How to conduct a return to work interview
Learn how to conduct return to work interviews that facilitate a seamless and productive return for employees after a prolonged absence.
According to survey findings from the Chartered Institute of Personnel and Development (CIPD) and Simplyhealth, UK employees were absent an average of 7.8 days over the past year. This is two whole days more than the pre-pandemic rate of 5.8 days, representing the highest-level reporting in over a decade.
This level of absence can have ripple effects across an organisation, particularly on employee productivity and engagement upon their return to work.
In order to avoid damaging long-term consequences of absence, employers need to have clear procedures in place that ensure a smooth return to work for their employees that help them get back up to speed quickly.
In this guide, we’ll examine how you can ensure a seamless return to work for absent members of staff and reduce the risk of future absences by conducting return to work interviews.
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.
When an employee returns to work it is not a legal requirement to conduct a return to work interview. The aim, however, is to understand the reasons for their absence and pinpoint anything that can be done to address the concerns or challenges that they may have.
Benefits of conducting return to work interviews
By carrying out effective return to work interviews, employers can access several crucial benefits that can positively impact wider organisational performance.
Let’s take a closer look at some of the most significant.
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 helps 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 think about offering flexible working for a smoother transition back to work.
This can also form part of creating a culture where employee voices are heard.
2. Monitoring absences
Sometimes HR professionals have a gut feeling when something’s not quite right. Recording periods of absence, 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
- 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
- Organisational success
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 to create an inclusive workplace by giving you insight into specific adjustments needed to support an employee’s access to work. This is particularly relevant in cases related to disability or sickness.
This can also offer the added benefit of employee retention, as workers will feel more supported and valued, and more likely to want to stay working within the organisation for the long term.
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.
You may want to develop a policy so line managers know when it is appropriate to conduct a return to work interview with a returning employee. For example, that could be:
- After an employee has been off work for more than four weeks.
- After an employee has had more than 5 separate sets of sick days in a calendar year.
In most cases, a return to work interview will be an informal conversation between a line manager and returning employee. There are some cases where the return to work interview should be more structured and in-depth following a long-term absence. For example, if an employee is returning following maternity leave.
However you choose to set up, 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.
Return to work interview structure
Following a uniform structure will allow for fairness and objectivity across return to work interviews. You can tailor this structure as you see fit to meet your specific circumstances, industry, and the individual.
Below, we’ve outlined the steps you can take to conduct effective interviews with employees returning from absence.
1. Make sure the employee feels comfortable
Start by warmly welcoming them 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
- Project developments
Keeping them informed will help them have a smoother reintegration into the workplace.
3. Find out the reason for 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
- 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 and allow time for the employee to:
- Ask questions
- Express concerns
- 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 look at some key examples.
Understanding the absence
To get a comprehensive understanding as to why employees have been absent from work, consider asking:
- 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
Return to work interviews represent an opportunity to uncover how you can support employees during their return by asking questions like:
- 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
Finally, open-ended questions can help uncover additional insights and create a two-way dialogue. You can do this by asking returning workers:
- 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?
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. Establishing a clearly defined framework and utilising best practices can ensure that employees feel supported, valued, and engaged in your organisation’s success.