Employee Requests for Reducing Hours
Posted on 7th August 2024 at 14:20
As a business owner or HR leader, you may encounter situations where employees request reduced hours at work due to health concerns.
These requests require careful consideration; you will want to balance the employee's wellbeing needs alongside business needs. This guide will help you navigate these sensitive situations effectively, ensuring both employee health and business continuity are prioritised.
Understanding the Importance of Employee Health
Before delving into the practicalities, it's crucial to recognise the significance of employee health. At Verve Healthcare, our mission is to help companies keep a happy, healthy and productive workforce. We see this going hand in hand; a happy and healthy workforce will be more engaged in their work and more committed to its success. It goes two ways - if you look after your people we believe they will look after you. Showing care to staff is not just the right thing to do - it is as much an employer benefit as it is to the individual.
Of course, as a CQC-registered healthcare company, our focus is not just about helping people 'get better', we are committed to helping people maintain good health. That's where our Verve Health Assessments, mental health, physiotherapy, private GP and proactive HR and business services come in.
How to Prepare for a Work Conversation about Reducing Working Hours for Health Reasons
When a full or part time worker makes an informal request for a meeting to discuss reducing their hours due to health reasons, preparation is key. Here are some steps to prepare for a productive and supportive conversation:
Schedule a Private Meeting: Choose a quiet, confidential space where the employee feels comfortable discussing sensitive health matters and work-time reduction.
Allocate Sufficient Time: Ensure you have ample time for the discussion without feeling rushed.
Gather Relevant Information: Familiarise yourself with company policies regarding flexible working requests and any previous similar requests.
Prepare an Open Mind: Approach the conversation with empathy and a willingness to find mutually beneficial solutions.
How to Conduct a Meeting about Reducing Working Hours
During the meeting, your goal is to understand the employee's needs while also considering business requirements.
Here are some suggestions to how to approach the conversation:
Start with Empathy: Begin by reassuring with concern for the employee's health and appreciation for their openness.
Listen Actively: Allow the employee to explain their situation without interruption. Ask clarifying questions to ensure you fully understand their needs.
Discuss Possible Solutions: Gently inquire about their health and whether any changes at work might help. Talk about any recent changes, such as any increase in workload, that may have arisen. A practice or way of working at work may in itself have a potential health impact, and so discuss whether a change may help.
Explore Options: Brainstorm potential solutions together, considering various flexible working requests. Sometimes changing a start time or a finish time may leave working hours per day unaffected and accommodate all needs.
Be Transparent: Clearly communicate any concerns about business impact and discuss potential solutions together. Your employee has probably considered business impacts before approaching you, and will have some ideas that will help you make a business decision.
Provide Healthcare Options: Gently ask your employee whether they would appreciate seeing a mental health professional, physiotherapist or private GP. Our Verve On Demand service has these on a pay-as-you-go basis.
Outline Next Steps: Agree on a plan of action, including any need for medical input or a trial period for new arrangements. Your employee may need a temporary arrangement to overcome current difficult times, or may need a longer-term solution.
Factors about Reducing Working Hours to Consider from a Business Continuity Perspective
While prioritising employee health, it's also important to consider the impact on your business. These are areas that you may need to make another plan for, if you and your employee agree a new plan of reduced working hours.
Here are some factors to keep in mind:
Workload Distribution: How will the employee's reduced hours affect team workload? Can tasks be redistributed effectively?
Client Relationships: Will the change impact client interactions or project timelines? If so, how will you manage this?
Team Dynamics: How might reduced hours affect team collaboration and communication?
Financial Implications: Assess any potential financial impact on the business, including changes in salary or benefits. If a worker reduces their hours, this may also be an opportunity to use resources in a different way.
Legal Compliance: Ensure any decisions comply with employment laws and company policies. Look at the employment contract to see if a reasonable request is already covered there. You may need professional legal help that we are not able to cover in this article.
Flexible Working Options to Consider
Rather than immediately reducing hours, speak with your employee to explore flexible working options that might help the employee maintain their hours while accommodating their health needs:
Flexible Start and End Times: You might allow the employee to adjust their daily schedule to accommodate medical appointments or manage symptoms.
Compressed Work Week: Is there an option to work full-time hours over fewer days?
Remote Work: Assess opportunities to work from home, reducing commute times.
Job Sharing: Consider splitting the role between two part-time employees.
Phased Return to Work: If the employee is returning from sick leave, agree a gradual increase to their hours over time.
How Verve Healthcare's Proactive Services Can Help
At this point, it's important to consider how Verve Healthcare's Proactive Services can support both the employee and your business:
Occupational Health Assessments: Our expert occupational health professionals can provide detailed assessments of the employee's health in relation to their work, offering tailored recommendations for accommodations.
Ergonomic Evaluations: If the health issue is related to physical discomfort, our ergonomic specialists can assess the employee's workstation and suggest modifications.
Mental Health Support: Our pay-as-you-go mental health service offers flexible access to counselling and therapy, which can be crucial for employees managing chronic health conditions.
Wellness Programmes: Implement company-wide wellness strategies to support all employees in maintaining good health, potentially reducing future requests for reduced hours.
Manager Training: We can organise development for managers on supporting employees with health conditions, ensuring a consistent and empathetic approach across your organisation.
Additional Considerations and Best Practices
As you navigate requests for reducing hours due to health, keep these additional points in mind:
Regular Check-ins: Schedule periodic reviews to assess how the new arrangement is working for both the employee and the business.
Encourage Open Communication: Create an environment where employees feel comfortable discussing health concerns before they become severe enough to require reduced hours.
Document Correspondence: Keep detailed records of all discussions, agreements, and accommodations made.
Be Consistent: Ensure you're treating all employees equitably and consistently when considering requests for reduced hours.
Stay Informed: Keep up-to-date with employment laws and best practices regarding workplace accommodations for health issues.
Consider Trial Periods: Implement changes on a trial basis to assess their effectiveness before making long-term commitments.
Explore Gradual Changes: Instead of an immediate significant reduction in hours, consider a gradual decrease to help both the employee and the business adjust.
The Role of Proactive Health Management
While addressing individual requests for reduced hours is important, taking a proactive approach to employee health can help prevent such situations from arising. Verve Healthcare's Proactive Services and Wellbeing Library can play a crucial role in this:
Health Assessments: Regular employee health checks can identify potential issues early, allowing for preventive measures.
Stress Management Information: Equip your employees with tools to manage stress effectively, reducing the likelihood of stress-related health issues.
Nutrition and Exercise Programmes: Promote overall health and wellbeing, potentially reducing the incidence of chronic health conditions.
Sleep Hygiene Education: Poor sleep can exacerbate many health issues. Education on good sleep habits can maintain a consistent average sleep time and improve overall employee health.
Mindfulness and Meditation: These can help employees manage stress and improve mental wellbeing, potentially reducing the need for reduced hours due to mental health concerns.
Legal Resources for Reduced Hours Requests Due to Health UK
A short disclaimer for this section - we are healthcare specialists not legal specialists; however if you do need this service, we have access to employment practices specialists who can give individual advice on employment rights.
Our overall ethos at Verve Healthcare is primarily one of mutual enabling communication - however, we do realise that in some cases either the individual or the employer - or both - may wish to consider legal rights and obligations. The details below should be taken as a pointer for further information and do not constitute legal advice.
In the UK, employees have legal protections when requesting reduced working hours due to health conditions.
The primary legislation governing this is the Equality Act 2010, which classifies long-term health conditions as disabilities if they substantially affect daily activities. This may apply to a mental health condition or a physical one.
Under this Act, employers have a duty to make reasonable adjustments for a disabled person, which may include reducing working hours.
Employees can make a formal flexible working request for flexible hours, as stipulated in the Employment Rights Act 1996 (as amended). This right applies to all employees with at least 26 weeks of continuous service.
The process involves submitting a written request detailing the proposed changes and how they might affect the business.
Employers must handle these requests in a reasonable manner and can only refuse on specific business grounds.
For health-related requests, employees may need to provide a fit note (previous: sick note) from their GP or a medical report. This documentation can support the need for reduced hours as a reasonable adjustment.
If the health condition qualifies as a disability, refusing a reasonable request without proper justification could be considered discrimination under the Equality Act.
Employers should also be aware of the Working Time Regulations 1998, which set limits on working hours and provide for rest breaks.
These regulations can be particularly relevant when considering requests for reduced hours due to health concerns.
It's important to note that while employees have the right to request flexible working, including reduced hours, there's no automatic right to have this request granted.
However, for health-related requests, employers must give careful consideration and engage in a dialogue with the employee to find a suitable solution.
Failure to do so could potentially lead to claims of disability discrimination or constructive dismissal at an employment tribunal.
Employers should have clear policies in place for handling such requests and ensure they're applied consistently to avoid any allegations of unfair treatment or discrimination.
Empathy and Business Needs go Hand in Hand
Navigating requests for reducing hours at work due to health requires a delicate balance of empathy, flexibility, communication and business acumen.
By approaching these situations with understanding and openness, you can often find solutions that support both the employee's health and the company's needs.
Remember, every situation is unique and may require a tailored approach. The key is to maintain open communication, explore all options, and be willing to adapt as circumstances change.
By partnering with Verve Healthcare's Proactive Services, you can access expert support in managing these complex situations. From occupational health assessments to wellness programmes, our services can help you create a healthier, more productive workplace where employees feel supported and valued.
Ultimately, by prioritising employee health while also considering business continuity, you can create a work environment that attracts and retains top talent, boosts productivity, and fosters loyalty. In the long run, this approach not only benefits individual employees but contributes to the overall success and sustainability of your business.
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