Managing sickness absence can be a sensitive and costly area of people management.
On one hand, you have a duty of care to support employees who are unwell. On the other, persistent or poorly managed absence can disrupt business operations, reduce productivity, and place additional pressure on colleagues.
Getting the balance right isn’t always straightforward. But with the right foundations in place, you can reduce risk, protect performance, and create a healthier, more resilient workforce.
With this in mind, here’s what our HR lead, Paula Ingham has to say on the topic…
1. Ensure you have the right policies in place
Before dealing with individual cases, make sure your framework is clear.
A well-written sickness absence policy should outline reporting procedures, certification requirements, sick pay entitlements, trigger points for review meetings and how long-term absence will be handled. Without this clarity, decisions can become inconsistent and inconsistency is where legal risk can creep in.
Your policy should also align with current legislation, including statutory sick pay rules, and be easily accessible to employees and managers alike. With further changes on the way under the forthcoming Employment Rights Bill, including reforms to sick pay eligibility and day-one rights, now is the time to ensure your documentation is up to date.
2. Train managers effectively
Policies alone don’t manage absence; people do.
Line managers are usually the first point of contact when someone calls in sick, yet many receive little training on how to handle these conversations confidently and appropriately. This can lead to difficult discussions being avoided, warning signs being missed, or action being taken too quickly without proper process.
Equipping managers with the skills to conduct return-to-work meetings, spot patterns, manage sensitive conversations and escalate concerns correctly can significantly reduce absence levels and protect your organisation from claims of unfair treatment.
3. Create the right culture
Workplace culture plays a significant role in absence levels.
An environment where employees feel supported, valued and able to speak openly about workload or wellbeing concerns is far less likely to see stress-related absence escalate. Promoting a healthy work-life balance, setting realistic expectations and encouraging regular breaks can make a measurable difference.
At the same time, a strong culture should discourage presenteeism (where employees feel pressured to work while unwell) as this can lead to longer-term issues and reduced productivity.
4. Address the root cause
Not all sickness absence is straightforward. Repeated short-term absence, patterns linked to certain days, or extended periods away from work may indicate underlying issues. These could relate to:
- Workload
- Management style
- Workplace conflict
- Mental health
- Personal external pressures
Without addressing the root cause, absence is likely to continue.
Structured absence review meetings, occupational health referrals where appropriate, and clear action plans can help you understand what’s really happening and also demonstrate that you are taking reasonable, fair steps to manage the situation.
5. Record absences properly
Accurate record-keeping is often overlooked, but it is critical.
Maintaining clear records of absence dates, reasons provided, return-to-work discussions and actions taken ensures you can identify trends and apply trigger points consistently. It also provides essential evidence should a capability process, grievance or tribunal claim arise.
In employment matters, process and documentation are your strongest protection. Many employers also use a sickness trigger review process or absence reporting scale, commonly known as the Bradford Factor, to objectively measure absence patterns over a set period (typically 52 weeks). The Bradford Factor operates on the principle that frequent, short-term absences can be more disruptive than a single prolonged period of sickness, helping businesses apply review points consistently and fairly.
Sickness absence will always be part of running a business. The question isn’t whether it will happen but how effectively you manage it.
Handled well, absence management protects productivity, supports employee wellbeing and reduces legal risk. Handled poorly, it can damage morale, increase costs and expose your business to unnecessary claims.
If you would like support reviewing your sickness absence policy, training your managers or understanding the overall health of your HR practices, we’re here to help.
Complete our free online HR health check to assess your people management performance in just a few minutes or get in touch for a confidential discussion about how to strengthen your approach to absence management.