "Feeling better? I'm glad to see you again! How can we help you?"
ℹ️ Any adapted work or tasks as part of a (partial) return to work are often discussed with the occupational physician in advance. Mensura can help you with its adapted work matrix or with its full reintegration process.
5. After your employee returns to work
The first day back isn't the finish line — it's the start of the reintegration process. After a long period of absence in particular, it may take some time for an employee to find their rhythm again. By checking in regularly during this period too, you can prevent your employee from taking more time off later down the line.
As such, it is best to organise regular follow-up meetings.
How?
Regularly ask the employee how their first working day/week/meeting went. Ask open questions when doing so.
Ask them whether the pace of their return to work feels right. All too often, employees don't have the courage to speak up when things are going too fast.
Example: "How did your first week go?", "How do you feel about the agreements we've made? Is there anything we need to revisit?"
Proper contact starts before any sick leave
Proper contact with your employees is always essential. It enables you to spot any potential issues in advance and spring into action sooner. Any contact once they've gone on sick leave will also feel smoother and more genuine as a result.
Make sure to set clear agreements and guidelines within your organisation: who should contact who, how often and via which channel? Lay these agreements down in writing in an absenteeism policy. Absenteeism software comes in handy for the practical follow-up of your absenteeism policy and any conversations, including the actions that need to be taken by each stakeholder.
Mensura is here to help
Mensura offers a variety of products and services to boost well-being and health and safety in your organisation. From the legally required to the incredibly useful.