How to deal with sickness absence during winter

Dealing with sickness during the winter period can be challenging for HR as it often coincides with increased demand for time off, festive schedules and other factors like weather-related absences. Here's a guide to managing sickness over this time.

1. Review company policies:

• Sickness reporting: Ensure employees know the procedure for reporting sickness, including when and how to contact HR or their manager.
• Sick leave entitlement: Remind employees of their entitlement to sick leave. Make sure that your policies are clear about how sick leave is managed during holiday periods.
• Holiday pay: Review how sickness affects holiday pay. For example, if an employee falls sick during a scheduled holiday or time off, clarify whether that affects their holiday entitlement.

2. Plan ahead:

• Assess staffing needs: Analyse staffing levels over Christmas and make adjustments to ensure adequate coverage. Consider asking employees to submit holiday requests in advance.
• Temporary support: If you anticipate an increase in sickness or absenteeism, consider bringing in temporary workers or having flexible arrangements where employees can work from home if possible.

3. Encourage early communication:

• Report absences quickly: Ask employees to notify their manager or HR as soon as they know they will be off sick, especially if this affects their planned time off or the holiday schedule.

 4. Flexible work options:

• Remote work: If possible, consider offering remote work or flexible hours for employees who are sick but are still able to work. This helps prevent staffing shortages without employees feeling pressure to come to work when they’re unwell.
• Shortened shifts: If employees are sick but still able to work for part of the day, offer flexible or shorter shifts to allow them to rest and recover.

5. Provide support for sick employees

• Wellbeing support: Support employees struggling with illness or mental health challenges during the holidays.
• Keep in touch: HR or managers should stay in touch with sick employees, especially during long-term illness, to offer support and ensure their return-to-work plan is managed smoothly.

6. Managing abuse of sick leave

• Monitoring patterns: Monitor employees who frequently take sick leave during holidays. If patterns emerge, the situation needs to be addressed per your company’s attendance policy.
• Medical certificates: If you suspect abuse or an employee is absent for an extended period, you may require a doctor’s note or other documentation to verify the sickness.

7. Promote Health and Safety

• Workplace adjustments: If flu or cold season is particularly harsh, ensure the workplace is regularly cleaned and employees have access to hand sanitisers or masks if needed.

8. Offer compassionate leave

• Personal issues or family illness: Recognise that Christmas can be stressful for some employees, particularly those with family health issues. Offering compassionate leave in appropriate circumstances can help maintain good employee relations.

9. Managing return-to-work

• Phased return: For employees who have been off sick for a while, consider offering a phased return to work. This helps them ease back into their role, especially if they return after a long period of illness.
• Stay in contact: Keep communication open with employees off sick to avoid misunderstandings about their return date or work expectations.

Have questions or need assistance? Reach out to us at hr@skaltd.co.uk and #oneoftheteam will be here to help.