Everyone gets sick, so short-term sickness absence is something all employers will have to deal with from time to time and tends to cause minimal disruption.

But what about if people are absence for longer periods of time? Long-term sickness absence tends to be a more challenging scenario.

In this article, we’ll break down one of the tools that employers have at their disposal during long-term sickness absence: the informal welfare meeting.

When does a sickness absence become a long-term sickness absence?

This is something for you to decide and to confirm in your policy for absence through illness.

Looking for general guidance? As a rule, short-term absences last 4 weeks or less, while an absence of more than 4 weeks would qualify as a long-term absence.

Impact of long-term sickness absence on business operations

When an employee is out of work with no set return date, it can impact the daily operations of the business and may require alternative arrangements to be made.

This can result in reduced efficiency, productivity issues, and problems with employee morale if your employees who are turning up for work begin to resent picking up the slack.

The informal welfare meeting

It’s important to have a strong absence management policy in place, one that may include information on informal welfare meetings.

Informal welfare meetings are one of the key steps in managing a long-term absence. This initial welfare meeting should take place approximately four weeks after the employee has been absent.

Meanwhile, if there is a work-related reason for the employee’s absence, it’s good practice to hold this meeting earlier, at around two weeks.

An informal welfare meeting is a practical way to ensure that you stay in contact with the employee as well as an opportunity to clarify the nature of the employee’s incapacity. It’s also a way to confirm how long the employee is likely to be absent from work.

Issues to discuss at the informal welfare meeting

At the informal welfare meeting, you can discuss the following issues:

• The nature of the employee’s incapacity.
• What treatment has been recommended by their medical professional.
• If the medical professional has recommended any accommodations for you to consider when facilitating their return to work.
• What the employee’s feelings are about returning to work.
• When they feel they will be able to return to work.

Where to hold the informal welfare meeting

This meeting should be held in a private place or by a private mode of communication.

Employees who are absent from work due to illness are likely to want privacy. By conducting the welfare meeting in private, you’ll be demonstrating your consideration for their situation and protecting their right to privacy.

Enquire about a potential return to work

You can use the meeting as a forum to discuss supports that could facilitate a return to work. Reassure the employee that they’re missed at work and let them know that you’ll consider any reasonable requirements that may facilitate their return to work.

After the informal welfare meeting

If there is no prospect of a return to work in the near future, you can wrap up your informal welfare meeting by scheduling another follow up.

Depending on the details discussed in the meeting, you may need to consider the next steps, including whether you will need to access medical records or ask the employee to attend a company doctor.

On the other hand, if the employee is optimistic about a return to work, the informal welfare meeting can help facilitate a speedy and successful return to work.

Find out more about how to manage long-term sickness absence

Are you handling a tricky long-term absence, or would you like the support of a professional in navigating this complex situation?

Call us today on 01 886 0350 to speak with an HR advisor about managing long-term absences or request a callback here.