Many organizations are reluctant to contact employees while they are on a medical leave, worried that any reach-outs will be perceived as pressuring the employee to return to work before they are ready. However, this lack of communication can have a significant negative impact on employees who may lose a sense of connection to their workplace and begin to feel that their employer does not care about them. Lack of contact may also lead to confusion for the employee about what to do when they are ready to return to work or if they require a graduated return to work plan, potentially prolonging their absence. By being prepared with communication strategies in advance, employers can help to ensure they maintain connection and a strong relationship with their employees on medical leave.
What Form of Communication is Best
The preferred form of communication will vary from employee to employee. Generally, when reaching out initially an asynchronous mode of communication like email or text messaging is preferred as this gives the employee time and space to respond when they are feeling most able as their symptoms may fluctuate throughout the day and/or they may be occupied with medical appointments. That is not to say that phone calls are inappropriate but sending a preliminary message to the employee first asking about their preferred time to speak is a considerate gesture that places their needs at the forefront.
What to Talk About
Working with a third-party disability management provider like Disability Management Institute (DMI) means that you do not have to worry about gathering information from your employees about how their recovery is progressing and when they are returning to work. Instead, the purpose of any reach-outs to employees should be to communicate that you miss them in the workplace and look forward to them returning when they are ready, and to answer any questions they may have about their absence. Employees may ask questions about activities that are happening in the workplace – it’s fine to share this if asked, but it is typically not recommended to spontaneously volunteer information as this may place additional stress on the employee.
How Frequently to Check-In
DMI recommends that employers, especially direct supervisors, and managers, check-in regularly with employees on leave. Timelines for contacting should vary depending on the length of the absence, and any information you may have about the nature of the absence. For example, for short-term absences, you may wish to check in once every 2-4 weeks, whereas for longer-term absences it may be more appropriate to contact the employee every few months. If an employee expresses that they are feeling overwhelmed by the amount of contact and it’s reasonable for you to scale this back, it’s recommended that you follow their cues and adapt your timelines accordingly. For longer-term or more significant absences a delivery of flowers or a card can also be a kind gesture that reminds the employee that they are valued.
Communication During the Return-to-Work Period
Once an employee has returned to work, whether fully or on a gradual return to work, ensure that you make the time to check in with them on how they are progressing. Managers or supervisors should meet with the employee early on in their first day back at work to provide a reorientation and overview of what the return will look like. The manager should also share expectations about how the employee should provide feedback if they are experiencing any challenges during their return-to-work plan. Employees may experience an increase in symptoms during the initial stages of return to work and addressing these early on will help ensure a sustainable return.
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DMI is committed to providing timely support and information to our clients. We have been working with employees and employers nationwide to provide comprehensive end-to-end solutions for their absence and disability management needs.
Interested in learning more about our services and how disability management services can help control disability claim costs? Request a free review of your claims experience from a DMI expert to determine if you will benefit from DMI’s claims management services.