A Return to Work Interview is a conversation between an employee and their line manager or someone from HR that takes place when the employee comes back after being off work for a while. It’s an important part of managing absences and serves a few key purposes:
Understanding the reason for absence: It’s a chance to talk through why the employee was off, whether it was due to illness, injury, or something personal. This helps the employer understand any underlying issues and offer support if needed.
Checking fitness to return: The interview allows the employer to see if the employee is ready to come back to work. If the absence was health-related, they might ask for a doctor’s note or discuss any adjustments, like a phased return or temporary changes to their role.
Catching up on workplace updates: It’s also a good time to fill the employee in on anything that’s changed while they were away, so they’re up to speed and can settle back into their role smoothly.
Reaffirming company policies: The conversation can also serve as a reminder of the company’s policies on absence and attendance. If the employee has been off regularly, it’s an opportunity to discuss the impact on the team and the importance of regular attendance.
Offering support and encouragement: Finally, the interview is a chance to show that the company cares about the employee’s wellbeing and is there to support them. This can go a long way in boosting morale and helping them feel more settled back at work.
Confidentiality is essential for a successful return to work interview. Make sure the conversation happens in a private space where the employee feels comfortable talking about any sensitive issues. Keep the focus on what's relevant to their return, avoiding unnecessary personal questions. This builds trust and encourages open, honest communication.
Good preparation leads to a smoother interview. Before the meeting, review the employee’s absence record and brush up on company policies and any relevant laws. Think about any concerns or questions the employee might have, like changes to their role or workload. Being well-prepared shows you care and helps you confidently address any issues that come up.
Using open-ended questions makes the conversation more supportive and engaging. Instead of yes/no questions, ask things like, “How are you feeling about coming back to work?” This helps uncover any deeper concerns and opens the door to discussing any support or adjustments they might need.
Take clear notes during the interview, covering key points like the reason for the absence, whether the employee is ready to return, and any agreed adjustments. Make sure the employee reviews and acknowledges the notes to confirm everything is understood. Proper documentation helps ensure everyone’s on the same page and that agreed actions are followed through.
A supportive approach helps create a positive environment for the employee’s return. Show empathy, remind them of their value to the team, and reassure them that their wellbeing is a priority. Discuss any support they might need, such as flexible hours or access to counselling, and be open to making reasonable adjustments. This helps them transition back smoothly and strengthens their connection to the company.