Why bother with return to work interviews? Because line manager’s carrying out an effective return-to-work process has consistently been found to be the most effective way of reducing both long and short-term absence.
These simple conversations help both managers and employees in several ways. They:
- Share information: These interviews are an opportunity to delve deeper into the reason for an employee’s absence. This is particularly useful where there are patterns in absences or where there is an underlying condition which could lead to further time off work.
- Identify barriers to performance: If there are any underlying problems that need to be addressed, barriers to th
- Identify support needed: If an employee needs support or signposting, this is your chance. Equally, where there is a disability, you’re legally obliged to make ‘reasonable adjustments’ to accommodate them so use this time to work out what those adjustments are needed.
What is a return to work interview?
This is a short, informal meeting held with a team member immediately following their return to work after every instance of sick leave, regardless of how long the employee was away or the type of ill-health.
It is best to stick to a consistent format for every interview and to record notes from these meetings in some way, in line with data protection regulations. Feel free to download our free Return to Work Interview form to get you started.
How do I handle the meeting?
You might choose to follow the following, WARM, format:
W – welcome
Welcome the employee back into work. Try the following questions:
- How are you feeling today?
- Are you well enough to be back in work?
A – absence
Talk about the absence, the reason they were away. If they aren’t keen to share details of their illness, remind them that the reason you are meeting is to make sure they are is fit to return to work or need any support. You can also share whether there were any implications for their pay though their absence. Try the following questions:
- Did you go to see your GP or a pharmacist?
- Are you on any medication at all, and are there any side effects I should know?
- Is this an ongoing or recurring condition?
- Has anything at work contributed to your absence?
- Are there any adjustments that could help with your return or continued attendance?
R – responsibility
Remind the individual it is their responsibility to attend work regularly and that their absence was felt by the team. Show them any patterns on their absence that you have identified or whether they are approaching any trigger points where you might consider a more formal approach. They key here is to make the boundaries clear but in a warm, firm tone and share any next steps that have arisen. Try the following questions:
- Can you see the pattern of Mondays off?
- Did you know we have trigger points in place at certain levels of absence?
- What can I do to support you in doing that?
M – Move on
Turn the conversation on things the individual may have missed out on while they were off, the things that need doing today and what is coming over the coming days. This is about forward focus and ending the conversation in a positive manner. Ideally your employee should leave the meeting feeling reassured and supported, not vulnerable and intimidated. Try the following questions:
- How are you feeling about getting back into full swing?
- Is there anything on your to do list that needs to be done today?
- Do you have any questions?
How important is my role in the meeting?
We know that line managers are the key to a successful and sustained return to work following sick leave. CIPD research shows us the five key behaviours that are important for line managers to demonstrate to best support the health, wellbeing and engagement of those who work for them:
- Being open, fair and consistent – holding these meetings immediately after every employee’s return to work to be effective
- Handling conflict and people management issues – using emotional intelligence, empathy and support
- Providing knowledge, clarity and guidance – giving updates on what has taken place at work while the employee has been away, setting clear boundaries and guiding the individual in the best ways to catch up
- Building and sustaining relationships – using a warm tone; this is not a disciplinary meeting!
- Supporting development – keeping the roles interesting and encouraging continual learning
If you need any support managing absence or attendance, or in training your people managers up to lead effective return to work interviews, please get in touch today.