How to Conduct Effective Return to Work Meetings

When an employee returns to work after any period of absence, it’s important to have a conversation with them to ensure a smooth transition and address any concerns or needs they may have. This conversation is called a return to work meeting, and it can offer several benefits for both the employer and the employee.

In this article, we’ll explain what a return to work meeting is, when and how to conduct one, and what to do after the meeting.

What is a Return to Work Meeting?

A return to work meeting is a confidential discussion between an employer and an employee following any period of absence. The purpose of this meeting is to:

• Check on the employee’s well-being and readiness to return to work
• Understand the reasons for the absence and the likelihood of it recurring
• Identify any support or adjustments needed to help the employee perform their role
• Ensure the employee has followed the reporting absence procedures and provided the correct documentation
• Review the employee’s attendance record and discuss how the absence affects pay
• Update the employee on important company information missed during the absence
• Refer to any company employee assistance or welfare programs if needed

A return to work meeting is not a disciplinary action, but it may lead to further investigation if the employee has not followed the absence procedure or has repeated absences.

When to Conduct a Return to Work Meeting?

It’s best practice to conduct a return to work meeting with every employee after each absence, even if it’s just for one day. This approach helps avoid claims of bullying, harassment, or discrimination. Ideally, these interviews should be held:

• Face-to-face, or if not possible, via phone or online meetings
• In a private room
• On the employee’s first day back or as soon as reasonably practicable

How to Prepare for a Return to Work Meeting?

Preparation is key. Before the meeting, both the employer and the employee should do the following:

Employer

• Check if the employee followed the reporting absence procedures
• Review the reasons given for the absence
• Consider any known work-related or personal issues
• Examine the employee’s attendance record for patterns
• Prepare a copy of the employee’s attendance record
• Read any recommendations from the employee’s doctor in a fit note or a report about their health
• Prepare questions to ask
• Make sure they know what support they can offer
• Think about how they might respond to any requests from the employee

Employee

• Find out more about the meeting and what to expect
• Check if there’s anything they need to bring
• Think about any changes or adjustments they might need
• Think about what support might help in the future

How to Conduct a Return to Work Meeting?

While there is no set format, it’s helpful to cover the following areas:

• Welcome the employee back and check on their well-being
• Discuss the reasons for the absence and the likelihood of it recurring
• Confirm the employee’s readiness to return to work and discuss any medication that may affect their role
• Identify any follow-up medical appointments and how they will be arranged
• Determine any necessary adjustments to help the employee return full-time, such as flexible working, phased return, or reasonable adjustments if the employee is disabled
• Ensure the correct documentation is provided, such as a fit note or a self-certification form
• Review the employee’s overall attendance record and discuss how the absence affects pay
• Update the employee on important company information missed during the absence, such as new projects, policies, or procedures
• Refer to any company employee assistance or welfare programs if needed and encourage the employee to seek help if they are struggling
• Thank the employee for their cooperation and summarise the main points of the meeting

What to Do After a Return to Work Meeting?

After the meeting, the employer should:

• Keep copies of any notes from the meeting on the employee’s file
• Upload the completed Return to Work Meeting Form to the employee’s sickness absence record on the HR software
• Follow up on any actions or support agreed during the meeting
• Monitor the employee’s performance and attendance
• Manage any disciplinary or capability issues if necessary (taking advice from Sapphire HR beforehand).

If the employee is unhappy with how their return to work has been handled, they should raise it with their employer.

A return to work meeting is a valuable opportunity to communicate with an employee after an absence and support them in their return to work. By following these guidelines, you can conduct effective return to work meetings and improve employee well-being, engagement, and productivity.