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  • 1. Absence Management Developing a Strategic approach Helping your business run better Ltd
  • 2. 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
  • 3. Absence 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
  • 4. Absence 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
  • 5. 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
  • 6. Stress
    • 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
  • 7. Reviewing absence management
    • Do we have a problem ?
      • Review
      • Analyse Trends
      • Interpret and respond
  • 8. 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
  • 9. Testing 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
  • 10. 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
  • 11. Trends and strategy for addressing
    • Retention problem underlying absence
    • Young female absence
    • Past absence patterns
    • Negative employee attitude
    • Stress
    • Family responsabilities
    • Travel difficulties
  • 12. Setting 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
  • 13. Embedding your strategy
    • Communication
    • Recruitment, induction and selection
    • Performance Management, Reward and incentive
    • Work organisation and job design
    • Flexible working policies
    • Occupational Health initiatives
  • 14. 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
  • 15. Addressing Short term absence
    • Return to work interviews
    • Investigations
    • Review meetings
    • Occupational Health advisors
    • Contact with GPs and use of medical information
  • 16. 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
  • 17. 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
  • 18. 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
  • 19. Communication
    • Dos
    • 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
    • Donts
    • 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
  • 20. Medical advice
    • Detail the request for medical report
    • Consent
    • Refusal
  • 21. 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

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