After a few months of cold winter weather and numerous ‘bugs’ going around the office, you might be wondering how best to handle winter staff sickness issues and how to keep your business running at full capacity. This blog will give you some tips on how to do this, until the better spring weather arrives.
How are you and your staff coping with the winter weather and the cold and flu bugs that always do the rounds at this time of year? Many people will need a bit of time off at some point during the year, to recover from an illness, so what are the benefits of managing absence in a proactive way?
Both long and short term absences can cost a huge amount – both financially and in terms of manpower. It’s never an easy conversation to have with your employees and it can be difficult to keep up with what action you can take, to keep within the law. The bottom line is this – do nothing and the problem won’t go away, but it could get worse. Finding out early on what’s going on with an employee who is absent can make a significant difference to your relationship with them and to their absence levels in the future. Talking to them allows you to get to the root of the problem and to provide them with the support that they need. By focusing on the absence it may also deter casual absenteeism – too many days off here and there.
Dealing with Short Term Absence
You should have a procedure in place that requires your employees to talk to a named person, rather than leaving a message, when reporting their absence. There should also be guidance on how soon after the start of the working day an employee should contact that named person, if they are too ill to come into work. A standard form should then be completed recording the date, time, reason given and predicted time of absence, to make sure the relevant facts are gathered consistently for each absence. If an employee does not turn up for work and does not report in sick, you should contact them by phone as soon as you can, to find out where they are.
Discussing the problem is essential; especially if one of your employees keeps taking days off for sickness. Maybe there is a work issue which you can help them deal with and solve. Providing the support they need will result in an improved working relationship, better morale and less time off sick.
You should always speak to the member of staff when they return to work, irrespective of how long they’ve been away. It shows you’re taking the situation seriously and acts as a deterrent for people who shouldn’t really be taking time off. Asking how someone is feeling after they’ve been off for even one day also shows that you care about them. Keep the conversation informal but take it seriously. Ensure confidentiality, have a clear structure, record what is said and above all, remain positive and supportive. You can ask them if they visited their GP, how they are feeling now and if there anything you can do to support them. Just remember not to ask any intrusive medical questions!
Communicating with your employees improves productivity and decreases absence, so follow these simple guidelines when dealing with short term sick leave.
There is plenty more advice on the Acas website, with guidance as to what to do when any of your employees take time off for being ill this winter. You can find the information here.
Are You Up To Date with What You Can Ask an Employee?
There are certain questions that you cannot ask an employee who has been off sick. What’s more, what you can ask and the rules on how to handle the situation change from time to time, as changes are made to Employment Law. You can search the internet and HR publications for news on all the latest changes, which will be happening on 1 April 2017, but do you really have the time?
Twice a year we run interactive workshops that bring you details of all the changes to the law that you need to know about. We do the research so that you don’t have to! Our next workshop will be from 10am – 1pm on 30 March 2017 at Hennerton Golf Club in Wargrave, Berkshire. Before the event we will do the digging to find out about all the important legal changes that might affect your business and your employees. Then we deliver them to you in simple sections throughout the workshop, helping you to understand what you need to do about particular changes.
The workshop costs just £20 +VAT, to include plenty of tea and coffee to keep you going through the morning. You can ask any questions you have in total confidentiality and talk to the other participants about how they will be handling the next round of changes.