Introduction

Tilstra Services offers extensive services for setting up and managing absenteeism processes for companies of all sizes. A well-designed absenteeism process can save companies significant costs and time. Through effective absenteeism management, companies can save costs by reducing absenteeism days and optimizing reintegration processes, and save time through clear protocols and a streamlined process.

In practice, a lot often goes wrong, such as late notifications of absenteeism, insufficient communication between those involved and a lack of clear division of tasks. Here's an overview of our approach:

1. Involve stakeholders

We organize periodic meetings with the stakeholders responsible within the company for this process, such as:

• Board/management: For strategic decisions and advice.
• HR advisor: For personnel matters and absenteeism registration.
• Managers: For daily guidance and support of employees.
• Absenteeism coordinator: For coordination of the entire absenteeism process.

2. Division of tasks and responsibilities

During the meetings we discuss the division of tasks:

• Board/management: Making decisions about strategic adjustments and investments.
• HR advisor: Responsible for the administration of absenteeism and communication with the occupational health and safety service.
• Managers: Daily guidance of sick employees and reporting absenteeism.
• Absenteeism coordinator: Maintaining an overview and ensuring compliance with the Gatekeeper Improvement Act.

3. Risks and penalties

Failure to comply with absenteeism procedures can lead to:

• Fines from the occupational health and safety service or UWV: In case of non-compliance with the Gatekeeper Improvement Act.
• Unused absenteeism insurance: Due to late reporting of absenteeism cases, as a result of which costs are not covered.

4. Common mistakes

Common errors in the absenteeism process are:

• Late reporting of absenteeism: As a result, absenteeism insurance is not used.
• Insufficient communication: Between managers, HR and the occupational health and safety service.
• No clear division of tasks: As a result, responsibilities are unclear.
• Insufficient follow-up of reintegration plans: This can lead to longer absenteeism and higher costs.
• Lack of preventive measures: Such as not tackling psychosocial workload (PSA), which can lead to long-term absenteeism.
• Failure to contact the company doctor in a timely manner: This can cause delays in the reintegration process.

5. Costs of absenteeism

The costs of absenteeism can be significant:

• Average costs per day: Between €250 and €400 per sick employee.
• Indirect costs: Such as replacement costs, loss of productivity and increased workload for colleagues.

6. Examples of costs

• Short-term absenteeism: An employee with a gross monthly salary of €3,700 costs an average of €168.18 per day in continued salary payment. Including replacement costs, this can amount to €252.27 per day.
• Long-term absenteeism: The costs can run into thousands of euros due to continued payment of wages, replacement and guidance.

7. Advice to directors/management

Use the freed up space to invest in:

• Preventive measures: Such as health and wellness programs.
• Training and development: For managers and employees to reduce absenteeism.
• Improvement of working conditions: To prevent work-related complaints.

8. Overview of systems and parties

We make an overview of all systems and parties involved in the absenteeism process. This includes the occupational health and safety service, HR advisor, sick employee, manager, UWV, absenteeism coach and company doctor.

9. Standard setup via Lucidchart

We create a standard setup via Lucidchart to outline what this could look like in standard with the most common games. Here is an example of a flowchart:

!Flowchart Absenteeism process

10. Flowchart and instructions

We set up a flowchart as well as instructions for all stakeholders. The absenteeism policy is set up in such a way that all stakeholders and parties involved are well informed about what to do.

11. Tools and resources

We look at which tools and resources are currently being used and issue an advisory report based on this.

12. Implementation and maintenance

We can implement and maintain this periodically per calendar year. Legislation is constantly changing and therefore managing this process is important to avoid errors.

By following these steps, you can set up an effective absenteeism process that not only meets legal obligations, but also contributes to a healthy and productive work environment. Do you have any specific questions about any of these steps?

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