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Absence Management Developing a Strategic approachAbsence Management Developing a Strategic approach
Helping your business run better
LtLtdd
2
Contents Contents
• Absence Management Ethics
• Data on Absence management
• Causes of employee absence
• Reviewing, Analysing and addressing Trends
• Managing Short Term Absence
• Managing Long term absence
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Absence management EthicsAbsence management Ethics
Competing expectations within organisation
• Fair and consistent Approach – clear statement on standards
• Explicit management commitment
• Procedure of managing absence that demonstrates rigor
• Employee confidentiality
• Clarity on management of problem absence
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Absence management dataAbsence management data
• “Significant” cost to 90% businesses
• Annual cost almost £700 per employee or 8 days or 3.5% of working time
• Employers with less than 100 employees have lowest average absence 6.1
• Average levels of absence 9.8 public sector compared with 7.4 in private sector
• 64% absence < 7 days; 16% 7 days to 4 weeks; 20% 4 weeks or more
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Causes of absence Causes of absence
Manual Non Manual
Minor Illnesses* Minor Illnesses*
Back Pain Stress**
Muscular Skeletal injuries Muscular Skeletal injuries
Home/Family Responsibilities Back pain
Stress Home/Family responsibilities
Reoccurring Medical injuries /accidents not related to work
Reoccurring medical other not related to ill health
*Colds, Flu, Stomach upsets and headaches
**Stress related absence continues to rise with 32% of those surveyed reporting increase in stress related absence
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StressStress
• 1/3 of Employers report that of stress is increasing
• Likely causes – workload management style relationships at work
• 2/3 of employers are looking into why?
• 50% of Employers looking to manage stress are using flexible working as part of strategy
• 27% employers use HSE stress management standards
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Reviewing absence managementReviewing absence management
• Do we have a problem ?
– Review
– Analyse Trends
– Interpret and respond
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Recording of Data – Monthly Recording of Data – Monthly
• Identify employee
• Where can they be contacted
• Date of first absence
• Cause of absence
• Is the absence work related
• Working days spent absent
• Expected length of absence
• Return to work date
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Testing the quality of your DataTesting the quality of your Data
• Collation of data on individual basis
• If not you who has this responsibility and where are they within the organisation
• Ensure the circulation and presentation if the data is made regularly
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Analysing Trends Analysing Trends
• Lost time rate
• Frequency rate
• Individual frequency rate
• Bradford factor
• Sector and geographical variance
• Benchmarking
• Absence patterns – e.g. Short and long term analysis, individuals, departments, locations and Fridays and Mondays
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Trends – and strategy for addressing Trends – and strategy for addressing
• Retention problem underlying absence
• Young female absence
• Past absence patterns
• Negative employee attitude
• Stress
• Family responsabilities
• Travel difficulties
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Setting a strategySetting a strategy
• Standards
– Attendance is the norm
– Impact, efficiency, cover, quality and customer
– Support the genuine to facilitate return
• Clear procedures
– Notification and updating of managers
– Certification required
– What will happen on return to work
– Consequences of not following procedure
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Embedding your strategyEmbedding your strategy
• Communication
• Recruitment, induction and selection
• Performance Management, Reward and incentive
• Work organisation and job design
• Flexible working policies
• Occupational Health initiatives
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Managing short term absence Managing short term absence
• When does this become problematic
• Is the absence justified on medical grounds
• What underlying causes can be addressed
• What steps to take to improve attendance
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Addressing Short term absenceAddressing Short term absence
• Return to work interviews
• Investigations
• Review meetings
• Occupational Health advisors
• Contact with GP’s and use of medical information
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Procedure for managing Short term absence Procedure for managing Short term absence
• Full and proper investigation – fact based
• Explore underlying medical
• Prompt management action
• Expectation setting
• Where no improvement consequences that could follow
• DDA and pregnancy
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Managing long term absence Managing long term absence
• Do you know when they are likely to return to work
• What steps can you take to obtain a clearer prognosis of return
• What practical steps can you take to help individuals return to work
• What support and contact is appropriate while they are absent
• What action should you take as an employer to prepare for the return to work at the appropriate time
• What support may they require when they do return to work
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Addressing Long term absence Addressing Long term absence
• Consult fully at all stages and maintain regular contact
• Seek appropriate medical advice
• Review reasonable options of alternative employment or other means of facilitating return to work
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CommunicationCommunication
Do’s
• Create climate of trust
• Consider training for those who make contact
• Encourage discussion about overcoming barriers to return
• Carry out return to work interviews
• Keep records of contact made
Don’ts
• Wait till LTS happen to create strategy
• Put off making contact or passing responsibility
• Make assumptions about situation
• Put pressure on employee to discuss return
• Mention the pressure on colleagues
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Medical advice Medical advice
• Detail the request for medical report
• Consent
• Refusal
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Alternative employment and work adjustments Alternative employment and work adjustments
• Consideration of part time basis
• Day work for a role that is shift based
• Consideration of heavy lifting
• Whether possible to move other staff to different tasks
Reasonableness – size of employer, complexity of work, cost, deadline pressures and customer contact
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….Absence Management….Absence Management
Any Questions???
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