Your how-to: Establishing initial return-to-work meetings for employees
Initial return-to-work meetings are structured discussions that HR teams or managers conduct with their employees who have been off work due to health issues, particularly mental health. The primary objective is to discuss the conditions of their reintegration back into the work environment. The meetings typically cover exploration of any work-related issues that might have contributed to the employee's absence, the current state of their wellbeing, and any adjustments needed to support their successful return.
These could include changes to work duties, support mechanisms, or flexible working hours. Initial return-to-work meetings help facilitate open communication, build trust, and demonstrate the organisation's commitment to employee wellbeing. They are strongly encouraged by Safe Work Australia's national policy body’s guidelines as a best practice method for supporting the mental wellbeing of employees.
Step by step instructions
Know the Legal Implications: Firstly, familiarise yourself with Australia's legal guidelines around managing wellbeing in the workplace. Specifically, take note of guidance from Safe Work Australia concerning the management and support of employees returning to work after a health-related absence.
Choose the Appropriate Person to Conduct the Meetings: Determine who in your organisation will conduct these meetings. This could be a department manager, HR manager, or another suitable person who has a good understanding of the employee's role and work environment.
Hold the Meeting: Conduct the meeting in a comfortable and neutral setting. Encourage the employee to discuss their feelings and concerns in a non-judging, supportive environment. It is important to listen, show understanding and empathy.
Develop a Return-to-Work Plan: Based on the discussions, collaboratively create a return-to-work plan. This might include strategies to reintegrate the employee back into their role, details of any changes to working hours or duties, and any agreed support mechanisms.
Define the Purpose: Establish a clear objective for your return-to-work meetings. They should aim to facilitate open communication, identify potential adjustments needed for the returning employee, and demonstrate your organisation's commitment to their wellbeing.
Prepare for the Meeting: Research the employee's situation, taking into account why they have been absent and what potential factors within the workplace may have contributed. Also, consider what adjustments might need to be made to their working conditions upon their return.
Discuss Work-Related Issues and Adjustments: Discuss any work-related issues that may have contributed to the employee's absence. Explore potential actions that could mitigate these issues in the future—these could range from flexible working hours, a change in responsibilities or additional support mechanisms.
Follow Up Regularly: Regular follow-up meetings can be beneficial to check on the employee's progress, to adjust the return-to-work plan if necessary, and to affirm your commitment to supporting the employee's wellbeing.
Use this template to implement
To ensure you can execute seamlessly, download the implementation template.
Pitfalls to avoid
Without proper preparation, return-to-work meetings can become counterproductive. It's important to thoroughly prepare for such meetings by setting clear objectives, preparing a comprehensive plan, and having all necessary documents ready in advance.
Every employee's situation is unique, and flexible work options should be considered to cater to different needs. If you avoid discussing or fail to provide alternative work options like flexible hours, work from home opportunities or job-sharing, it might lead to dismay among the employees.
Running afoul of Fair Work regulations in Australia is a significant pitfall. Ensure your plan complies with all relevant legislations, like anti-discrimination laws and privacy acts, to avoid legal complications.
A common pitfall is not giving enough attention to the physical and mental health of the employees returning to work. It's important to focus on the wellbeing of your employees and engage in conversations regarding any ongoing health issues. Australia has strict Work Health and Safety laws that protect the rights of employees, and the employer has a responsibility to ensure these rights are upheld.
Failure to communicate effectively could result in misunderstanding and dissatisfaction. Communicate clearly and effectively, ensuring employees understand their roles, the expectations and the support available to them.
Employee input during return-to-work meetings is crucial. If employees feel their feedback is ignored, they may feel undervalued resulting in decreased morale and productivity.