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Frequent absenteeism is about frequent reports of illness at work. Perhaps you have such a colleague. Or you manage a specific employee in your team. Someone who lets out a big sigh when you see them on the roster. Because with this employee, it now feels almost like Russian roulette: can you count on him or she to be present, or will it be another sign of illness?
When do you speak of frequent absenteeism? You are a frequent absenteeism as soon as you call in sick three times in a year.
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 to do the work. And that's not to mention the costs.
You may be wondering: “How much does a sick employee cost per day?” On average, a sick employee costs around €260 per day!
After all, it's not just about continuing to pay the salary. You also have to replace, supervise and register the absentee. And, last but not least: he or she is also not productive and does not bring in any money. In short: breaking frequent absenteeism will be high on the priority list for many managers.
What approach do you use in case of frequent absenteeism? We give you 5 (prevention) tips!
An accurate absenteeism administration is a must for every manager and HR advisor. Sometimes it turns out that your feelings are not in line with reality. You don't really realise that it's just another report, or you mistakenly believe that the same employee is always absent. Then measuring is knowing.
Especially with a sensitive topic such as absenteeism, you should not miss the point and rely too much on your gut feeling.
Absenteeism registration is not only important in the case of long-term absenteeism, because it is simply what the UWV asks for. Also for short-term absenteeism a clear, accurate list of all reports provides good tools for your HR policy. Many reports in the same department? This can indicate illness due to a poor working atmosphere, a manager with learning points or working conditions that need to be polished up.
Even in case of frequent absenteeism, you are absenteeism registration a handy tool. Most personnel systems have the option to register frequent absenteeism and issue a notification as soon as the third absenteeism report arrives. Check your settings to see if you have set up your alerts optimally and, also handy, don't just click away a notification, but actually do something with it. More about that in the next tip!
Perhaps you are tempted to immediately take the bull by the horns at the third report of absenteeism and start talking about all those previous times that the employee unsubscribed. We advise you to wait a little longer. Taking action too quickly often puts relations on edge unnecessarily and will only raise the recovery threshold. Accept the new report, don't argue about whether or not you are ill (because that's not up to you, but up to the company doctor!) and try, as far as possible, to make good resumption agreements with your employee.
Once the employee has fully recovered, it is certainly good to look back on the past reintegration period together.
How did you experience returning to work, have all the bottlenecks been resolved now? Therefore, mention the absenteeism history. Was it the first report in a long time? So don't forget to mention that you like the fact that you can usually always count on the employee.
If you are talking to a frequent absenteeism, the absenteeism history needs some extra attention. Use the accurate absenteeism registration in tip 1, and feel free to grab a printout of all reports from the past year. Many employees themselves are not sure how many times and how long they have been absent, and are genuinely surprised when they see it in black and white. A great way to have a good conversation!
Read more about feeding a sensitive conversation.
We wrote it before, but we emphasise it again: don't be tempted into a discussion about whether or not you are ill.
This is a topic on which only a company doctor can give an opinion. Actually, it's not interesting what the medical cause of the absenteeism was either. As a manager, you can't do anything about it. All that medical ballast really only clouds what you would like to talk about with your employee: frequent absences from work are problematic. For you, the employee himself and the colleagues.
Unless an employee is ill due to a bad work environment of course. But let's not assume that for convenience.
Don't get too carried away by your personal opinion and any preconceptions. Of course, a frequent absenteeism interview should be clear, but it is better conducted from an appreciative, constructive perspective.
So what are the good points to discuss with each other?
Frequent absenteeism interview questions to ask can be:
Together, make a short interview report summarising the agreements made. Then you can come back to it later and evaluate whether the goals have been achieved.
Consider whether the service providers are a good fit for your organisation when it comes to absenteeism guidance and prevention. For example, are you satisfied with your Occupational Health Service, Track 2 coach and personnel system? It is possible that the collaboration that was enthusiastically started years ago has lost its luster a bit. Or that the organisation's needs have changed over time due to internal developments or social trends, while the service provider has not grown with it. This can also affect the absenteeism rate and the effects of certain interventions.
So don't be afraid to critically review your provider bow from time to time.
Ask your managers and employees about their experiences. Do you notice that you overalls are actually very satisfied, but does a certain coach or other service provider not suit this specific employee? Then provide customisation and look for a more suitable alternative. After all, it's about getting someone back on track as quickly and well as possible.
The state pension age is much higher than before, and it is nice if everyone can still reach that finish line in good health to enjoy retirement. That is why sustainable employability and vitality in many organisations deserve more attention. Put these kinds of topics on the agenda. At the MT, in a performance review, but also between colleagues.
Because, of course, the ball isn't just with the employer. It's also best to expect your mature, motivated employees to invest in their own well-being. And that colleagues also speak to each other when they see dangerous or unhealthy behavior.
However, as an employer, you can make it easier to discuss it together and make agreements. Regularly review topics such as job satisfaction, health and working conditions. Do you have some financial space to invest in facilities such as work fruit, chair massages or career coaching for your employees? Especially do it! But you can also be preventative with a limited budget. Just giving personal attention, or an extra hour of 'me-time' to relax, can be very motivating and preventative. It's also good for you employer branding, but of course that's not what this blog is about, so that aside.
Sometimes absenteeism is caused by too much work pressure and stress. Read about it here reducing stress in the workplace.
You don't have to reinvent the wheel over and over again, or create endless Excel lists. Let the technology work for you in solving your absenteeism issues. There are so many online options. Use smart alerts, convenient registration systems, tests to uncover talents and bottlenecks, meditation apps or online forms. Want tips and ideas? We are happy to think along with you!
