Managing long-term absence and supporting employees returning from leave
Having an employee on long-term leave can be one of the most challenging aspects of running a small business. You might not have the luxury of an HR department or a large team who can take on the workload, but you need to balance dealing with this and the effects it has on the business alongside compassion for your employee.
If managed poorly, it can negatively affect the morale and productivity of your employee and the wider team and potentially see you at risk of breaking employment law.
What counts as long-term absence?
While there isn’t a legal definition of ‘long-term absence’, it’s usually considered to be a continuous period of absence lasting for more than four weeks.
Each case is different, but common causes include:
Serious physical health conditions
Mental health issues such as stress, anxiety, or depression
Recovery from surgery or injury
Chronic or ongoing conditions.
While there are a lot of factors to take into account when it comes to an employee being on long-term absence, we’ve put together a list of basic things you need to consider as a business owner or line manager:
Keep lines of communication open - agree early on with your employee how they’d like to keep in contact, but remember, there is no legal obligation for them to do so
Stay supportive - it’s important to check on your employee’s wellbeing and keep them connected to the business, but you should avoid pressuring them to return or, making any assumptions about their condition
Request fit notes - after seven days of absence, a fit note is required from a healthcare professional, which should state if they are not fit to work or may be fit but may need reasonable adjustments made
Keep clear records - in order to protect the business, you should keep notes of any dates of contact with the employee, what was discussed and, what support was offered Review the impact on the business - you might need to look into employing someone to cover the role on a temporary basis, redistributing the workload or closely monitoring how long the role can be kept open.
Supporting a return to work
Handling the return of an employee to work is just as important as managing their absence. Handled correctly, you can support recovery, rebuild confidence and reduce the likelihood of further absence.
Plan ahead - arrange a meeting where you can discuss how the employee feels about returning to work, understand any concerns they might have and agree on what support they might need
Consider a phased return - a full and immediate return might be a bit full on to start with, so it’s worth discussing the employee potentially returning on reduced hours or with fewer responsibilities, and remember to be guided by their healthcare professional
Make reasonable adjustments - if required, you could adjust working hours, adjust workloads, promote hybrid or remote working or provide any additional equipment or support needed
Monitor and review - the employee’s return isn’t the end of the process, it’s important to continue to monitor how they’re getting on and whether any further adjustments are needed.
Don’t forget the wider team
An employee’s long-term absence may also affect the wider team in the business, so it’s important to be mindful of the work that needs to be covered and help the team adjust their responsibilities both when the employee is off and when they return.
If things don’t go to plan
Sometimes, despite everyone’s best efforts, a return to work might not be on the cards. If this is the case, it’s important to ensure you’ve followed a fair process, gathered appropriate medical evidence, considered all alternative roles if available and communicated with your employee clearly and sensitively.
As a business owner or line manager, taking a consistent and compassionate approach to long-term absences can make a huge difference to your employee’s recovery and the stability of the business.
Regular communication, good record-keeping, and thoughtful planning around returns to work all help reduce risk and create a more positive outcome for everyone involved.
There will always be cases that are more complex than others, but having a clear process in place means you are far better equipped to handle them fairly and confidently.
If you’re a small business owner or a line manager dealing with long-term absence, you don’t have to do it alone. We can help you handle things professionally and confidently, put clear return-to-work processes into place and manage difficult or sensitive situations with your employees.
Get in touch today for practical HR support for small businesses.