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How-to Guide: Managing Absence

Do You Have An Absence Problem?

Absence management can often be an onerous and complicated task. According to research by the CIPD, on average employee absence costs employers 8 working days for every member of staff per year; this represents 3.5% of working time.

To make it easier you’ll need a clear absence policy, backed by support services such as occupational health, an employee assistance programme, and benefits such as private medical and income protection.

You’ll also need to be confident, professional and prescriptive in your management process and de-personalise the approach. All employees should be treated the same and a key transaction is the absence management interview. In this interview Managers should:

1. Hold the interview in private
2. Keep the interview confidential
3. Never give advice, especially medical
4. Not probe symptoms
5. Ask open questions and keep talking to a minimum
6. Observe body language
7. Not get involved in personal problems
8. Not be critical, and avoid conflict
9. Emphasise positive achievements and avoid the negative
10. Focus on behaviour, not personality
11. See the employee’s side
12. Seek clarity
13. Encourage employee participation
14. Focus on small positive changes
15. Assure commitment to the employee
16. Give the employee responsibility for change
17. Maintain communications and support
18. Ensure employees are aware of organisational concern for well-being
19. Own the problem
20. Finish on a high

The same survey by the CIPD also rated attendance reviews as one of the most effective approaches for managing short-term absence. The most highly rated approaches to managing long-term absence are occupational health support and the provision of rehabilitation programmes.

If you’d like to find out how Ceridian’s Absence Management Service  can  help your employees stay focused on and committed to work, please contact 0800 0482 737.