Managing staff absences can be a minefield for employers. Whether it’s holiday, sickness, or long-term illness, how you respond affects your team, operations, and legal compliance.
At CXCS, we work closely with businesses to help them build robust HR processes that support both the employer and the employee, especially when it comes to absence management. This blog explores key considerations around staff absences and what you can do to stay compliant and protect your business.
Understanding absence types
Absence isn’t always straightforward. It’s important to distinguish between different types:
- Planned absence: such as annual leave, maternity/paternity leave, and scheduled medical appointments.
- Unplanned absence: such as sickness, family emergencies, or unforeseen events.
- Unauthorised absence: where an employee fails to show up without explanation or permission.
- Long-term absence: often linked to medical or mental health conditions, requiring a more tailored and sensitive approach.
Each of these comes with different considerations, and if you don’t handle them correctly, you could find yourself falling foul of employment legislation or damaging morale within your team.
Why absence management matters
Poor absence management can quickly lead to problems. These might include:
- Reduced productivity
- Increased workload and pressure on other team members
- Resentment or a sense of unfairness among staff
- Potential legal claims (e.g. for discrimination or failure to make reasonable adjustments)
- A lack of clear records, which could cause issues in disciplinary proceedings or tribunal claims
A clear and consistent approach is key. That’s where we come in.
Policies & procedures – your first line of defence
Having a written absence policy and ensuring it’s up to date is crucial. Your policy should outline:
- How to report an absence
- When and how fit notes or evidence are required
- How long-term absences are managed
- What employees can expect during their absence (e.g. check-ins)
- Procedures for return-to-work meetings
CXCS can review your current documentation or support you in creating tailored policies that reflect your business’s size, structure, and sector.
Record keeping and return-to-work interviews
Keeping accurate records of absence isn’t just good practice, it’s essential for compliance and fairness. It allows you to:
- Spot patterns or recurring issues
- Protect yourself and your business in the event of disputes
- Make informed decisions around disciplinary processes or adjustments
Holding a return-to-work interview after any absence, no matter how short, sends a message that absences are taken seriously. It also allows employees to raise any underlying concerns and helps you stay on top of emerging wellbeing or workplace issues.
When absence becomes a problem
Occasional absence is to be expected, but persistent short-term absence or a prolonged long-term absence can be challenging.
At CXCS, we support employers with:
- Advice on managing frequent short-term absences
- Guidance on long-term sickness procedures
- Recommendations for occupational health referrals
- Ensuring compliance with the Equality Act 2010, particularly where disability may be a factor
We always recommend addressing issues proactively and fairly, with proper documentation and clear communication. This protects your business and ensures employees are treated respectfully and lawfully
Annual leave & planning ahead
As summer approaches, businesses often struggle with holiday planning, especially if multiple staff members want time off at the same time. To avoid disruption:
- Encourage staff to book annual leave early
- Use a central calendar or system for managing leave requests
- Ensure your annual leave policy is fair, consistent, and clearly communicated
Our HR team can help you create and implement an effective holiday planning strategy, helping you balance operational needs with employee wellbeing.
Need support with absence management?
Managing sickness, holiday leave, and unplanned absences is crucial to keeping your business compliant and your team running smoothly. CXCS provides practical, tailored HR support for SMES, from writing absence policies and checking documentation to advising on complex or ongoing cases.
As a Bronze Breathe Certified Partner, we also give you access to the multi-award-winning Breathe HR software, a simple, effective way to manage your workforce and reduce HR admin. This easy-to-use app supports absence tracking, holiday management, and performance reviews, all in one place.
Whether you need a quick sense check or hands-on help with a tricky situation, our experienced HR team is here to help.
Contact us today on 01981 590514 to learn how CXCS can help you streamline your HR processes and stay compliant.
