Absence Management: The Definitive Guide for HR Professionals

However, managing absences can also be complex and challenging, particularly if absences are frequent or have a significant impact on the operation of the business.

In this guide, we will discuss the key considerations for HR professionals in managing absences and provide tips and resources for effectively addressing absence issues.

Why is absence managment important for HR professionals?

Absence management is important for HR professionals in the UK because it helps to ensure that the company’s policies on absences are followed and that the needs of both the employee and the company are met. It can help to reduce the impact of employee absences on the operation of the business and maintain productivity.

Effective absence management can also help to improve employee morale and reduce turnover, as employees may be more likely to stay with a company if they feel that their needs are being met and their time off is being managed fairly. Additionally, effective absence management can help to reduce the risk of absenteeism becoming a chronic problem, as it can help to identify and address the root causes of absences.

HR professionals in the UK also have a responsibility to ensure that the company complies with relevant employment laws and regulations, and effective absence management can help to meet these requirements. For example, HR professionals may need to ensure that employees are provided with the necessary time off for medical appointments or to care for a sick family member, as required by laws such as the Employment Rights Act 1996 and the Working Time Regulations 1998.

Is all absence bad?

Not all absence from work is necessarily bad. There are certain types of absences that are considered to be necessary and reasonable, such as sick leave for when an employee is unable to work due to illness or injury, or time off for bereavement or family emergencies. These types of absences are generally accepted as being a normal part of working life and are often covered by company policies or employment laws.

However, chronic or excessive absences can have a negative impact on the operation of a business and may be seen as problematic. Chronic absenteeism, which is defined as frequently or habitually being absent from work, can disrupt workflow and productivity, and may also lead to increased workload for other employees. It can also be costly for a company, as it may need to find temporary replacements or pay overtime to cover for the absent employee.

Overall, it is important for HR professionals to manage absences in a way that is fair and reasonable for both the employee and the company, and to address any issues of chronic or excessive absences in a timely and appropriate manner.

What is presenteeism and how does that relate to absence management?

Presenteeism is the opposite of absenteeism, and refers to the act of being present at work while not being fully productive or functional due to reasons such as illness, stress, or personal problems. Presenteeism can have negative consequences for both the individual employee and the company. For the employee, it can lead to decreased job satisfaction and productivity, as well as an increased risk of burnout and negative impacts on physical and mental health. For the company, presenteeism can result in decreased productivity and increased costs due to errors or subpar work.

Absence management is related to presenteeism in that it can help to identify and address the root causes of absences, whether they be due to illness, stress, or other factors. By addressing these underlying issues, HR professionals can help to reduce the risk of presenteeism and promote a healthy and productive work environment. This can involve providing resources and support for employees to manage stress or health issues, or implementing policies that encourage employees to take time off when needed.

Effective absence management can also help to reduce the risk of presenteeism by encouraging employees to take necessary time off when they are unable to work due to illness or other reasons. By providing a supportive and fair absence policy, HR professionals can encourage employees to take time off when needed, rather than feeling pressure to come to work even when they are not fully able to do so.

Should lateness be treated as absence?

It is generally appropriate for lateness to be treated differently from absences, as lateness refers to arriving at work after the designated start time, while absence refers to not showing up for work at all.

However, the specific approach to addressing lateness may vary depending on the company’s policies and the circumstances of the case. Some companies may consider lateness to be a minor issue and may not take any disciplinary action unless it becomes a chronic problem. Others may have more strict policies on punctuality and may take disciplinary action for repeated instances of lateness.

It is important for HR professionals to review the company’s policies on lateness and to take a fair and consistent approach in addressing lateness issues. This may involve working with the employee to identify any underlying issues that may be contributing to the lateness and providing support and resources to help the employee improve their punctuality.

Overall, it is important for employees to be punctual and to arrive at work on time in order to maintain a productive and efficient work environment.

Are there methods for identifying inappropriate absence?

There are several methods that HR professionals can use to identify inappropriate absences and address any issues that may arise. These methods may include:

1. Tracking and monitoring absences: HR professionals can keep track of the number of days that employees are absent from work and the reasons for the absences. This can help to identify patterns or trends in absences, such as excessive or chronic absenteeism.
2. Conducting regular check-ins: HR professionals can check in with employees on a regular basis to see how they are doing and if there are any issues or concerns that may be impacting their attendance. This can help to identify any underlying issues that may be contributing to absences.
3. Providing resources and support: HR professionals can provide resources and support to employees to help them manage any issues that may be causing absences, such as stress or health problems. This can include things like providing access to Employee Assistance Programs (EAPs), offering wellness programs, or providing training and support for managers to address attendance issues.
4. Implementing policies and procedures: HR professionals can implement policies and procedures to encourage regular attendance and address issues of inappropriate absences. These may include policies on sick leave, vacation, and personal days, as well as procedures for requesting and approving time off.

By using these methods, HR professionals can identify and address issues of inappropriate absences in a timely and effective manner, and help to maintain a healthy and productive work environment.

In the first instance, is absence best tackled by HR professionals or line managers?

In the first instance, it is generally best for line managers to tackle issues of absence with their employees. Line managers are typically the first point of contact for employees when it comes to absences, and they are in a good position to identify any issues or concerns that may be impacting attendance. Line managers can also provide support and guidance to employees to help them manage their absences more effectively.

However, HR professionals may also be involved in the absence management process, particularly if the absences are chronic or are having a significant impact on the operation of the business. HR professionals can provide guidance and support to line managers in addressing absence issues, and may also be responsible for developing and implementing policies and procedures related to absences.

Overall, it is important for HR professionals and line managers to work together to address issues of absence in a timely and effective manner, and to support employees in maintaining regular attendance and productivity.

How should a line manager approach a conversation about absence with an employee? Would this differ from the approach an HR professional might take?

There are a few key considerations that a line manager should keep in mind when approaching a conversation about absence with an employee:

1. Make sure to schedule the conversation in advance: This will give the employee time to prepare and can help to ensure that the conversation takes place in a calm and respectful manner.
2. Be open and non-judgmental: It is important for the line manager to approach the conversation with an open mind and without making assumptions about the employee’s motivations or intentions.
3. Focus on the facts: The line manager should base the conversation on the facts of the absences, rather than relying on assumptions or hearsay.
4. Emphasize the impact of the absences: The line manager should explain how the employee’s absences are impacting the operation of the business or the work of other employees.
5. Seek to identify any underlying issues: The line manager should try to identify any underlying issues that may be contributing to the absences, such as stress, health problems, or personal issues.
6. Work with the employee to develop a plan to address the absences: The line manager should work with the employee to develop a plan to address the absences, which may include providing support or resources to help the employee manage the issue.

An HR professional might approach a conversation about absence with an employee in a similar manner, but may also be responsible for discussing company policies and procedures related to absences and providing guidance on how to comply with these policies. HR professionals may also be involved in providing resources and support to employees to help them manage their absences more effectively.

Are there any figures for average length or absence by reason in the UK?

It is difficult to provide specific figures for the average length of absence by reason in the UK, as this can vary widely depending on the industry, the size of the company, and other factors. However, some general statistics on absence from work in the UK include:

According to the Office for National Statistics (ONS), the average length of absence due to illness in the UK was 4.3 days per worker in 2020.

The ONS also reported that the most common reasons for absence due to illness in the UK were minor illnesses, such as colds and flu, which accounted for 43% of absences, followed by musculoskeletal problems (18%), mental health problems (15%), and respiratory problems (11%).

The ONS data also showed that the overall rate of absence due to illness in the UK was higher for female employees (5.6%) than for male employees (4.1%), and that the rate of absence increased with age.

It is important to note that these figures are averages and may not reflect the specific circumstances of any given company or industry. HR professionals should be aware of the specific absence patterns and trends within their own organization and take steps to manage absences in a way that is fair and reasonable for both the employees and the company.

When does absence become a disciplinary issue?

Absence can become a disciplinary issue if it is excessive or chronic, or if it is not being managed in accordance with the company’s policies and procedures. This can include things like failing to provide adequate notice of an absence, failing to provide a valid reason for an absence, or failing to follow the necessary procedures for requesting time off.

If an employee’s absences are having a negative impact on the operation of the business or the work of other employees, the company may consider this a disciplinary issue. In these cases, HR professionals may need to take action to address the issue and prevent it from becoming a chronic problem.

It is important for HR professionals to be fair and consistent in their approach to disciplining employees for absence issues. This may involve working with the employee to identify and address any underlying issues that may be contributing to the absences, and providing support and resources to help the employee manage their attendance more effectively.

Ultimately, the decision to discipline an employee for absence issues will depend on the specific circumstances and the company’s policies and procedures. It is important for HR professionals to carefully consider the situation and take a fair and reasonable approach in order to maintain a positive and productive work environment.

In the UK can you sack someone for being absent?

In the UK, it is generally not appropriate to dismiss an employee solely for being absent from work. However, an employee’s absences may be considered as a factor in a decision to dismiss them if the absences are having a negative impact on the operation of the business or the work of other employees.

Before making a decision to dismiss an employee for absences, it is important for HR professionals to carefully consider the specific circumstances of the case and follow the company’s policies and procedures. This may involve conducting an investigation, gathering evidence, and giving the employee an opportunity to explain their absences.

If an employee’s absences are deemed to be excessive or chronic, or if they are not following the company’s policies and procedures for requesting and taking time off, the company may consider taking disciplinary action. This could include issuing a warning, requiring the employee to attend additional training or support, or imposing other disciplinary measures.

If the employee’s absences are deemed to be serious enough to justify dismissal, the company must follow the proper procedures for dismissing an employee, as outlined in the Employment Rights Act 1996 and the Acas Code of Practice on Disciplinary and Grievance Procedures. This includes giving the employee the opportunity to appeal the decision and providing them with the right to claim unfair dismissal.

Can you summarize the proper procedures for dismissing an employee, based on the Employment Rights Act and the Acas Code of Practice?

The proper procedures for dismissing an employee in the UK, as outlined in the Employment Rights Act 1996 and the Acas Code of Practice on Disciplinary and Grievance Procedures, include the following steps:

1. Conducting a fair and thorough investigation: HR professionals should gather all relevant evidence and consider all relevant circumstances before making a decision to dismiss an employee.
2. Giving the employee notice: The employee must be given notice of the decision to dismiss them, in accordance with their contract of employment or statutory minimum notice periods.
3. Providing the employee with the reason for the dismissal: The employee must be given a clear and specific reason for the dismissal, and be given the opportunity to respond to the allegations.
4. Allowing the employee to appeal the decision: The employee must be given the opportunity to appeal the decision to dismiss them, and the appeal must be considered fairly and objectively.
5. Providing the employee with the right to claim unfair dismissal: If the employee is dismissed, they have the right to claim unfair dismissal if they believe the dismissal was unjustified.

It is important for HR professionals to follow these procedures carefully in order to ensure that the dismissal process is fair and compliant with employment laws and regulations.

Can you provide a model absence management policy?

Sure, here is a model absence management policy that an organization could consider adapting to fit the specific needs and circumstances of the company:

Absence Management Policy

Purpose:

The purpose of this policy is to ensure that absences from work are managed in a fair and consistent manner, and to promote a healthy and productive work environment.

Scope:

This policy applies to all employees of the organization.

Policy:

Employees are expected to attend work regularly and punctually.

Absences from work must be reported to the employee’s manager as soon as possible, and in accordance with the company’s procedures for requesting time off.

Employees are required to provide a valid reason for their absence and may be required to provide appropriate documentation, such as a doctor’s note, to support their absence.

The company may request a return to work assessment or other medical information if an employee’s absences are frequent or prolonged.

Absences that are not covered by the company’s policies on sick leave, vacation, or personal days may be unpaid unless otherwise specified.

Employees who are absent from work due to illness for more than a specified number of consecutive days may be required to provide a fitness for work certificate before returning to work.

Chronic or excessive absences may result in disciplinary action, up to and including termination of employment.

Employees who are absent from work due to illness or injury may be eligible for sick pay or other benefits, in accordance with the company’s policies and any applicable employment laws.

The company may offer support and resources to employees to help them manage their absences and maintain a healthy and productive work environment.

This is just one example of an absence management policy, and the specific provisions may vary depending on the needs and circumstances of the company. It is important for HR professionals to review and adapt the policy as needed to ensure that it meets the needs of the organization and is compliant with employment laws and regulations.

Are there any other aspects of absence management to be aware of?

There are a number of other aspects of absence management that we have not covered in the previous conversation, including:

Absence reporting and tracking: HR professionals may use various methods to track and record employee absences, such as attendance systems, time and attendance software, or manual record-keeping. It is important to have a clear and consistent process in place for reporting and tracking absences in order to accurately track patterns and trends in absences and identify any issues that may need to be addressed.

Return to work processes: HR professionals may have specific procedures in place for employees returning to work after an absence, such as requiring a return to work assessment or a fitness for work certificate. These processes can help to ensure that employees are fit and able to perform their duties upon returning to work, and can help to prevent further absences.

Leave policies: HR professionals may also need to consider leave policies and procedures, such as policies on sick leave, vacation, and personal days. These policies can help to ensure that employees are able to take the time off that they need when needed, while also maintaining the operation of the business.

Disability accommodations: If an employee has a disability that impacts their attendance, HR professionals may need to consider making accommodations to help the employee manage their absences. This could include providing flexible work arrangements, modifying the employee

What resources are available online to help HR professionals understand absence management?

There are several online resources available to help UK HR professionals understand and manage issues related to absence. These include:

• The Acas (Advisory, Conciliation and Arbitration Service) website (https://www.acas.org.uk/): This website provides a range of resources and guidance on a variety of HR and employment law topics, including absence management.
• The CIPD (Chartered Institute of Personnel and Development) website (https://www.cipd.co.uk/): The CIPD is a professional body for HR and people development, and their website provides a range of resources and guidance on issues related to absence management, including articles, webinars, and training courses.
• The Office for National Statistics (ONS) website (https://www.ons.gov.uk/): The ONS publishes statistics on a variety of topics, including absence from work in the UK. Their website provides data on the rate of absence due to illness, the most common reasons for absence, and other trends related to absence.
• The UK Government website (https://www.gov.uk/): The UK Government website provides information and guidance on employment laws and regulations related to absences, including the right to time off for medical appointments, caring responsibilities, and other reasons.

These are just a few examples of the resources that are available online to help UK HR professionals understand and manage issues related to absence. HR professionals may also find it helpful to consult with industry-specific professional organizations or seek guidance from legal experts on specific issues related to absence management.

Conclusion

In conclusion, effective absence management is critical for maintaining a productive and efficient work environment and supporting employee well-being. HR professionals play a crucial role in managing absences, and should have clear policies and procedures in place to ensure that absences are tracked and addressed in a fair and consistent manner. By following best practices for absence management, HR professionals can help to reduce the impact of absences on the operation of the business and support employees in maintaining regular attendance and productivity.