How-to guide: Understand and track sickness absence

Understanding and tracking sickness absence isn't just about numbers on a spreadsheet; it's about the wellbeing of your team and the overall health of your organisation. By keeping your finger on the pulse of your workforce, you can anticipate and address poor well-being in your team BEFORE it’s too late.

Because someone rarely goes on sick leave unexpectedly without any signs.

In this blog, we’ll explore the importance of monitoring sickness absence and give practical strategies to manage and reduce absenteeism. So if you're in HR or lead a team, this is for you.  

What’s the situation around sickness absence & what causes it?

Bad news… Recent studies have shown a rising case of burnout and stress-related illnesses. 

You probably heard about Microsoft’s study finding that 48% of employees are already burned out at work, and 53% of them were managers. 

However, there’s hope. According to PeopleKeep, there has been a noticeable improvement in job satisfaction scores in companies that have implemented flexible working policies. This change has been accompanied by a decline in sickness absence rates, highlighting the positive impact of work-life balance initiatives.

Flexible working is however not the cure to all challenges related to sick leave. The root cause behind the numbers are influenced by a variety of factors, such as:

1. Stress‍

With the increasing demands of modern work life, stress and burnout have become a significant issue. According to SHRM's recent research, burnout and disconnection from supervisors are major contributors to increased sickness absence​. For instance, stress alone causes up to a million employees to miss work daily, costing US businesses up to $300 billion a year​. You can read more about how to protect your team from burnout here.

2. Physical illnesses‍

Regular flu, chronic illnesses, and other medical conditions also play a significant role in sickness absence. The global COVID-19 pandemic, for example, had a profound impact on sickness rates worldwide, with long COVID and related symptoms continuing to affect workers.

3. Mental health issues‍

Mental health challenges, including anxiety and depression, are increasingly recognised as leading causes of absenteeism. Thankfully, the stigma surrounding these issues is slowly diminishing, allowing more employees to seek the help they need.

4. Workplace environment‍

Poor working conditions and high-pressure environments contribute to physical and mental health issues, leading to higher sickness absence rates.

5. Job dissatisfaction‍

Employees who are dissatisfied with their jobs are more likely to be absent. This dissatisfaction can stem from a lack of engagement, poor recognition, limited career growth opportunities, and inadequate training and development​

Proximal Factors Influencing Sickness Absence

To effectively manage and reduce sickness absence, it's important to focus on the factors that contribute to it. Winningtemp's temperatures provide valuable insights into these areas, helping organisations take proactive measures.

Job Satisfaction

What: This temperature measures how content employees are with their roles and responsibilities. Low job satisfaction can lead to increased stress and health issues.
How: Winningtemp helps track this by gathering continuous feedback on job roles and identifying areas where improvements are needed.

Participation

What: This category reveals if your employees feel they learn from each other, get informed and are able to influence decisions made by their department. A high level of employee participation in decision-making processes can enhance engagement and reduce stress. 

How: Winningtemp involves employees and values their input, which can improve overall well-being and lower sickness absence.

Work Situation

What: This category includes questions about stress and if the employees feel that they have the right conditions to be able to do a good job. This includes the physical and psychological environment at work, and factors like noise levels, workspace ergonomics, and workload can all impact employee health. 

How: By tracking these elements, Winningtemp can help identify and mitigate workplace stressors.

Autonomy

What: The level of autonomy employees experience in their roles can significantly affect their stress levels. Higher autonomy often correlates with better mental health and reduced absenteeism. 

How: Winningtemp's insights into autonomy levels can guide managers in creating more empowering work environments.

Team Spirit

What: This category measures what extent of collaboration, communication, and respect a team or organisation has. A strong sense of team spirit can act as a buffer against stress. When employees feel supported by their colleagues, they're less likely to experience burnout. 

How: Winningtemp tracks team dynamics, providing actionable data to enhance team cohesion.

Spotting the Signs: What Leads to Increased Employee Sick Leave

When employees start taking more sick days or need time off, it’s usually not out of the blue. There are often clear patterns in their behaviour that show something’s not quite right – whether it’s physical health, mental well-being, or job stress. The good news? By recognising these early on, you can step in and support your team before things get serious. 

Here’s what to keep an eye on:

1. Stress is taking its toll

Stress doesn’t hide. It sneaks into everyday life and shows up in all kinds of ways:

• Looking visibly stressed: Think headaches, constant tiredness, and irritability.
• Working too much: Some employees will overwork themselves, trying to cope or meet crazy demands.
• Struggling to focus: If someone’s losing their concentration, it’s often a sign they’re on the road to burnout.

2. Mental wellbeing is declining

The mind and body are linked, and when mental well-being dips, it shows:

• Mood swings: One minute they’re up, the next they’re withdrawn or snappy.
• Shying away from the team: Isolating themselves or avoiding team hangs? That’s a red flag.
• Anxiety and depression creeping in: You’ll notice signs like constant worry, sadness, or a lack of enthusiasm for pretty much anything.

3. Productivity and performance slump

When health falters, so does work:

• Slipping work quality: Mistakes, missed deadlines, and generally not hitting the usual standards.
• Procrastination: Putting things off or avoiding difficult tasks is a big sign they’re struggling.
• Too many breaks: If they’re always stepping away from their desk or needing air, they’re probably feeling overwhelmed.

4. Physical health complaints are piling up

Our bodies can only take so much:

• Catching everything: Regular colds, headaches, or gut issues could be signs of stress wreaking havoc on their immune system.
• Chronic pain: Back pain, neck pain, or other physical complaints may become more common, especially for desk workers or those with physically demanding jobs.
• Fatigue: Constantly tired, no matter how much rest they get – a major sign something’s wrong.

5. Behaviour shifts

When people aren’t feeling their best, their behaviour changes:

• Irritable or snappy: They’re more short-tempered, a sign they’re stretched too thin.
• Not engaged: Skipping meetings, avoiding tasks, and generally not bringing their usual energy.
• Letting themselves go: You might notice a decline in personal hygiene or self-care.

6. Sick Days and Time Off Skyrocket

A major giveaway is when sick days start stacking up:

• Frequent short-term absences: More and more sick days, often for minor issues or just “feeling off.”
• Pattern in absences: Monday and Friday sick days? It’s a clear sign they’re running on empty.
• Asking for leave: More personal or vacation days requested to recover from stress before it gets worse.

7. Work habits start to shift

When someone’s overwhelmed, their approach to work shifts:

• Avoiding work: Dodging tasks, especially the tough ones.
• More mistakes: Errors and oversights that never used to happen are now a regular occurrence.
• Taking a backseat: They stop volunteering or taking initiative, feeling like they just can’t.

8. Talking about health more often

Sometimes they’ll tell you outright:

• Mentioning health issues: Comments like “I’m always tired” or “I’m feeling stressed” are cries for help.
• Seeing the doctor more often: More appointments, more health-related absences – they’re trying to get on top of something serious.

Why this matters

Spotting these behaviours means you can step in early and offer support. Whether it’s access to wellness programs, mental health resources, or more flexible work arrangements, taking action now means you can help your team before it leads to prolonged absences.

How Can HR and managers track this?

Tracking sickness absence is crucial for understanding and addressing the underlying issues. 

Here are some effective strategies HR and managers can use:

• Tracking proximal factors: Implementing a system to track absences can help identify patterns and potential problems. Winningtemp's platform offers monitoring capabilities in temperatures, allowing HR and leaders to see risks before it happens. 
• Regular health surveys: Conducting regular surveys to evaluate employee health and wellbeing can provide valuable insights into potential issues. Questions can cover physical health, mental wellbeing, and work-related stressors.
• Open communication channels: Encouraging open communication about health issues can help managers understand and address concerns before they lead to absences. This can include regular check-ins, anonymous feedback channels, and mental health resources.

Let's sum it up

Sickness KPIs are key for understanding and improving employee well-being. By focusing on the factors that influence these KPIs, such as job satisfaction, participation, work situation, autonomy, and team spirit, you can create a healthier work environment for everyone in your team.

Winningtemp's comprehensive platform provides the tools needed to track these temperatures, offering actionable insights that help reduce sickness absence and promote overall well-being.

Ready to enhance your team's well-being and reduce sickness absence? Book a demo with Winningtemp today.

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