How To Conduct a Return-to-Work Interview

Welcome back! It's always great to have an employee return after an extended absence. Maybe they were out on medical leave, parental leave, or just a well-deserved vacation. Either way, we want to ensure they transition back to work smoothly. The return-to-work interview is a fantastic way to facilitate that.

During this interview, the manager and employee discuss the absence, address any concerns, and collaborate on a plan to ease the employee back into things. The interview provides benefits for both parties. The employee feels supported in their return, while the manager gets to check in on their well-being and share any workplace updates.

In this guide, we'll explore what return-to-work interviews entail, why they're essential, and how to conduct them effectively. Let's get started!

Why return-to-work interviews are important

Speaking of benefits, there are loads of reasons why return-to-work interviews are a good idea. Let's take a look at some of the big ones.

Reintegration into the workplace

Coming back to work after being away isn't always easy. Whether you've been off for a month or a year, getting back into the swing of things can be tough.

Some people might feel a bit nervous or overwhelmed. They might worry that they've forgotten how to do their job or that things have changed while they were away. The longer someone's been gone, the harder it can be to settle back in.

A check-in chat makes the transition smoother by allowing them to voice concerns and get reacclimated.

Identification of potential issues or concerns

Sometimes, things need sorting out when someone comes back to work. You might notice that they were struggling a bit before they went away or that they're worried about something now that they're back.

A return-to-work interview lets both parties discuss issues openly before they spiral or impact performance. Addressing concerns early on can also prevent future absences.

Opportunity to support employee well-being

The reason someone has been off work can make a big difference in how we support them when they return. If an employee was off for health/personal reasons, they may need extra assistance getting back on track.

The interview offers a chance to explore reasonable accommodations and support resources based on the individual's needs. If the individual was in an accident that affected them physically, maybe they need a desk closer to the loo or some special equipment to help them do their job.

In other cases, someone might have been out because of stress or burnout. The interview is a chance to discuss how to prevent that from happening again. It might mean reviewing their workload or finding ways to make their job less stressful.

For new parents, it could be about finding the right work-life balance between working and family life. Whatever the reason, the interview is a great time to show that you care about your employee's well-being and want to help.

Ensuring compliance with company policies and health & safety regulation

Time away means employees can miss key updates around policies, processes, health and safety rules. The return-to-work interview helps spot any gaps in their knowledge so the manager can bring them up to speed.

Preparing for a return-to-work interview

Instead of winging it when the employee returns, we recommend proper preparation for the best results. First, gather relevant details - review their absence history, medical certificates or doctor's notes. Understanding the full context allows you to customise questions and support.

Next, put yourself in their shoes. How might they feel about coming back after so long away? Be ready to actively listen, ask open questions, and provide empathy if sensitive topics arise.

Finally, pick an appropriate meeting spot. Opt for somewhere private yet comfortable enough for an open discussion. Of course, you also want to inform the employee about the interview process. But try not to pressure them or frame it as a disciplinary action. Make them understand that it's for their well-being.

The return-to-work interview form

The return-to-work interview form is a handy tool that serves two purposes. First, it's a place to log all relevant details for HR records. Second, it facilitates discussion by guiding the conversation.

Essential elements include:

• Employee details (name, job title, etc.)
• Dates they were off work
• Reason for being away
• Notes about what you talked about
• Any actions you agreed on or support you're going to provide
• Signatures to confirm understanding

When using the form, remember it's there to help, not hinder. Don't let it turn your friendly chat into a formal interrogation! And if you're looking for an easy way to create and manage these forms, SmartSurvey is a great tool. It can help you set up online forms that are easy to fill out and keep track of.

Return-to-work interview questions

Next, you need to think about what questions you'll ask. These questions will help guide your chat and ensure that you cover everything important.

Open-ended vs. closed questions

You can ask two main types of questions: open-ended and closed.

Dichotomous questions are a common kind of closed question that can be answered with a simple "yes" or "no". They're good for getting specific information quickly.

On the other hand, open-ended questions encourage the employee to give more detailed answers. They're great for getting a better understanding of how the employee is feeling.

Suggested questions:

"Can you tell me about why you were off work?

- this is open-ended and lets the employee share as much or as little as they want

"How are you feeling now?

- another open-ended question to gauge their current state

"Do you need any support to do your job effectively?

- this could be a closed question, but you can follow up with "What kind of support would be helpful?"

"Are there any changes we need to make to help you at work?

- this invites the employee to suggest accommodations.

"How do you feel about your workload and responsibilities?

- this open-ended question can reveal any concerns about managing their work.

Adapt your list based on the individual's circumstances. The goal is to facilitate an open and honest dialogue.

Conducting the return-to-work interview

You've done your prep, and now it's time for the main event - sitting down with the employee for a constructive chat. Here are some tips to ace it:

Building rapport and trust

We can't guess what kind of engagement you had with your employees before they went away. Yet it doesn't matter whether you have established a close working relationship or if this is the first time you've really talked. Either way, it's crucial to build a good rapport.

Creating a friendly, trusting atmosphere will help your employees feel more comfortable. They will be more likely to open up and share any concerns they might have.

Start with some friendly small talk. Ask how they're doing, or chat about something you know interests them. Show that you're genuinely glad to have them back.

Active listening techniques

Actively listening demonstrates genuine care and concern for the employee's situation. Maintain eye contact, ask thoughtful follow-up questions and periodically summarise key points. Make sure they feel heard.

Addressing sensitive issues with empathy

Reasons for prolonged absences are often personal, so employ empathy if complex issues arise. Open-ended questions come in handy here. The employees can share as much or as little as they want.

Also, show empathy by trying to understand how they feel. You might not know precisely what they're going through, but you can show that you care and want to support them.

Setting realistic expectations and goals

Finally, it's important to discuss what happens next. Some employees might not be ready to jump straight back into their old workload, while others might be raring to go and take on new challenges.

Collaboratively discuss workloads, duties and challenges moving forward. Set realistic goals based on the employee's current capabilities and gradually build from there.

Addressing employee concerns and needs

After the interview, take some time to think about what you've learned. You might spot potential hurdles that could make it hard for your employee to settle back in. The next important step is to do something about any concerns or needs they've mentioned. Taking action might include:

• Offering flexible working options
• Providing support resources (like counselling or an Employee Assistance Program)
• Making changes to their workspace or equipment
• Adjusting their workload or responsibilities

Common challenges and how to overcome them

As far as interviews go, return-to-work interviews can be some of the trickiest. One of the biggest hurdles for many managers is having difficult conversations. Remember, your employee might not always speak up about their worries or needs. Try to create a safe space where they feel they can open up without being judged.

Another challenge is dealing with reluctance or resistance. Some employees might not want to talk about personal issues, or they might not see the point of these interviews. If this happens, try explaining why these chats are important for their well-being and their work.

Final thoughts

Welcome back interviews are a worthwhile investment for easing employee transitions after absence. Make them part of your regular HR practices. When conducted effectively through preparation, empathy and follow-up, they demonstrate genuine care for personnel well-being. Everyone benefits!

For a simplified approach to capturing staff feedback, our employee experience solutions streamline the process end-to-end. Reach out if you have any other questions. We're always happy to help!

Key takeaways

Purpose of return-to-work interviews: These interviews help facilitate a smooth transition back to work for employees after an extended absence, allowing both the employee and the manager to discuss the absence, address concerns, and create a plan for reintegration.

Importance of support and well-being: Return-to-work interviews offer an opportunity to support the employee's well-being, particularly if they were off due to health or personal reasons. This support might include reasonable accommodations, workload adjustments, or other forms of assistance tailored to their needs.

Identifying and addressing issues early: These interviews provide a platform to identify any potential issues or concerns before they escalate, helping to prevent future absences and ensuring that the employee feels comfortable and supported upon their return.

Reintegration and policy updates: The interviews are essential for updating the employee on any changes in company policies, processes, or health and safety regulations that may have occurred during their absence, ensuring they are up to speed and compliant.

Preparation for the interview: Managers should prepare for the interview by reviewing the employee's absence history and considering how they might feel about returning. Proper preparation helps in asking the right questions and providing appropriate support.

Building rapport and active listening: Creating a trusting atmosphere and actively listening to the employee during the interview are crucial. This approach encourages open communication, making the employee more likely to share their concerns and needs.

Follow-up and continuous support: The process doesn't end with the interview. Managers should follow up regularly to ensure the employee's reintegration is successful and to address any new concerns or needs that may arise after their return.