No one should have to get sick because of their job. Period. Yet it happens – every single day. Lack of resources, high stress, and a fast-paced environment continue to drive up sick leave numbers. Fortunately, there’s a lot that HR and managers can do. Here are eight proven strategies (plus a bonus tip) to help reduce absenteeism.
Why invest in the work environment?
In Sweden today, the most common reasons for long-term sick leave are mental health diagnoses – especially stress-related conditions such as burnout. According to the Swedish Social Insurance Agency (Försäkringskassan), mental ill health now accounts for more than half of all longer sick leaves.
And the costs are high – for both the individual and the employer. Sick leave leads to personal suffering, loss of income, lower productivity and often expensive recruitment efforts.
But there’s another side to the coin: a healthy work environment is an investment. Putting time and effort into health and wellbeing pays off – not only in reduced costs but also in higher engagement and better results.
Eight ways to reduce sick leave
So what actually keeps employees healthy and motivated at work? And how can you, as a manager, spot the warning signs early? We’ve gathered eight proven strategies to help you prevent ill health (and boost motivation and job satisfaction along the way).
1. Be a present leader
Leadership has a huge impact on wellbeing and job satisfaction – countless studies confirm this. The key words for leadership in healthy workplaces are presence, trust, attentiveness and empathy. Great managers are visible, available, show genuine interest in their people and give regular encouragement and feedback.
But: good leadership also requires the right conditions. As a manager you need support and training in your role – and time to actually prioritise employee wellbeing. Occupational health services can be a valuable partner when it comes to work environment, health and rehabilitation.
2. Take the temperature of your workplace
How do you use your one-to-one meetings? Done right, they’re a great tool for understanding how employees really feel. Make sure your forms (if you use them) include questions about workload, team relations, and the physical work environment.
Anonymous surveys or pulse checks can also be an easy way to get a quick sense of how the workplace is doing, as part of a systematic approach to work environment management.
3. Work with measurable goals
Setting goals for health and work environment helps you work strategically and pull in the same direction. Start by mapping the current situation and identifying areas for improvement. Choose concrete, measurable indicators – for example reduced absence, fewer overtime hours or better employee survey results. Then create an action plan that shows what will be done, when and by whom.
According to the Swedish Work Environment Authority, every company is also required to have a work environment policy that describes both the physical and psychosocial work environment. Ideally, it should be created together with employees and health and safety representatives, and be linked to your goals and action plan.
4. Involve your employees
Employee involvement isn’t just a buzzword – it’s a real health factor. When people are able to influence their working conditions, engagement grows.
As a manager you can, for example:
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Give employees space to suggest improvements.
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Show that their input is taken seriously and can lead to change.
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Offer opportunities for growth through training, courses or skill development.
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Allow employees to try out new roles or tasks to build motivation and learning.
5. Build an open culture
In workplaces with openness and trust, people dare to talk about problems and wellbeing. Aim for a culture where it’s okay to say “this isn’t working for me” – before it becomes unsustainable.
A clear set of values and shared ground rules for how you treat each other can also reduce the risk of conflicts, bullying or harassment.
6. Provide clear expectations and boundaries
We all benefit from clarity and structure. As a manager you can help by:
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Making sure employees know their tasks and responsibilities.
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Ensuring goals and expectations are clear and don’t contradict each other.
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Providing the resources they need to succeed.
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Helping to prioritise when to-do lists get too long.
7. Catch early warning signs
Do you suspect that an employee isn’t doing well, even if they haven’t said anything? Don’t wait – act early. A simple conversation can make a big difference and in some cases prevent a sick leave entirely. Need support? Contact occupational health services.
Key warning signs to watch for include:
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Repeated short-term absences
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Low mood or hopelessness
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Difficulty concentrating
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Decreased engagement
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Conflicts
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Excessive overtime
Read more: Employee turnover – a guide for managers and HR.
8. Invest in wellness
Stronger immune systems, better performance, greater resilience to stress – and ultimately, fewer sick days. Companies that invest in employee wellness have a lot to gain. Offer a wellness allowance to encourage physical activity, or organise activities that promote a healthy lifestyle, such as step challenges, group workouts, access to a gym at work, or seminars on nutrition and health.
Bonus tip: Use smart tools for statistics and KPIs
Sick leave is a clear reflection of workplace health. That’s why it’s important to track both short- and long-term absences, understand the reasons and spot the trends. When you keep an eye on the right KPIs, you’re far better equipped to steer the organisation’s health in the right direction – and to know if your efforts are working.
With Flex HRM, gaining those insights is easy. Create customised reports in just a few clicks, or use our HR dashboard for an instant overview of sick leave, staff turnover and other key metrics. Minimal hassle, maximum control. Curious? Get in touch!
