Tips for managing and reducing staff absenteeism

Occasionally, we might need to be absent from work unexpectedly. But when absenteeism becomes a regular problem in your business, how should you manage it? And as a manager, is there anything you can do to prevent it? With absence rates in the UK on the rise, we’ve put together some tips for addressing and reducing staff absenteeism.

What causes high levels of absenteeism at work?

Absenteeism is when an employee doesn’t come to work on a regular basis. It can also be when someone fails to stay at work after they’ve started. This doesn’t include planned, authorised absences such as annual leave.

High levels of absence could be caused by many things, including:

• mental health problems
• burnout or stress
• low morale or motivation
• personal responsibilities
• illness or injury

It’s important to address high levels of absence and find out why it’s happening. All employers have a responsibility to look after the wellbeing of their staff. If you can identify the reasons why an employee is regularly missing work, you can provide them with the support they need to improve their attendance.

Managing absenteeism

The first step is to check if your business has an absence management or attendance policy for managing staff absence. If not, it’s recommended that your business creates one.

The policy should include information on sick pay, and let employees know who they should contact if they’re unable to come to work. It should also provide a clear explanation on how persistent absence will be managed, including absence trigger points (the amount of absence when action should be taken). Setting trigger points can help managers assess absence levels and know when action is needed. Having a system in place to record absences will also help you to identify any attendance patterns and spot any issues earlier.

For guidance on managing a specific case of absenteeism, speak to a Human Resources (HR) representative. They will be able to provide you with advice, and give information on managing time off and preparing for an effective return to work.

Obtaining clinical advice from an Occupational Health professional is also important if an employee has any underlying health conditions. This will help to make sure that you have all the information you need to meet the requirements of the 2010 Equality Act, including the legal duty to consider reasonable adjustments.

Make employee wellbeing a priority

Musculoskeletal (MSK) problems, such as neck and back pain, are one of the main causes of absence from work. They’re also linked with anxiety and depression. But there are things you can do to reduce the risk of MSK injuries affecting your workforce.

• Carry out regular risk assessments to identify any workplace hazards, to help prevent MSK injuries caused by trips or falls.
• If your staff use a desk, do regular workstation assessments. You should also provide training on workstation set up, to help prevent injury.
• Try and encourage employees to take regular breaks throughout the day.

Research has shown that diets low in vitamin D and calcium, and a lack of physical activity can increase the risk of musculoskeletal problems. To help combat this, you could provide fresh fruit and vegetables in the workplace. Providing healthy foods at work can make it easier to achieve a balanced diet full of vitamins and minerals.

Promote walking or cycling to work where possible. Adding showers and bike storage facilities to the workplace can make it easier for staff to build exercise into their daily routines.

Reduce workplace stress

Look at ways to reduce workplace stress, as this can also help managers to address excessive absence. Create a healthier corporate culture by discouraging staff from over-working or frequently staying late. You could also encourage line managers to check-in with their team regularly, and make sure workloads are manageable.

Some people might not feel comfortable talking about personal issues with their line manager. So, you might want to consider offering an employee assistance programme (EAP). EAPs often include access to specialists who are able to provide support on a range of personal and work-related issues.

Long term absence from work

Returning to work after a long period of absence can be challenging for employees. But studies have shown that staff are more likely to return to the workplace if they feel supported during their absence.

It’s important to maintain good communication during this time, and it’s a good idea to agree how and when you will stay in touch with employees during their time away from work.

Place emphasis on the employee and their recovery, rather than any outstanding work. You should also make sure they’re aware of the terms of your absence policy and any sickness pay they’re entitled to.

Consult with your HR department or an HR representative before planning a phased or flexible return to work following a long-term absence.

Increase motivation

If you think low morale or motivation could be contributing to absenteeism in your workplace, here are our top tips to give your business a boost.

1. Get flexible. Consider offering flexible working hours to improve work-life balance. This can enhance employee wellbeing and provides the flexibility to better manage personal responsibilities such as childcare. Research has shown that this approach can also help to improve productivity while at work.

2. Incentivise. Are there different things you can do to incentivise your team and improve internal working relationships? This could include things like providing lunch, or planning fun teambuilding days to boost morale and help create a more united team.

3. Listen. Make sure your staff feel heard. Include employees in decision making where possible and listen to their opinions.

4. Show you care. Recognise and reward excellent performance, as no one wants to feel overlooked or undervalued for their hard work.

Identifying the causes of absenteeism can help you put the appropriate steps and support in place to create a happier and healthier workplace.

Sources

• Office for National Statistics. Census 2021. Sickness absence in the labour market: 2021. Gov.uk. Published April 2022. Accessed October 2022.
• CPD Online College. Knowledge Base. Reducing absenteeism in the workplace. Cpdonline.co.uk. Published July 2020. Accessed October 2022.
• CIPD People skills hub. Absence. Cipd.co.uk. Published 2022. Accessed October 2022.
• Health and Safety Executive. Mental health conditions, work and the workplace. Hse.gov.uk. Accessed October 2022.
• Linked in. How to address absenteeism in the workplace. Linkedin.com. Published June 2019. Accessed October 2022.
• Health and Safety Executive. Managing sick leave and return to work. Hse.gov.uk. Accessed October 2022.
• CIPD. Absence measurement and management. Cipd.co.uk. Published May 2022. Accessed October 2022.
• CIPD HR inform. Adjusting triggers for absence management. Hr-inform.co.uk. Published 7 April 2022. Accessed November 2022.
• CIPD. Health and wellbeing at work report 2022. Cipd.co.uk. Published April 2022. Accessed October 2022.
• Ng YM, Voo P, Maakip I. Psychosocial factors, depression, and musculoskeletal disorders among teachers. BMC Public Health. 2019 Feb 26;19(1):234. doi: https://doi.org/10.1186%2Fs12889-019-6553-3
• Office for health Improvement and disparities. Musculoskeletal health: applying all our health. Gov.uk. Updated March 2022. Accessed October 2022.
• Health and Safety Executive. Musculoskeletal disorders at work. Hse.gov.uk. Accessed October 2022.
• Health and Safety Executive. Risk assessment. Hse.gov.uk. Accessed October 2022.
• Health and Safety Executive. Working safely with display screen equipment. Hse.gov.uk. Accessed October 2022.
• Health and Safety Executive. Working safely with display screen equipment – training and information. Hse.gov.uk. Accessed October 2022.
• MOHS workplace health. Workstation assessments. Mohs.co.uk. Accessed October 2022.
• Health and Safety Executive. Exercises to reduce musculoskeletal discomfort for people doing a range of static and repetitive work. Hse.gov.uk. Published 2011. Accessed October 2022.
• Office for Health Improvement and Disparities. Musculoskeletal health: applying all our health. Gov.uk. Updated March 2022. Accessed November 2022.
• Business in the community. Physical activity, healthy eating and healthier weight: a toolkit for employers. Bitc.org.uk. Published May 2018. Accessed November 2022.
• Wong K, Chan AHS, Ngan SC. The Effect of Long Working Hours and Overtime on Occupational Health: A Meta-Analysis of Evidence from 1998 to 2018. Int J Environ Res Public Health. 2019 Jun 13;16(12):2102. doi: https://doi.org/10.3390%2Fijerph16122102.
• Health and Safety Executive. Stress. What are the management standards? Hse.gov.uk. Accessed October 2022.
• Bupa. Employee assistance programme. Bupa.co.uk. Accessed November 2022.
• CIPD. Managing a return to work after a long-term absence. Published June 2021. Accessed October 2022.
• CIPD. Managing a return to work after a long-term absence. Guide for HR. Published June 2021. Accessed October 2022.
• CIPD. Flexible working in the UK. Cipd.co.uk. Published June 2019. Accessed October 2022. CIPD. Flexible working arrangements and the impact of the COVID-19 pandemic. Cipd.co.uk. Published May 2021. Accessed October 2022.
• Indeed. Team-Building Tips and Activities to Boost Employee Morale and Engagement. Indeed.com. Accessed October 2022.
• Indeed. Career development. How to boost employee morale in 6 steps. Indeed.com. Published August 2021. Accessed October 2022.
• Smith CK, Spears-Jones C, Acker C, Dean HD. Supporting Public Health Employee Engagement and Retention: One U.S. National Center's Analysis and Approach. Workplace Health Saf. 2020 Aug;68(8):366-373. doi: https://doi.org/10.1177/2165079920911564. Epub 2020 Apr 27.
• CIPD. Work motivation: an evidence review. Published January 2021. Cipd.co.uk. Accessed October 2022.