Managing and reducing employee absence is a crucial aspect of running a successful business. Absenteeism can have a significant impact on productivity, profitability, and team morale. In this guide, we explore why absence management matters, how to track and understand the causes of absence, and actionable steps you can take to reduce it within your organisation.
Why Managing and Reducing Absence is Important
While occasional sickness is inevitable, persistent and unmonitored absence can quickly add up. The true cost of absence is more than just an employee’s salary; it leads to resourcing issues, increased workloads for colleagues, reduced productivity, missed deadlines, and potential disruptions to client relationships.
By actively managing and reducing absence, you can improve efficiency, enhance team morale, and ultimately, protect your bottom line.
How to Track Absence
The most effective way to monitor absence is by using HR software such as Breathe. Such tools enable businesses to:
- Automatically record absence
- Monitor absence trends over time
- Generate reports to identify patterns
- Understand the true impact of absenteeism
By keeping accurate records, you can spot recurring patterns, highlight potential areas of concern, and take action before absenteeism becomes a major issue.
Understanding the Cause of Absence
Return-to-Work Interviews
One of the simplest ways to gain insight into why employees are taking time off is through return-to-work interviews. These informal conversations allow managers to:
- Understand the reasons behind an absence
- Identify any potential workplace issues that may be contributing to absenteeism
- Discourage non-genuine absences
Many businesses find that simply introducing return-to-work interviews significantly reduces instances of casual absenteeism.
Common Reasons for Absence in the UK
According to the Office for National Statistics, the top causes of workplace absence include:
- Minor illnesses (such as colds and flu)
- Musculoskeletal issues (such as back pain)
- Mental health challenges (including stress and anxiety)
- Long-term health conditions
Understanding the root causes of absence within your business is key to implementing effective solutions.
How to Take Action to Reduce Absence
Once you have identified the reasons behind employee absence, you can take proactive steps to reduce it. While every business is different, the following strategies are effective for most workplaces:
✅ Cultivate a culture of wellbeing – Prioritise employee health to create a positive and supportive work environment.
✅ Flexible working arrangements – Offer flexible schedules to help employees maintain a healthy work/life balance.
✅ Training and development opportunities – Investing in employee growth fosters engagement and reduces job dissatisfaction.
✅ Clear communication – Open dialogue between management and employees helps address concerns before they escalate.
✅ Recognition and rewards – Showing appreciation boosts morale and encourages commitment.
✅ Promote open conversations about mental health – Reducing stigma around mental health can encourage employees to seek support when needed.
✅ Provide mental health resources and support – Offering resources such as counselling or employee assistance programmes can be beneficial.
✅ Encourage regular breaks – Encouraging employees to take breaks can prevent burnout and improve productivity.
✅ Promote a healthy work/life balance – Setting clear boundaries around working hours helps prevent overworking and stress.
✅ Train managers in mental health awareness – Equipping managers with mental health training enables them to better support their teams.
✅ Identify and address workplace stressors – Proactively identifying sources of stress allows businesses to implement solutions before issues escalate.
✅ Use the Bradford Score for stress management – Tracking short-term absences using the Bradford Score can help identify patterns linked to stress.
✅ Implement stress-reducing initiatives – Wellness programmes, mindfulness sessions, and stress management workshops can help create a healthier work environment.
Need Help Reducing Absence in Your Business?
If absenteeism is becoming a challenge in your business, it’s time to take action. Whether you need help implementing HR software, setting up return-to-work interviews, or creating a wellbeing-focused workplace, we can help. Our FREE guide is a great place to start. Request your free copy today!
Get in touch with us today to discuss how you can improve absence management and create a more productive, engaged workforce.