A guide to absence management

Employee absenteeism remains one of the most significant and costly issues businesses face today. The impact of absenteeism is far-reaching, affecting everything from productivity to employee morale and operational efficiency.

A fantastic way to tackle this is by implementing absence management policies in the workplace. Businesses with absence management policies would benefit by avoiding high costs due to absenteeism. A study by the Office for National Statistics found the average absence level in 2022 was 5.7 days per employee, which is costly for any sized business.

By implementing effective absence management strategies, businesses can improve both their bottom line and their culture.

What is absence management? 

Absence management refers to the policies and processes businesses put in place to monitor and manage employee absences effectively. It encompasses everything from creating clear attendance policies to providing support for employees struggling with health issues, mental health concerns, or other personal matters, like bullying or bereavement, that might lead to absenteeism. 

Absence management serves a purpose of creating boundaries for employees and better organisation from their employer by introducing terms that offer initiatives to improve the wellbeing of all.

Why is absence management crucial? 

Absence management is beneficial for a business to grow and support itself by implementing healthy protocols to support staff struggling with a plethora of issues.  

One of the primary reasons for absenteeism is illness, both physical and mental. When employees take time off due to health reasons, it may be a sign of a deeper issue. Mental health conditions such as anxiety, depression, or burnout are increasingly common causes of absenteeism in today’s workforce. Employees who are mentally exhausted may struggle to perform their roles effectively, leading to unplanned absences. Work-related stress can exacerbate these issues, creating a cycle of absence that is difficult to break. 

Additionally, some employees may face long-term illnesses, bereavement, or family-related issues that require time off. These absences are often unavoidable and need to be handled with sensitivity and empathy.  

On the other hand, unjustified or frequent absenteeism can signal a lack of commitment or engagement, which can be detrimental to a business’s overall output. 

Absence management policies help companies strike a balance between supporting employees who need time off due to legitimate reasons while addressing absenteeism that is disruptive or detrimental to the company. A well-thought-out absence management strategy ensures that employees are treated fairly while maintaining a business’s main objectives.   

How does absenteeism affect businesses?  

Absenteeism can have a wide-reaching impact on a business. Beyond the direct costs associated with lost productivity, absenteeism can disrupt team dynamics, reduce morale, and compromise the quality of work. When employees are absent, their workloads often fall to their colleagues, increasing the stress and pressure on other team members. This can create a vicious cycle of absenteeism, as employees may become overwhelmed, leading to further absences. 

High absenteeism can lead to missed deadlines, incomplete projects, and decreased customer satisfaction, which ultimately impacts a business’s profitability. 

What causes absenteeism? 

Several factors contribute to absenteeism. Some of these involve aspects such as health issues, workplace stress, low job satisfactions and personal problems.  

As established, physical and mental illnesses are the most common causes and factors for absence. Regarding jobs, a lack of engagement or interest in the job can result in absences as well as high demands or unjust workloads.

How can employers reduce absenteeism? 

Here are our top tips to help reduce levels of absence for better management and profit across a business: 

Introduce or review existing absence policies 

An absence management policy should cover important and relevant topics, such as how absence is monitored or systems to input requests for leave. 

Create or reinforce a healthy work-life balance 

Promoting a healthy work-life balance is one of the most effective ways to reduce absenteeism. When employees feel they can disconnect from work without negative consequences, they are less likely to experience burnout. 

Offering flexible work hours, remote work options, and paid time off for personal wellbeing can help employees manage their responsibilities without becoming overwhelmed. 

Foster employee engagement 

Engaged employees are more likely to show up for work and are generally more committed to their jobs. Building a workplace culture that values employee input, provides opportunities for growth, and offers recognition for accomplishments can greatly reduce absenteeism.  

Engaging employees in meaningful work that aligns with their values can make them feel more connected to the business, thus reducing absenteeism and increasing job satisfaction. 

Create clear guidelines for absence or leave policies 

Within your absence management policies, it is essential that expectations and consequences for unjustified absences are clearly outlined. Employees should understand that repeated absenteeism without a valid reason may result in disciplinary action. 

Invest in employee mental health and wellbeing programmes 

Offering wellness programmes that focus on both mental and physical health can help employees manage stress. This could include on-site fitness programmes, access to counselling, mindfulness workshops, or stress management seminars. By providing employees with tools to stay healthy, companies reduce the likelihood of absenteeism caused by avoidable issues. 

This is also where businesses can consider implementing mental health days. Employees may be reluctant to take time off for mental health reasons due to the stigma surrounding mental health in the workplace. Offering designated mental health days, where employees can take a day off to recover from stress or burnout without needing a doctor’s note, can be an effective solution to improving overall employee wellbeing. 

Upgrade technological systems for better tracking and reporting 

Embracing technology to streamline absence reporting can allow businesses to track absenteeism patterns more efficiently. By using HR software to log absences and identify trends, employers can spot recurring problems, such as specific departments with higher absenteeism rates or employees who repeatedly take time off for the same reason and address them proactively. 

Create a return-to-work programme

When employees are returning from a significant illness or absence, it’s important to have a structured return-to-work plan. This might include a phased return with lighter workloads initially or allowing flexible work hours. This supports employees in easing back into their roles and reduces the chances of further absence due to reintegration issues. 

Another policy employers can implement before an employee returns to work is to keep in touch during absence. Acas suggests that regular contact, whether it be a weekly phone call or daily emails, demonstrates care, reduces anxiety, and ensures a smoother transition back to work. 

How Sapphire HR can help 

At Sapphire HR, we specialise in providing expert guidance on handling absenteeism and other HR challenges. By understanding the causes of absenteeism, implementing effective policies, and supporting employees’ health and wellbeing, companies can reduce absenteeism rates and foster a healthier, more productive work environment.  

Through a combination of clear policies, employee engagement, and support systems, businesses can create a culture where employees feel valued, supported, and motivated to show up for work each day. Implementing these strategies can lead to better productivity, increased employee morale and, ultimately, a stronger bottom line.   

Whether you’re navigating the complexities of employee absenteeism or dealing with disciplinary procedures, we can help you manage the process smoothly and fairly. Our team offers expert advice on investigations, documentation, and conducting return-to-work interviews, ensuring that your business remains compliant, and your employees are treated with respect. 

Contact Sapphire HR today to learn more about how we can support your business with absence management.