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Building a smooth return-to-work plan

Returning to work after a period of disability leave can be a challenging transition for both employees and their managers. The transition back to the workplace requires careful planning, effective communication and a commitment from the employer to creating an inclusive environment where employees feel supported and valued.

Transitioning back to work is not simply a matter of returning on a specified date; it is a process that demands attention to detail and understanding from all parties involved. Employees who have taken disability leave may have experienced significant health issues, such as physical or mental disorders, serious injuries, or chronic illnesses, which necessitated their absence from work. These individuals may have undergone extensive medical treatments and therapy during their leave, leading to physical and psychological changes that can impact their ability to perform their job duties upon their return.

In July 2023, Sun Life conducted research through Ipsos, surveying more than 500 Canadian employers and 300 Canadian employees who have managed employees who have taken a disability leave and returned to work over the past five years. The Healthy Returns report, which compiles key insights from the research, shows that despite best intentions, employers may not be in tune with the challenges their employees face when returning to work after a disability leave. It also highlights actions employers can take to make this process more successful.

At a high level, companies should create a common return-to-work plan framework that can be customized to each unique situation. This guarantees consistency across the board, so that each employee can expect the same treatment after returning from a leave.

Here are some key considerations to include when creating a return-to-work plan:

Keep empathy at the forefront

The employee’s direct manager plays an important role in supporting a successful return to work, as indicated by 83 per cent of employees surveyed – and the numbers show much room for improvement. Only 40 per cent of employees reported feeling supported by their managers during a return-to-work transition, with 40 per cent agreeing they could be open and honest with their manager about challenges surrounding their return.

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Managers who empathetically consider the challenges and stressors the employee has faced leading up to and during their leave, and who are mindful of any accommodations or support they may require upon their return, help to bridge these gaps. To best support staff as they prepare to return from a leave of absence, managers must reflect on and understand the employee’s experience. This may require additional training, like how to sensitively speak to employees, how to provide accommodations and the processes and guidelines when managing a returning employee.

Significant mental or physical health challenges are often cause for a disability leave, leading to stress and complicated feelings about taking time off work. The employee may have experienced physical or psychological changes that can impact their ability to be successful at work, as well as intensive treatments, medications or therapies that may continue long after the disability leave is complete. Managers must also recognize that the recovery process may extend well into the employee’s transition back to work and be prepared to provide ongoing support and flexibility as needed.

Open and continuous dialogue

The Healthy Returns report also highlights the need for continuous dialogue, with 23 per cent of employees reporting they never had communication with their direct manager about their return to work. Employers should maintain open lines of communication with the employee throughout their leave period, keeping them informed about any changes or updates in the workplace. One to two weeks prior to the employee’s return, schedule a meeting to discuss their needs, any accommodations they may require, and their expectations for their role moving forward. Encourage the employee to share any concerns or challenges they anticipate, and work together to address them proactively. The plan should also include regular check-ins with a manager, with room for flexibility if extra feedback is required in the early days.

Personalized accommodations

Employees returning from disability leave may require personalized accommodations to perform their job duties effectively. According to the survey results, 95 and 98 per cent of employees respectively said an accommodation plan and a gradual return to work were helpful in a successful transition, so it’s essential for employers to review any accommodation requests promptly and work with the employee to implement suitable solutions, and prepare to be flexible if more change is needed.

The employee, managers, human resources department and the insurer may all be involved in discussions to assess any functional gaps, and propose accommodations that will enable the employee to be successful at work. These accommodations may include time off for health treatments, flexibility in work schedule, modified working conditions for physical limitations, or work-from-home or hybrid work options, or providing assistive technologies – all leading to a sustainable return to the job.

In some cases, workplace accommodations can lead to gradual return plans that may mean the employee begins working again earlier than anticipated. By addressing accommodation needs upfront, employers demonstrate their commitment to supporting the employee’s successful and sustainable return to work.

Resources and stakeholders

When communicating a return-to-work plan with an employee, it’s important to highlight any additional resources or supports the company has in place, including an Employee Assistance Plan or other workplace benefits. The employee’s continued access to tools that support their health contribute to a successful and sustainable return to their role, with 85 per cent of employees surveyed noting that access to a family physician or primary care provider was the most important support an employer could provide.

Photo courtesy of Tay Jnr / DigitalVision via Getty Images.

Depending on the company’s size, there may be additional people involved in an employee’s return-to-work, including human resources, legal personnel or union representatives. During a return-to-work meeting, the manager should review any changes to the workplace, including staff changes, upcoming events or activities, and keep all necessary stakeholders in the loop.

Legal obligations and privacy considerations
It’s important to seek guidance from the human resources team and/or your company’s legal counsel on your duty to accommodate employees returning from disability leave.

While it’s essential to keep the lines of communication open, privacy laws mean the employee does not have to share information about their medical leave or the treatment they may have received. In addition, disability insurers are bound by confidentiality rules to protect the employee’s personal health information. However, employers can (and should) ask the employee about what’s needed to help make their return to work successful – for example, any accommodations to work schedules or equipment and facilities that may be necessary.

Human rights laws prohibit discrimination based on disability, therefore, employers have a duty to make reasonable accommodations for employees to perform their work. The word “reasonable” is open to interpretation, but in general, the accommodations must respect the dignity of the individual, remain confidential unless the employee agrees to share with coworkers, and encourage integration, rather than separation. These accommodations may be the difference between the employee’s continued success at work, or having to take additional leave.

It’s also important to discuss the employee’s comfort level with sharing details about their return to work with colleagues. This helps to let the team know of their co-worker’s plans while still respecting their privacy.

Navigating an employee’s return to work after a disability leave requires careful planning, effective communication and a commitment to creating an inclusive workplace environment that fosters the physical and mental wellbeing of employees. By understanding the unique challenges faced by employees returning from disability leave and providing the necessary support and accommodations, employers can help facilitate a smooth transition back to work and promote the well-being and success of all team members.

For more information and resources, visit Sun Life’s return-to-work toolkit.

Group benefits are provided by Sun Life Assurance Company of Canada, a member of the Sun Life group of companies.