Sickness Absence

Table of contents:

• What is sickness absence?
• Types of sickness absence
• The importance of managing sickness absence
• What causes sickness absence?
• Sickness absence policies and procedures
• How sickness absence data can help
• How GoodShape supports sickness absence management

What is Sickness Absence?

Sickness absence refers to the period during which an employee is away from work due to illness, injury, or a health-related condition that prevents them from performing their normal duties. It can include both physical and mental health issues, and the absence can be short-term, long-term, or recurring in nature.

In the context of absence management, sickness absence is a critical area of focus. It not only affects the wellbeing of individual employees but also has significant operational, financial, and cultural impacts on businesses. Managing sickness absence effectively is essential to maintaining productivity, supporting employee health, and ensuring compliance with employment law and best practice.

Types of Sickness Absence

Sickness absence is generally categorised into two main types:

Short-term sickness absence:

Usually lasting a few days to a couple of weeks, short-term absences may be caused by common illnesses such as colds, flu, minor injuries, migraines, or stomach upsets.
Employers typically manage these with straightforward return-to-work processes and, where appropriate, occupational health advice if patterns emerge.

Long-term sickness absence:

Defined as any absence lasting four weeks or longer. Long-term absence is often linked to more serious conditions, such as mental health disorders (e.g., depression, anxiety), musculoskeletal problems (e.g., back pain), chronic illnesses, or recovery from major surgery.

Managing long-term absence requires careful, often bespoke support plans, including regular contact with the employee, occupational health assessments, phased return-to-work programmes, and reasonable workplace adjustments.

The Importance of Managing Sickness Absence

Effective sickness absence management plays a crucial role in supporting the recovery and wellbeing of employees. When organisations take a proactive approach, they are better equipped to help individuals access the support they need, whether through occupational health referrals, phased return-to-work plans, or reasonable adjustments. This not only benefits the employee but also helps the business maintain continuity and team morale.

Managing sickness absence properly also helps to reduce the impact of absence on productivity. When teams are left short-staffed or overstretched, morale and service delivery can suffer. By addressing absences early and systematically, organisations can limit operational disruption and reduce the financial burden associated with lost working time, overtime costs, or the hiring of temporary staff.

Another important aspect is the ability to identify and address underlying causes of absence. For example, if a pattern of work-related stress emerges, early interventions such as workload reviews or wellbeing initiatives can be introduced. This proactive approach can prevent future absences and promote a healthier workplace culture.

Furthermore, employers have legal obligations under employment and health and safety legislation to manage sickness absence appropriately. Clear, fair, and supportive processes not only protect organisations from legal risk but also enhance their reputation as responsible and caring employers. In doing so, businesses foster employee trust, engagement, and retention, contributing to a stronger, more resilient workforce overall.

What Causes Sickness Absence?

The causes of sickness absence are wide-ranging and often complex. Common causes include:

• Minor illnesses (colds, flu, headaches)
• Musculoskeletal injuries (back pain, repetitive strain injury)
• Mental health conditions (stress, depression, anxiety)
• Serious medical conditions (cancer, cardiovascular disease)
• Workplace injuries or accidents
• Pregnancy-related illnesses
• Recovery from surgery

Organisations are increasingly recognising that factors such as workplace culture, management style, job design, and workload can also contribute significantly to sickness absence rates.

Sickness Absence Policies and Procedures

A clear sickness absence policy provides employees and managers with guidelines on how sickness absence will be handled. A typical policy will cover:

• Reporting procedures (how and when to notify the employer)
• Certification requirements (such as self-certification or fit notes from a GP)
• Sick pay entitlements (statutory and any enhanced company schemes)
• The return-to-work process (including meetings and fit notes)
• Support available (e.g., access to occupational health, employee assistance programmes)
• Management of long-term absence (such as regular review meetings and occupational health referrals)
• Trigger points or Bradford Factor scores (systems for identifying frequent or problematic absence patterns)

How Sickness Absence Data Can Help

Recording and analysing sickness absence data is essential for identifying patterns, assessing risks, and planning effective interventions. When organisations collect detailed, accurate absence information, they can pinpoint the most common causes of absence across their workforce. This insight enables more targeted wellbeing initiatives and health interventions that address real employee needs.

Absence data can also reveal patterns linked to specific teams, departments, roles, or even locations. Identifying these trends allows organisations to investigate whether certain working environments, job demands, or management styles are contributing to higher absence rates, and to take corrective action where necessary.

Seasonal trends can also be highlighted through data analysis. Many organisations find that sickness absence peaks during winter months due to flu and other seasonal illnesses. Understanding these patterns enables better workforce planning and preparedness, such as offering flu vaccination programmes or flexible working arrangements during high-risk periods.

Finally, tracking the impact of support interventions is another key benefit. By comparing absence rates before and after the introduction of wellbeing programmes or occupational health initiatives, organisations can measure return on investment and continuously improve their health and wellbeing strategies. In the long term, leveraging sickness absence data helps businesses create healthier, more supportive workplaces that benefit both employees and the organisation as a whole.

How GoodShape Supports Sickness Absence Management

GoodShape offers an integrated approach to managing sickness absence through its technology platform and clinical support services. Employees report their sickness absence directly to trained healthcare professionals, ensuring accurate, clinically informed recording from the outset.

GoodShape’s platform enables real-time absence tracking, referral management, and tailored interventions based on the individual’s needs. Employers benefit from live data and actionable insights, while employees receive the support they need to recover and return to work safely and sustainably.

By partnering with GoodShape, organisations can transform their approach to sickness absence management; reducing costs, improving wellbeing, and building a resilient, future-ready workforce.