Frequent absenteeism: the right approach!

What is frequent absenteeism?

Frequent absenteeism refers to frequent sick leave from work. Perhaps you have such a colleague. Or you manage a specific employee on your team. Someone who makes you sigh deeply when you see them on the schedule. Because with this employee, it now feels almost like Russian roulette: can you count on them to be there, or will it be another sick call?

When do you speak of frequent absenteeism? You are considered a frequent absentee as soon as you report sick three times in a year.

Consequences of frequent absenteeism

Especially in these times, when it is already difficult to find enough staff, frequent absenteeism can lead to tension and irritation among managers and colleagues. Not only that, it can even lead to the closure of a department or company because you simply have no one left to do the work. And that’s not even mentioning the costs.

You might be wondering: "How much does a sick employee cost per day?" On average, a sick employee costs about €260 per day!

It’s not just about continuing to pay their salary. You also have to replace, supervise, and register the absent employee. And, last but not least: they are not productive and are not bringing in any revenue. In short: breaking the cycle of frequent absenteeism should be high on every manager's priority list.

What approach should you take for frequent absenteeism? We provide 5 (prevention) tips!

Tackling frequent absenteeism: 5 (prevention) tips

1. Ensure proper registration and monitoring

Accurate absence records are a must for every manager and HR advisor. Sometimes your gut feeling doesn't match reality. You might not realize it's the umpteenth time, or you might wrongly think it's always the same employee who is absent. That’s why measurement is knowledge.

Especially with a sensitive subject like absenteeism, you shouldn't miss the mark by relying too much on your gut feeling.

Absence registration is not only important for long-term absenteeism because the UWV requires it. For short-term absenteeism as well, a clear, accurate list of all reports provides a good foundation for your HR policy. Many reports in the same department? That could indicate illness due to a poor work atmosphere, a manager who needs coaching, or working conditions that urgently need improvement.

Your absence registration is also a handy tool for frequent absenteeism. Most personnel systems have the ability to track frequent absenteeism and send a notification as soon as the third sick report comes in. Check your settings to ensure your alerts are set up optimally, and—also useful—don't just dismiss a notification; actually do something with it. More on that in the next tip!

2. Conducting a frequent absenteeism interview

You might be inclined to take the bull by the horns at the third sick report and start a conversation about all the previous times the employee called in sick. We advise you to wait a little while with that. Taking action too quickly often unnecessarily strains the relationship and will only increase the threshold for returning to work. Accept the new report, do not argue about whether they are actually sick (because that is not up to you, but to the company doctor!), and try, as much as possible, to make good return-to-work agreements with your employee.

Once the employee has fully recovered, it is definitely a good idea to look back on the past reintegration period together.

How did you both experience the return to work, and have all the bottlenecks been resolved? Then bring up the absence history. Was it a first report in a long time? If so, don't forget to mention that you appreciate that you can usually count on the employee.

If you are talking to a frequent absentee, the absence history does need some extra attention. Use the accurate absence registration from tip 1, and feel free to bring a printout of all reports from the past year. Many employees don't have a clear picture of how often and how long they have been absent themselves, and are genuinely surprised when they see it in black and white. A great starting point for a productive conversation!

Read more here about having a sensitive conversation.

3. Constructive conversation topics

We have mentioned this before, but it bears repeating: do not be tempted into a discussion about whether or not someone is actually ill.

That is a subject on which only an occupational physician should offer an opinion. In fact, the medical cause of the absence is not really relevant. As a manager, there is nothing you can do with that information. All that medical baggage only clouds what you actually want to discuss with your employee: the frequent absence from work is problematic. For you, for the employee themselves, and for their colleagues.

Unless an employee is ill due to a poor work environment, of course. But for the sake of argument, let’s assume that is not the case.

Do not let your personal opinions and potential biases sway you too much. Of course, a frequent absence meeting needs to be clear, but it is better conducted from an appreciative, constructive perspective.

So, what are the right points to discuss with each other?

Questions to ask during a frequent absence meeting include:

• Your concern, because research has shown that frequent absence is often a precursor to long-term disability. You want to prevent that, for your employee's sake as well.
• What has your employee done so far to prevent absence, and why hasn't it worked?
• Are there working conditions that can be changed to prevent future absence?
• Does the role still offer enough challenge, or are there career aspirations (internal or external) at play?
• Why was the decision made to call in sick; could another solution have been possible?

Create a brief meeting report together, summarizing the agreements made. This allows you to refer back to it later and evaluate whether the objectives have been met.

4. Ensure you have the right providers

Take a moment to consider whether your service providers for absence management and prevention are still a good fit for your organization. For example, are you satisfied with your occupational health service, your reintegration coach, and your HR system? It may be that a partnership entered into with great enthusiasm years ago has lost its luster. Or perhaps the organization's needs have shifted over time due to internal developments or societal trends, while the service provider has not kept pace. This, too, can influence absence rates and the effectiveness of certain interventions.

Therefore, do not be afraid to critically examine your roster of providers from time to time.

Ask your managers and employees about their experiences. Do you find that you are overall quite satisfied, but a specific coach or service provider is not a good match for this particular employee? If so, provide a tailored approach and look for a more suitable alternative. After all, the goal is to get someone back on track and keep them there as quickly and effectively as possible.

5. Make sustainable employability a trending topic

The retirement age is much higher than it used to be, and it is nice if everyone can reach that finish line in good health to enjoy their retirement. That is why sustainable employability and vitality deserve more attention in many organizations. Put these kinds of topics on the agenda. At the management team level, in performance reviews, but also among colleagues themselves.

Because the responsibility does not lie solely with the employer, of course. You can certainly expect your adult, motivated employees to invest in their own well-being. And for colleagues to speak up when they see dangerous or unhealthy behavior in one another.

As an employer, you can make it easier to talk about these things and make agreements. Regularly and consciously bring up topics like job satisfaction, health, and working conditions. Do you have some financial room to invest in facilities like office fruit, chair massages, or career coaching for your employees? Definitely do it! But you can also be proactive with a limited budget. Simply giving personal attention or an extra hour of "me-time" to relax can be very motivating and preventative. It is also good for your employer branding, but that is not what this blog is about, so that is just an aside.

Sometimes absence is caused by excessive workload and stress. Read more here about reducing stress in the workplace.

Online solutions for frequent absence

There is no need to reinvent the wheel or maintain endless Excel spreadsheets. Let technology work for you when solving your absenteeism issues. There are so many online options available. Use smart alerts, convenient registration systems, tests to identify talents and bottlenecks, meditation apps, or online forms. Looking for tips and ideas? We would be happy to help you brainstorm!