Staff sickness absence is something every business will face from time to time. Whether it’s winter bugs doing the rounds or the occasional mysterious 24-hour illness, absence is simply part of working life. However, when absence becomes excessive, frequent or is handled inconsistently, it can quickly become disruptive for both managers and colleagues.
Work may need to be redistributed at short notice, productivity can drop and managers often spend valuable time dealing with the administration involved in recording and managing absence.
Recent data highlights just how common this issue is. According to the CIPD Health and Wellbeing at Work Report 2025, UK employees take an average of 9.4 days of sickness absence per year, which is nearly two full working weeks and the highest level recorded in over 15 years. That’s almost two full working weeks per employee each year… enough to make any manager glance nervously at the rota.
For many organisations, particularly smaller businesses, that represents a significant amount of lost productivity. Alongside the obvious costs of sick pay or temporary cover, there are also less visible costs such as reduced efficiency when staff cover unfamiliar roles, the time managers spend dealing with absence procedures and the wider impact on team morale.
With the right processes in place, however, sickness absence can usually be managed effectively.
Creating a clear and consistent approach
Many employers find that the majority of sickness absence comes from short-term or occasional absences – the odd cold, stomach bug or one of those days where everything simply catches up with you. While employers should never encourage employees to work when they are genuinely unwell, having clear procedures in place helps organisations manage absence fairly and avoid unnecessary disruption.
A structured approach to sickness absence management allows managers to deal with situations confidently and consistently, ensuring employees understand what is expected and that any patterns of absence are identified early.
If you are reviewing how absence is managed across your organisation, our article on how to manage employee absences in the workplace looks at the wider absence management process and how businesses can spot potential issues before they escalate.
In most organisations, effective sickness absence management is built on a few straightforward principles. A clear absence policy should explain how employees report sickness, when self-certification should be completed and when a Statement of Fitness to Work commonly referred to as a “Fit Note” may be required. It should also set out how return-to-work conversations will be handled. While there has been growing discussion about whether the current Fit Note system is working as effectively as it should, this only reinforces the importance of employers having clear internal processes for managing absence.
Policies like this help ensure managers apply procedures consistently. In fact, many businesses underestimate how helpful clear HR policies can be in day-to-day management.
We recently discussed this in our blog HR policies can be your business superpower, where we explain how well-structured policies support both managers and employees.
The value of return-to-work conversations
One of the most effective tools for managing sickness absence is also one of the simplest: holding a short return-to-work conversation after every absence. It doesn’t need to feel like an interrogation. In most cases it’s simply a quick check-in and a chance to make sure everything is back on track.
These conversations give managers an opportunity to check that employees are well enough to return, identify any underlying issues and remind employees of the organisation’s absence procedures if necessary. They also help ensure that any support employees may need is identified early. A supportive conversation can pick up issues that employees simply submitting a form might miss.
If we’re being really blunt – they are also THE very best deterrent against staff “pulling a sicky” as it’s much harder to have to look your manager in the eye and tell a fib about your stomach bug when you really took the day off to watch the latest box set of Ted Lasso!
The CIPD regularly identifies return-to-work meetings as one of the most effective ways to reduce sickness absence.
This short video outlines how employers can approach absence conversations in a practical and professional way.
Monitoring absence and supporting employees
Keeping accurate absence records is an important part of effective sickness absence management, helping employers identify patterns that may otherwise go unnoticed.
For example, monitoring may highlight:
- repeated short-term absences
- regular absences on particular days of the week
- signs that an employee may need additional support
Addressing these situations early often prevents them from becoming larger issues.
Where absence becomes frequent or patterns emerge, employers may need to follow formal absence management procedures. These should always be handled carefully and fairly, particularly where underlying health conditions or disability considerations may apply.
Absence is not always simply a matter of illness. In some cases it may be linked to stress, burnout or other wellbeing concerns. Creating an open and supportive workplace culture can make a real difference to how comfortable employees feel discussing these issues.
In some situations, particularly after long-term absence, a phased return-to-work plan can help employees rebuild confidence and adjust back into their role gradually.
Our article on mental health in the workplace explores some of the challenges employers face and how they can support employees more effectively.
Sickness absence should also be considered alongside other types of leave, such as annual leave. Keeping clear records across all types of absence helps businesses plan workloads and avoid operational disruption. For example, planning ahead for the end of the holiday year can prevent staffing shortages or last-minute leave requests.
Many businesses now use HR software to make sickness absence management much easier. Digital systems allow managers to record absences quickly, identify patterns and manage return-to-work meetings without relying on spreadsheets or manual records.
At vivoHR, we are proud to be a Breathe HR Gold Partner. Breathe is a simple, user-friendly HR system that helps businesses record and manage employee absence, track holidays and keep all employee information in one place.
If you’re looking for a straightforward way to improve your sickness absence management processes, you can sign up for a free trial of Breathe HR and see how it works for your organisation.
Changes to Statutory Sick Pay (SSP)
Employers should also be aware that Statutory Sick Pay (SSP) rules have changed under the Employment Rights Act, with reforms effective as of 6th April 2026.
These changes affect who qualifies for Statutory Sick Pay, when payments begin during sickness absence and how SSP is calculated.
Because the legislation is brand new, we have created a separate guide explaining the upcoming changes and what they may mean for employers.
You can read the full article here
Sickness absence is something every organisation will experience from time to time. What makes the difference is how consistently and confidently it is managed.
Clear policies, accurate records and open communication all help businesses manage absence fairly while supporting employee wellbeing. With the right approach in place, organisations can minimise disruption, support their workforce and maintain productivity.
At vivoHR, we provide practical HR support for businesses that want straightforward, commercially focused advice. If you would like help reviewing your absence procedures or preparing for upcoming employment law changes, we would be happy to help.
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hello@vivohr.co.uk
https://vivohr.co.uk
