A complete guide to absence management in the workplace

Employee absences are inevitable but managing them effectively is key to maintaining a productive workforce.

According to recent data from CIPD, the average employee takes 7.8 days off a year due to sickness, the highest it’s been in a decade, with stress, depression, and anxiety being leading causes.

This is why a well-structured absence management plan is essential for maintaining fairness in handling absences, ensuring employees are treated with understanding, consistency, and support.

In this blog post, we’ll explore the different types of absence, the importance of effective absence management policies, the benefits of implementing a clear strategy in your workforce, and how we can support you.

Types of absence

Effective absence management begins with understanding the different types of absences employees may take. These fall into two main categories: planned absence and unplanned absence.

Planned absence

Planned absences are those that employees schedule in advance, allowing employers to plan for their time off and manage workloads accordingly. This includes:

• Annual leave

Annual plays a vital role in employee well-being. It provides employees with the opportunity to rest, recharge, and enjoy personal time, helping them return to work refreshed, motivated, and more productive.

• Jury duty

Employees called to jury duty are legally required to attend, therefore employers must provide time off. Some employers may provide paid leave during this time, while others require employees to claim statutory compensation.

• Maternity/paternity leave

New parents are entitled to maternity or paternity leave, allowing them to care for their newborn or adopted child. The length of leave and pay entitlements depend on national regulations and company policies.

In the UK, eligible mothers can take up to 52 weeks of maternity leave and receive Statutory Maternity Pay (SMP) for 39 weeks, while fathers can take up to 2 weeks of paid paternity leave.

• Adoption leave

Similarly to maternity leave, one adoptive parent can take up to 52 weeks of leave to bond with and care for their child and claim 39 weeks of Statuary Adoption Pay. The other partner can claim 2 weeks of leave.

This leave ensures adoptive parents have the necessary time to support their child’s transition and settle them into their new home.

• Parental leave

Parental leave allows eligible employees to take unpaid time off to care for their child’s welfare. In the UK, each parent can take up to 18 weeks of unpaid leave for each child, up until their 18th birthday, with a maximum of 4 weeks per year.

This leave is often used for important situations such as settling a child into childcare or school, attending appointments, or simply spending quality time with their child during key stages of development.

• Medical appointments

Employees may require time off for medical consultations, treatments, or check-ups. While some employers request that appointments be scheduled outside of working hours, this is not always possible, especially for ongoing medical conditions.

• Religious and public holidays

Many workplaces acknowledge public holidays, and some also offer leave for religious celebrations. Employers should be mindful of diverse beliefs and make reasonable accommodations whenever possible.

• Professional development leave

Some employers encourage employees’ career advancement by providing time off for training courses, certifications, or educational pursuits that improve their skills and contribute to the company’s objectives.

Unplanned absence

Unplanned absences occur without prior notice and can disrupt workplace operations. Examples of these include:

• Sickness / illnesses

Short-term illnesses, such as colds or flu, and long-term health conditions can cause employees to take time off work. Employers often require medical certificates for extended sick leave and may offer sick pay depending on company policies.

• Bereavement leave

Also known as compassionate leave, bereavement leave provides employees with time off to grieve and make arrangements after a loved one’s death. The duration of this leave often depends on company policies and the relationship to the deceased.

• Injury

Work-related or personal injuries can prevent employees from carrying out their duties. In some cases, employers may provide phased return-to-work plans to help injured employees in gradually reintegrating into the workforce.

• Mental health issues

Anxiety, depression, and burnout are increasingly recognised as valid reasons for workplace absence. Employers are encouraged to provide mental health support and flexible work arrangements to help affected employees.

• Stress

Work-related stress can result in extended absences if not managed properly. Companies can mitigate this by encouraging a healthy work-life balance, reducing excessive workloads, and creating a supportive work environment.

• Emergency leave

Unexpected personal emergencies, such as a family crisis or childcare concerns, may require immediate leave. Many organisations provide compassionate policies to help employees in navigating unexpected life challenges with minimal stress.

Why is an absence management policy important?

An absence management policy establishes clear guidelines for dealing with employee absences, ensuring consistency, fairness, and compliance with employment laws.

It helps businesses track and manage absences effectively, reducing disruptions while maintaining productivity.

Without a structured policy, frequent or prolonged absences can cause operational issues, increased workloads for other employees, and potential financial losses.

A well-defined policy not only sets expectations but also promotes open communication and assistance when necessary.

It should include:

• Absence reporting procedures: Outline how and when employees should report an absence, who they should contact, and any required documentation (e.g., self-certification forms, medical notes).
• Sick pay entitlement: Specify whether statutory sick pay (SSP) or company sick pay is provided, including eligibility criteria and payment duration.
• Return-to-work process: Detail any return-to-work interviews, medical assessments, or adjustments to help employees reintegrate after a prolonged absence.
• Process for monitoring absences: Explain how absences are recorded, how patterns of absence are monitored, and what actions may be taken if concerns arise.
• Excessive absence procedures: Define thresholds for excessive absence and the actions taken when these are exceeded, such as informal meetings, formal warnings, or capability procedures.
• Support and adjustments: Outline any employee assistance programs (EAPs), occupational health referrals, or workplace adjustments that are available to support employees.
• Legal considerations: Ensure compliance with employment laws, including reasonable accommodations for employees with disabilities under the Equality Act.
• Disciplinary actions for unauthorised absences: Establish guidelines for dealing with unauthorised absences, including potential disciplinary measures.

What is an absence management method?

An absence management method refers to the strategies, policies, and tools used by businesses to effectively monitor, manage, and reduce employee absences.

Businesses can address absenteeism by implementing a structured absence management system, which includes clear policies, supportive initiatives, and efficient tracking mechanisms.

Types of absence management methods

Businesses may employ a variety of methods, including:

Proactive absence management

Proactive absence management focuses on identifying and addressing potential causes of absenteeism before they lead to unplanned time off.

Rather than reacting to absences as they happen, businesses can encourage a healthier, more engaged workforce by implementing initiatives such as wellness programs, flexible working arrangements, and employee assistance programs (EPAs).

This provides employees the tools and support they need to maintain their physical and mental health, reducing stress, preventing burnout, and improving job satisfaction, ultimately leading to fewer absences.

As well as this, encouraging open communication, recognising employee contributions, and providing reasonable workloads can help create a more supportive environment and keep employees engaged.

Reactive absence management

Reactive absence management focuses on handling absences as they occur, ensuring that businesses have structured processes in place to manage and respond effectively.

This approach helps maintain productivity while addressing the reasons behind employee absences in a fair and consistent manner.

Return-to-work interviews, absence tracking, and, as needed, disciplinary procedures for excessive absenteeism are all important elements of reactive absence management.

Conducting return-to-work interviews enables employers to understand the reasons for an absence, provide assistance as needed, and reinforce attendance expectations. Absence tracking provides valuable data for identifying trends, such as patterns of unplanned time off, allowing managers to respond appropriately.

Employers who monitor attendance and identify patterns can address potential underlying issues and provide support as needed to reduce future absences.

Policy-based absence management

Policy-based absence management involves creating clear, well-defined attendance guidelines and ensuring that all employees understand the expectations and procedures for time off.

A structured approach helps maintain fairness, transparency, and consistency across the organisation, reducing misunderstandings and potential disputes.

This includes setting out detailed sick leave policies, holiday entitlements, and the specific procedures employees must follow when requesting time off, whether for planned absences, such as annual leave, or unplanned absences due to illness.

Clear policies outline how much leave employees are entitled to, any documentation required (such as doctor’s notes for extended illness), and how to report absences.

By having a comprehensive absence policy in place, businesses can create a fair and supportive work environment where both employees and managers are aware of their rights and responsibilities.

Technology-driven absence management

Technology-driven absence management uses digital tools and software to make it easier to track absences, manage leave requests, and keep accurate attendance records.

Automating these processes allows businesses to increase efficiency, reduce manual errors, and ensure a more consistent approach to absence management.

Organisations can improve accuracy and accessibility by implementing advanced systems such as biometric clock-in devices, HR management platforms, and self-service employee portals.

Biometric clock-in systems help to prevent time fraud and ensure accurate attendance records, whereas HR management platforms centralise absence tracking, making it easier for managers to monitor trends.

Self-service portals allow employees to submit leave requests, check their remaining entitlements, and report absences in a more convenient and transparent manner.

Businesses that adopt technology-driven absence management solutions can reduce administrative burdens, improve compliance with company policies, and gain valuable insights into workforce attendance patterns.

Benefits of implementing an absence management strategy in the workplace

A clear absence management strategy is critical for maintaining productivity, ensuring employee well-being, and mitigating the impact of unplanned absences on business operations.

Here are some key benefits:

Improved workforce productivity

Businesses that track and manage absences effectively can ensure adequate staffing levels, minimise disruptions, and maintain workflow efficiency.

A well-managed absence system allows organisations to anticipate and respond to staffing gaps, ensuring that workloads are distributed appropriately, and productivity remains unaffected.

This proactive approach keeps teams on track without overburdening other employees, reducing burnout and maintaining morale.

Reduced costs associated with absenteeism

Unplanned absences can be costly in terms of lost productivity, the need for temporary staffing, and increased overtime pay to cover for absent employees. These disruptions can have an impact on team performance, deadlines, and overall workplace efficiency.

A structured approach to absence management helps organisations in reducing these costs by identifying trends and addressing underlying causes of absenteeism, such as workplace stress, job dissatisfaction, or recurring health issues.

Businesses can then implement targeted solutions to address these issues, lowering absenteeism and maintaining a stable, engaged workplace.

Enhanced employee well-being

An effective absence management strategy does more than just track attendance; it fosters a workplace culture in which employees feel valued, supported, and empowered to perform to their full potential.

Employers can help achieve this by encouraging open discussions about health and providing the resources necessary to make employees feel comfortable discussing any issues they are experiencing.

Businesses can reduce absenteeism, increase engagement, and build a more resilient workforce by promoting positive workplace habits, providing flexible work arrangements, and prioritising mental health support.

Compliance with employment laws

Ensuring compliance with employment regulations governing sick leave, holiday entitlement, and workplace adjustments is critical for businesses to operate legally and ethically.

A formal absence management strategy assists businesses in meeting statutory obligations such as providing the appropriate amount of paid leave, managing long-term sickness appropriately, and making reasonable workplace adjustments for employees with health conditions or disabilities.

Clear policies ensure that absence management is handled consistently throughout the organisation, lowering the risk of discrimination or unfair treatment.

Increased employee engagement and morale

When absence policies are clear, fair, and consistent, employees feel valued, respected, and supported in their efforts to manage their well-being.

Employees can be confident that they will be treated fairly if their employer has clear guidelines for sick leave, holiday entitlement, and workplace adjustments.

This, in turn, boosts morale and reduces workplace stress because employees are less concerned about how their absences will be perceived or whether they will face unfair consequences.

They will also feel free to discuss any concerns about their health or personal situations without fear of repercussions.

How Penshaw View can help

At Penshaw View, we specialise in helping businesses manage employee absences effectively with clear, well-structured policies.

Our expert HR team can support you in developing and implementing absence management strategies that ensure fairness, consistency, and compliance with employment laws.

From drafting comprehensive policies to advising on reporting procedures, sick pay entitlements, and return-to-work processes, we provide practical solutions tailored to your organisation’s requirements.

Our people-focused approach and tailored guidance ensures that absence policies are not only effective but also considerate of both employer and employee needs.

Get in touch to learn more about how we can support your business with developing clear and effective absence management procedures.