Phased Return to Work - Employees Returning to Work
While some organizations are happy to continue allowing their employees to work from home, a report that surveyed 1,000 company executives shows that 90% of companies plan to enforce return-to-office policies by the end of 2024. What’s more, a staggering 30% have said their company will threaten to fire non-compliant employees.
But why such an aggressive push to return to the office? Many CEOs are now admitting that they don't like remote work and prefer their employees to be in the office. They believe that working together in person boosts productivity, collaboration, and employee morale.
Why are some companies removing full-time remote work?
Besides the decrease in productivity, there are various other factors that contribute to this change.
- Challenges in managing remote teams
Managing remote teams can present unique challenges, such as maintaining communication, providing adequate training and support, and ensuring that employees feel engaged and motivated. Some companies may feel that they lack the infrastructure or resources to manage a fully remote workforce effectively.
- Shifting economic conditions
As economic conditions become more uncertain, companies may be seeking ways to reduce costs and increase efficiency. Remote work can offer some cost savings, but it can also introduce additional overhead, such as technology costs and increased communication expenses.
- Cultural preferences
Some companies have a strong cultural preference for in-person work, believing that it fosters a sense of community and shared purpose. They may view remote work as a departure from their established culture and values.
- Specific job requirements
Certain roles may require in-person interaction for reasons of security, confidentiality, or the need for specialized equipment or facilities. In these cases, remote work may not be feasible or practical.
- Legal and regulatory considerations
Companies must navigate legal and regulatory requirements when employing remote workers, particularly when workers are located in different jurisdictions. These complexities may deter some companies from embracing full-time remote work arrangements.
What is a phased return to work?
A phased return to work (PRTW) is a gradual process of transitioning an employee back to their full-time job duties after an extended absence, such as due to illness, injury, or parental leave. However, PRTW is now also being used to gradually transition employees back from remote work.
This approach allows the employee to slowly adjust to the demands of their job while easing them back into the office.
Is it really necessary to have a phased return to work?
Yes, companies should be cautious when transitioning their employees away from remote work, as a rapid and abrupt return could cause more issues than benefits.
There are several reasons why companies should utilize a phased return to work program.
Benefits for employees:
1. Ease the transition back to work
A gradual return to work after an extended absence can help prevent burnout, reduce stress and anxiety, and enable employees to adjust to their regular job demands.
2. Improve mental health
A phased return to work can allow employees to manage their new hours in a way that is compatible with their own needs.
3. Increase employee satisfaction and retention
Employers who support and value their employees are more likely to retain satisfied workers. A phased return to work demonstrates care for employee well-being.
Benefits for employers:
1. Reduce absenteeism and presenteeism
By gradually returning your employees, it can help reduce absenteeism by enabling employees to return to work at a pace that’s right for them. It can also help reduce presenteeism by allowing employees to manage their hours in a way that is sustainable.
2. Improve productivity
Employees who are well-rested and healthy tend to be more productive. A gradual return to work can help improve physical and mental health, leading to increased productivity.
3. Reduce turnover costs
Replacing employees who leave is expensive. Gradually bringing employees back can help retain them by demonstrating to them that your company cares about their well-being.
What steps can HR managers take to facilitate a smooth phased return to work?
If you want to make sure your company implants a successful return to work, then you need to follow these steps.
1. Develop a clear policy
The policy should outline the process for requesting a phased return to work, the expectations for employees participating, and the resources available to support them.
2. Designate a PRTW Coordinator
Appoint a dedicated coordinator responsible for overseeing the plan, managing employee requests, coordinating with managers, and providing guidance to employees throughout the process.
3. Develop a communication plan
Inform employees about the phased return to work policy, its benefits, and the process for requesting a phased return. Use multiple channels for communication, such as company announcements, intranet postings, and email notifications.
4. Train managers
Managers should be trained to effectively support those who are returning to work after an absence. This training should cover topics such as how to assess an employee's needs, how to develop a phased return-to-work plan, and how to communicate with employees throughout the process.
5. Conduct individual needs assessments
Schedule individual meetings with employees to thoroughly understand their specific needs, limitations, and expectations. Discuss their physical and mental health status, job duties, personal responsibilities, and any potential challenges they anticipate during their phased return.
6. Provide support
Employees who are participating in a phased return to work should have access to the support they need to successfully transition back to the office. This support may include access to flexible work arrangements and counseling services.
7. Monitor progress
Regularly monitor the progress of employees who are participating in a phased return to work. This will help ensure that the plan is working effectively and that adjustments are made as needed.
8. Seek feedback and continuous improvement
Gather feedback from individuals and managers to identify areas for improvement. Regularly review and update.
What are the steps to get employees ready for a phased return to work?
The best approach to take to ensure employees are ready for a phased return to work is to implement the ADKAR model, which is a change management framework that outlines the five key elements necessary for individuals to successfully adopt and sustain change.
The acronym ADKAR stands for:
Awareness: The individual is aware of the need for change and the rationale behind it. Creating awareness involves communicating the need for change, the benefits of change, and the potential impact if change is not implemented. It's about making sure everyone understands the "why" behind the change.
Desire: The individual has a personal desire to support and participate in the change. Building desire involves addressing individual motivations, concerns, and potential resistance. It's about creating a sense of ownership and enthusiasm for the change.
Knowledge: The individual has the knowledge and skills necessary to understand and implement the change. Equipping individuals with knowledge involves providing training, resources, and access to experts to understand the details of the change and how to implement it. It's about ensuring everyone has the "know-how" to make the change happen.
Ability: The individual has the ability to apply their knowledge and skills to implement the change effectively. Enabling ability involves providing opportunities for practice, hands-on experience, and feedback to develop the skills and competencies needed to implement the change effectively. It's about giving everyone the "can-do" to carry out the change.
Reinforcement: The individual receives ongoing support and reinforcement to maintain the change over time. Reinforcing the change involves providing ongoing support, recognition, and rewards to maintain the change over time. It's about creating a supportive environment that encourages continued adherence to the new.
How long should a phased return to work take?
The duration of a phased return to work can vary significantly depending on the individual employee's circumstances, the nature of their job, and the severity of their absence. A general guideline suggests that a phased return to work typically lasts between two and six months. However, some cases may require a shorter or longer duration.
Example phased return to work plan
Here is an example of a phased return-to-work plan for an employee who has been absent due to illness for 4 weeks:
Week 1:
- Hours: 2-3 hours per day
- Duties: Focus on non-critical tasks that require minimal physical or cognitive exertion.
- Support: Provide regular check-ins with the employee and manager to assess progress and address any concerns.
Week 2:
- Hours: 4-5 hours per day
- Duties: Gradually increase the complexity of tasks, transitioning to more essential job responsibilities.
- Support: Continue regular check-ins and offer ongoing support to help the employee adjust to their increased workload.
Week 3:
- Hours: 5-6 hours per day
- Duties: Assume a more substantial portion of regular job duties, while still managing workload and avoiding excessive strain.
- Support: Monitor the employee's progress and provide additional support if needed, such as ergonomic assessments or adjustments to their work environment.
Week 4:
- Hours: 6-7 hours per day
- Duties: Gradually transition back to full-time responsibilities, with regular breaks and opportunities to rest.
- Support: Continue regular check-ins and provide ongoing support as the employee reacclimatises to their full workload.
Week 5:
- Hours: 7-8 hours per day
- Duties: Assume full-time responsibilities, while maintaining open communication with the manager and PRTW coordinator regarding any lingering concerns or challenges.
- Support: Provide ongoing support and resources, such as wellness programs or counseling services, to promote the employee's continued well-being.
