The dos and don'ts of managing employee return from sick leave

Since small businesses juggle multiple daily tasks to maintain operations, such as accounting and HR roles, they often find themselves stretched thin, managing diverse responsibilities with limited resources and staff. 

When a team member is on sick leave, these responsibilities become even more challenging and costly. Hiring temporary replacements or paying overtime during sick leave can strain the company's finances. 

However, using effective practices when managing an employee's return to work after sick leave can help prevent extra costs and pressure on other team members while ensuring compliance with HR laws.

This guide will help you take a supportive and organised approach. Follow our ‘do and don’ts’ best practices for managing sick leave and learn how HR tech can streamline your entire process. 

The challenges for small businesses when managing sick leave

According to the latest ONS data, the sickness absence rate in the UK is at its highest since 2004. This has a considerable impact on small businesses, affecting productivity and straining resources.

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High staff sickness levels can lower morale among remaining team members, decreasing motivation and job satisfaction. This may impact productivity by missing deadlines, causing conflicts among remaining staff, and taking on extra responsibilities. 

Considering that 20% of employees in the UK needed time off because of stress-related poor mental health, putting extra pressure on employees to cover a colleague’s absence exacerbates stress further. 

What’s more, the pace of running a small business moves fast. If, for example, temporary replacements were hired during sick leave, the returning employee may need to be trained to keep up with any developments or changes in procedures. 

And the challenges don’t stop there.

Small businesses must navigate legal requirements and accommodate the needs of returning employees by ensuring a safe and healthy workplace for returning employees, especially if they need any special adjustments or additional measures, such as modified work patterns.

There is some good news.

The Government plans to boost health support in the workplace and reduce long-term sickness. Small businesses may receive additional resources and assistance to improve productivity and prevent health-related job losses.

That said, navigating employee return to work after sick leave opens up many opportunities for small businesses to prioritise the health and satisfaction of their employees, leading to better productivity and success. With careful consideration, you can find a balance between offering employee support when on sick leave and their return–all while improving your company’s bottom line.

Take a structured and supportive approach to managing sick leave

Employees' feelings about taking sick leave vary widely depending on company culture, their relationship with their manager, and their circumstances. 

Some employees may feel guilty or anxious about taking sick leave, worrying about job security, the impact on their workload, or what their colleagues think of them. Others may feel relieved to take time off when unwell, recognising the importance of prioritising their health.

Whatever the individual feelings may be, it's essential for employees to feel supported. 

Managers need empathy, communication, and flexibility to help and guide employees during their time off. They should be able to listen actively, provide reassurance, offer practical assistance, and accommodate individual needs to make employees feel valued and supported during their absence.

Having said that, three out of four managers don’t listen well. Poor communication can lead to misunderstandings, decreased trust, and heightened anxiety among employees returning from sick leave.

That’s why conducting a thorough return-to-work process with skilled managers or HR representatives is essential.

When managers and HR experts listen carefully to what employees are worried about and what they need, they help ease any concerns, make sure everyone knows what to expect, and offer the right support. This creates a friendly workplace, builds trust, and makes employees feel less worried about returning to work after being sick.

Secondly, managing a successful return to work depends on your internal policies and procedures. However, it typically includes: 

• Agreeing on the best method of communication. Decide on the preferred communication method. Some employees may prefer email for updates during sickness, while others prefer phone calls. Respect employee choice, where possible, and keep communication open. Stay informed about their condition and any updates during their absence.

• Joint planning. Collaborate with the employee to develop a solid plan for their return, including any accommodations, such as a phased return or adjustments to work equipment needed to support their reintegration.

• Personalised support. Provide support and resources to help your staff member transition back into their role, such as extra training, regular one-on-one meetings, or access to counseling services if needed.

• Flexibility. Remain flexible with expectations and deadlines as the employee readjusts to their workload and responsibilities, allowing more time to complete tasks initially.

• Monitoring. Check in regularly with your worker. You may need to offer additional support, such as changes to their working pattern, to ensure a successful transition back to work. 

HR tech comes into its own when managing and tracking employee sick leave and facilitating a smooth return to work.

Software solutions, like Appogee Leave, streamline the entire process from generating return-to-work forms and scheduling return meetings to tracking accommodations or adjustments. Plus, our software lets you customise questions on the return-to-work form for employees and managers, making the transition back to work smooth.

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Not only that, online absence management elements notify managers of employee absences. Features like instant absence reports enable you to record and monitor sick leave. Run customisable reports at any point to quickly identify any issues with absenteeism that could require action. Use this data to prepare employee sickness letters, track trends, and make informed decisions about targeted interventions or changes to HR policies.

Our company documents repository allows managers to access and share important sickness absence procedures, such as your return to work framework, and request that staff acknowledge they've seen it. This ensures everyone knows the proper procedures and expectations regarding sickness absence management and is treated fairly.

Finally, our award-winning software is cloud-based, so your employees, line managers, and HR teams can access it from any location on any device. This means that employees can log on at home, if needed, and view important information about when medical certificates are needed, the dates of any sickness absence meetings, and access additional support services such as physiotherapy or counseling.

Best practices: The do’s and don’ts for managing sick leave

Follow our best practices to effectively manage sick leave, even during peak periods, and support employees' well-being in (and out) of the workplace.

Do:

1. Offer flexible sick leave policies 

Accommodate different types of illnesses and varying recovery times and allow employees to take the time they need to recuperate without added stress.

This might include providing paid sick leave for mental health days in your sickness absence policy, recognising the significance of mental well-being, and empowering employees to prioritise their mental health.

2. Provide clear guidelines 

Give every employee clear procedures for reporting and documenting sick leave, especially for remote and hybrid employees needing regular in-person interactions with their line manager. (Remember, our company document portal can house all your policies and procedures in one accessible place).

3. Lead by example 

Follow the same procedures and policies that you expect from your employees. This means following the correct sickness absence procedure when taking time off due to illness or personal reasons. 

By demonstrating consistency and accountability in your own actions, you set a positive example for your team and reinforce the importance of complying with company policies

4. Maintain open lines of communication

Offer support and stay updated on your employees' condition through regular communication. Use good listening skills to understand any concerns and offer reassurance where needed. Treat sick leave requests with empathy and compassion.

5. Provide resources and assistance

Help employees navigate the sick leave process by offering tailored support and assistance, such as guidance on medical documentation or access to employee assistance programs. 

6. Check in regularly

Managing employee sickness should not be a case of out of sight, out of mind. Check in regularly to see how they're doing, determine the effect of any support or wellness initiatives, and consider alternative support if required. Being supportive and understanding helps your people feel cared for and valued.

7. Provide ongoing training to line managers 

Poorly trained and uncompassionate managers can cause more harm than good. Ensure managers are well-trained to manage sick leave and support employees during their absence.

8. Keep accurate records

Not only does having accurate and up-to-date employee absence records allow you to manage sick leave successfully, but it can also help identify any patterns that may require intervention. 

Good record-keeping will help spot trends and patterns in sick leave and address potential issues proactively, such as identifying departments or teams experiencing higher sickness rates to improve employee well-being and reduce absenteeism.

With Appogee Leave, you can schedule regular reports to be generated automatically, choosing the timing that works best for your small business.

9. Encourage a culture of wellness and prevention 

Empower your people to prioritise their health and well-being, reducing the need for extra sick leave. By sticking to their agreed hours and avoiding work emails off-duty, they can maintain a healthy work-life harmony and avoid taking more time off.

Don’t

1. Assume that all sick leave requests are dishonest or unnecessary

Don’t discourage staff members from taking necessary time off when genuinely unwell. This can lead to further health complications, spread of illness to other colleagues, and decreased productivity.

Encourage a trusting work environment by showing empathy when team members ask for sick leave.

2. Rush employees back to work before they are ready

Forcing employees back to work too soon can make their health problems worse and their recovery longer. For instance, making an employee resume full duties immediately after a physical injury or accident, without allowing them time to rehabilitate or adjust to their limitations, can increase the risk of re-injury and extend their recovery time.

3. Share confidential medical information without explicit consent

Disclosing personal and sensitive employee information harms trust and affects morale. It may also lead to legal action for breaking privacy laws, resulting in financial penalties and damage to your reputation. 

Keep all employee information confidential and secure. Appogee HR has robust security features designed to control and limit access to confidential information only to those you have authorised based on their roles.

4. Discriminate against employees based on their health condition or history of sick leave

Don’t treat employees unfairly because of their illness or time off. For instance, excluding employees from team events or social gatherings because they've been sick can make people feel left out and unfairly treated, leading to direct discrimination and creating feelings of isolation and hurt among employees.

5. Overlook the impact of mental health issues on sick leave and employee well-being

Ignoring mental health issues can create stigma and unfair treatment at work, making the workplace unwelcoming for those affected. Don’t overlook the impact of mental health on sick leave and future wellness. 

Provide mental health training to all employees to raise awareness and increase understanding of conditions such as depression, anxiety, and post-traumatic stress disorder (PTSD). Encourage open discussions about the impact of mental health on sickness absence in team meetings or company-wide forums.

6. Neglect to communicate with employees on sick leave

Not reaching out to sick employees can leave them feeling isolated and unsupported. Regularly checking in and offering assistance is crucial. 

With HR software, automated reminders can be set up to stay connected with employees off sick. Document discussions and actions for clarity, promoting transparency and accountability for everyone involved.

7. Fail to comply with legal requirements

UK legislation such as the Equality Act and Statutory Sick Pay Regulations mandates that employees have certain rights regarding sick leave and returning to work after illness. 

Compliance with legal requirements avoids employee stress, potential legal disputes, and financial penalties. 

Promote a healthy work environment 

Managing employee sick leave is an ongoing HR process and a routine part of running a small business. With the right HR tools and knowledge, you can ensure that your people are treated with respect, dignity, and compassion.

By implementing effective sick leave management practices and following our do’s and don’ts, you can support your employees' well-being, maintain productivity levels, and maintain a healthy work culture.

Our award-winning software is designed to help small businesses manage employee sick leave successfully. Watch our intro video to learn more about Appogee Leave. 

Alternatively, request a demo or try free for 14 days.