Absence management – return to work interviews and reasonable adjustments
Absence from work is a natural part of employment, whether due to illness, personal circumstances, or other reasons. Unfortunately, it’s not always easy, and it is often the first impressions and feelings upon one’s return to work that decide how it goes.
It is important the process gets managed appropriately, as that encourages a seamless transition that works to restore productivity and promote a healthy and supportive work culture.
Challenges and solutions
Employees often face mental and physical challenges when returning to work, especially if the absence was prolonged. It might be anxiety around integrating back into the team or uncertainty about adjusting to any changes that had happened since they’ve been away. If the illness was physical, there might be new limitations to the nature or amount of work they are able to do – temporarily or permanently.
For employees, the biggest task is balancing individual and organisational needs. Providing the employee with the support they need while making sure the absence doesn’t affect the team too much or cause future absences.
Clear and compassionate communication is key to ensuring the return to work strategy is successful. Planning before the employee returns and making an effort to understand their situation and the support you can offer forms the basis for it. An open and honest dialogue free of personal bias allows both parties to address any potential issues and formulate a successful plan together.
A return to work meeting is an excellent opportunity to discuss all of the above and agree on a plan. It should include:
- A discussion (not an interrogation!) on the reasons for the absence
- Identification of adjustments or a phased return plan if necessary
- Clarification of any changes that might have occurred since the employee has been away
The key to a successful and productive return to work meeting is ensuring the conversation remains confidential and free of personal bias or judgement, focusing on building and/or maintaining trust and open communication.
Reasonable adjustments
A phased return to work can be helpful for those significantly affected by their illness or injury, or those who have been off for a long time. This allows them to slowly rebuild their capacity and confidence, reducing the risk of reoccurrence. Some examples of what can be included are reduced hours or modified tasks.
Collaboration with the employee is necessary to ensure the plan for a phased return will actually be helpful and will utilise everyone’s resources effectively. Regular reviews can help make appropriate adjustments when the need becomes apparent and before any hiccups haven’t had a chance to make a negative impact.
A comprehensive, well-executed phased return to work plan not only encourages recovery and reintegration, but also demonstrates the business’ commitment to employee wellbeing.
Making reasonable adjustments for employees with disabilities is a legal obligation for every business. Modifications can look very different in different circumstances, but usually include changing work patterns, reassessing workstations and/or regular tasks, or providing new training.
It is important to remember that these are not ‘concessions’ your organisation is making, but an investment to keep and foster talent. Occupational health providers can be invaluable in providing advice and ensuring the adjustments benefits the individual and the business, all while being compliant with appropriate legislation.
Training the right people
Line managers and team leaders are the ones who are at the centre of the process, facilitating the return to work and ensuring the employee is happy, healthy, and productive. Proper training and support equip them with the right tools and knowledge to handle sensitive discussion, and be able to advocate for, support, and supervise the progress of their teams.
Key training topics include:
- How to conduct return to work interviews (this can also include sharing resources such as this return to work interview plan)
- Recognising and addressing signs of stress and burnout
- Understanding legal obligations around reasonable adjustments and equality
The return to work process is a key part of your absence management policy and procedure and provides an opportunity to demonstrate your commitment to employee health and wellbeing. It also allows you to retain talent, maintain productivity, and gain insight into absences and associated trends in your business. With proper planning, open and honest communication, and knowledge on how to support your employees after an absence, you can facilitate a successful return to work process and keep your organisation and employees healthy and productive.
