Top Tips for keeping in touch with an employee who is off sick!

When an employee is off sick, it can be challenging to know how to stay in touch. You want to show your support without crossing any boundaries. Finding that balance is key, not only for the well-being of your team member but also to maintain a sense of connection while they’re away. Here are some top tips for keeping in touch with an employee who is off sick.

Regular Check Ins

It’s important to show you care, but no one wants to feel overwhelmed. A great way to keep the lines of communication open is agreeing a plan for contact or regular check-ins.  It’s also best to agree how these will take place for example by phone call, email or other forms of messaging.  Check with the employee if there are particular times of day that suit them better as well as messaging too early or late at night may not go down too well!  Be flexible with you plan to keep in contact based on each individual case.  Don’t forget to keep a record on your contact with an employee during absences. 

Be Empathetic and Supportive

A little empathy goes a long way! Acknowledging that being off sick isn’t easy and offering words of encouragement will certainly be welcomed by your employee. 

Remember, everyone’s recovery journey is different, so be patient and understanding of their needs and responses. If they’re not ready to chat or don’t respond immediately, that’s completely okay.

Offer Work-Related Updates (But Don’t Overload)

Agree from the offset as part of you plan to maintain contact whether your employee wants to stay in the loop, sharing work updates can help them feel connected. However, be mindful not to overwhelm them with too much information or work-related stress. Focus on key updates, major changes, or any fun team news that might interest them.

Ask them if they’d like to hear more or if they prefer not to be bothered with work stuff until they’re ready to return.  Keep staff members on your usual communication forums unless they specifically ask to be removed.  It’s beneficial to follow up with an email to them to confirm what has been agreed. 

Welfare Meetings

When it’s appropriate, arrange a welfare meeting with the employee and offer flexibility for how this could take place.  This will keep the dialogue going about their health and wellbeing, workplace support and plans for their return when appropriate.  We recommend inviting the employee in writing and follow up with them afterwards with a record of what’s been discussed and agreed. 

Provide Clear Communication Regarding Sick Pay and Benefits

Clarity is important when it comes to sick pay, benefits, or any other workplace-related policies during extended time off. Let your employee know exactly what they’re entitled to. This takes one less thing off their plate, allowing them to focus on recovery.

An finally, if you get contact and communication right from the start, it can avoid problems further on.  Regular, thoughtful communication is not only crucial for the employee’s well-being but also for the ongoing health of the team and business as a whole. By maintaining a supportive dialogue, you can foster a positive environment and ensure a smoother return to work for the employee when they’re ready.

If we can be of any assistance with any aspect of HR or managing long term absence please call us on 01527 909436.