How to conduct a return to work interview: A comprehensive guide
Return to work interviews are central to facilitating a seamless return for employees following a leave of absence. Learn how to conduct them in our guide.
The average employee in the UK is absent through sickness or injury for almost 6 days each year, with the ripple effects felt on productivity and engagement upon their return to work.
In this guide we’ll explore the benefits of return to work interviews, offering practical tips on how you can ensure any absent member of your team makes a smooth transition back to work, and that the risk of future absences is reduced.
What is a return to work interview?
A return to work interview is a structured meeting between a manager and an employee who is returning to work after a period of absence. Regardless of whether absence is tied to illness, injury or personal matters, this conversation is designed to facilitate a seamless transition back into the workplace.
The aim is to understand the reasons for the absence and pinpoint anything that can be done to address the concerns or challenges that a returning employee may have.
Benefits of conducting return to work interviews
By carrying out effective return to work interviews, employers can access several crucial benefits that have a significant impact on wider organisational performance, including:
1. Understanding the reasons for absence
Return to work interviews give you the chance to fully understand the reasons behind extended periods of absence. Whether linked to the employee’s mental or physical health, the health of their dependents, or shifts in personal circumstances, this conversation allows you to find out.
If the absence is health-related, some conditions may require your ongoing support, and these discussions enable you to gauge if an employee is fit to return, to assess the need for additional time off, or consider flexible arrangements for a smoother transition back to work.
2. Monitoring absences
Sometimes you have a gut feeling when something’s not quite right. Recording absences, and making notes on the related conversations you have, can help you to get a deeper understanding of your team’s reasons for being away from work.
These records can help you pinpoint any patterns, such as a tendency for certain people to call in sick on specific days of the week, or any shared ailment among team members that could be connected to the work they do.
By recognising these trends, you can look to address any underlying issues, review your ways of working, and implement effective remedies.
3. Reducing future absences
Everyone is entitled to take time off, but when absences mount up, they can negatively impact productivity, team morale and your business success.
Absenteeism is when an employee is regularly absent from work. Whether it’s sick leave or something else, introducing return to work interviews lets your team know that you take absences seriously. If employees are required to explain why they were unable to work, they will be less likely to take unnecessary days off.
4. Retaining talent
Return to work interviews can help you foster an inclusive workplace by helping you uncover specific adjustments needed to support an employee’s access to work, particularly in cases related to disability or sickness. This contributes towards talent retention, by making every team member feel supported and valued.
When to conduct a return to work interview
While you are not legally required to conduct return to work interviews, if you plan to introduce them, you should set clear, consistent guidelines for everyone.
Consider your own needs, but for example, you may want to put rules in place, such as:
- Return to work interviews will be conducted for anyone who takes more than three consecutive days of absence or has more than 5 separate sickness absences in a calendar year.
- Return to work interviews will be held within three days of someone’s return from absence.
Communicating these guidelines to both current and new employees is crucial, as it sets clear expectations and ensures a universal and fair approach in managing the return to work.
Preparing for a return to work interview
Before you conduct a return to work interview, make sure you’re well-prepared. This will help make the most of the time you have, and create a comfortable atmosphere for both yourself and the employee.
Start by deciding on the interview location. Consider whether a face-to-face meeting would be more suitable, or if a virtual conversation might encourage the employee to be more open. If opting for an in-person discussion, be sure to find a private room, free from distractions.
Gather any relevant information, such as the employee’s absence record. It’s also worth noting that employees are required to provide evidence, such as a Doctor’s note, for any absences exceeding 7 consecutive days.
Take the time to outline a loose structure for the conversation. The next section will go into this in more detail.
Return to work interview structure
Following a uniform structure will allow for fairness across the whole team. You can tailor your structure as you see fit to meet your specific circumstances, industry, and the individual.
1. Make the employee feel welcome
Start by warmly welcoming the employee to create a comfortable and positive atmosphere that sets the stage for a more informal meeting. This helps ease any nervousness and lays the groundwork for a fruitful conversation.
Explain why the conversation is taking place. Clearly tell them what they can expect and assure them that it is not a disciplinary process.
2. Provide relevant updates
Depending on the length of time they have been away, the returning employee may be out of the loop. Use this time to provide them with any relevant updates, including changes to working patterns, staff, or project developments. Keeping them informed will help them have a smoother reintegration into the workplace.
3. Identify the reason for their absence
Ask about the reason for their absence and explore if it’s work-related. Be mindful that they might have returned too early due to concerns about taking too many days off. Use this opportunity to gauge if there are any changes needed to support them moving forward.
4. Come up with a plan
Both parties should come away from the conversation with a clear understanding of next steps, and any actions that may need to be taken. This may involve adjusting their work pattern to support their health and wellbeing, removing them from certain projects, exploring flexible working arrangements or implementing a phased return to work.
5. Record the absence
Ensure the employee is aware that the absence has been recorded. It’s always a good idea to ensure that this is filed and easily accessible in the future, as efficient absence management can help line managers identify any patterns in an employee’s absences.
6. Open the floor
Make it a two-way conversation. Allow time for the employee to ask questions, express concerns, or share any thoughts they have on the process and their absence in general. Doing so will help you uncover any underlying issues that may otherwise go unspoken.
Return to work interview questions
There are a variety of questions that can be useful to ask employees during a return to work interview. Let’s take a look at some key examples.
Understanding the absence
- Can you share the reason for your absence?
- Was your absence work-related, or was it due to personal reasons?
- Do you feel ready to return to work?
Looking ahead
- How are you feeling now that you’re back at work?
- Is the reason for your absence likely to occur again?
- Is there anything we can do to prevent future absences?
- Do you need us to make any adjustments to support your return to work?
Open-ended questions
- Do you have any questions or concerns you’d like to discuss?
- Is there anything else you’d like to share or discuss related to your return to work?
Tops tips for return to work interviews
Planning to conduct a return to work interview? Here are some top tips to help you get it right:
- Create a welcoming atmosphere: Being friendly and approachable can ensure the employee feels at ease, and takes part in an open, honest conversation.
- Maintain objectivity: Remain impartial and avoid letting your emotions, opinions and beliefs influence the conversation.
- Active listening: Actively listen and show genuine interest. Use open-ended questions to encourage the employee to share and feel supported.
- Take notes: Take notes during the interview. Documenting the conversation provides documented evidence that can be used in the event of a dispute and helps ensure clarity in follow-up actions.
- Share relevant company policies: Remind the employee of relevant company policies, especially those related to absences, returning to work, and any support available.
- Create a follow-up plan: If necessary, establish a follow-up plan to check in on the employee’s progress, address any emerging concerns, and ensure ongoing support.
Creating a positive return to work experience
A return to work interview can play a vital role in getting employees back to work, aiding them in getting back up to speed and reducing the risk of future absences.
To foster a positive return to work, prioritise creating an environment where employees feel valued instead of chastised. Establishing a clear framework and incorporating the key tips outlined in this article, is crucial. Whether through a warm welcome, defining agreed-upon actions, or providing a platform for expressing concerns, getting it right ensures that employees feel supported, valued, and engaged in your company’s success.