My Employee is signed off with stress - What do I do?
- kate@thehrhero.co.uk
- Apr 1
- 6 min read
It’s never easy when an employee is signed off work due to stress, but as an employer, it’s crucial to take the right steps to support your people and manage the situation professionally.
Stress can significantly impact an employee’s well-being and productivity, so understanding how to handle the situation appropriately is key.
This blog is a guide to the key questions you should consider when faced with this challenge in your organisation.
1. Does the employee have a fitness to work/doctor's note?
When an employee is absent due to illness, including stress, for more than seven days they should provide you with a ‘Statement of Fitness For Work’ (also known as a ‘doctor's note’). This is a is an important document as it is used to explain to you why an employee may need a period of absence from work, or why they may need to work part-time or be given different duties.
Government guidance states ‘healthcare professionals cannot issue fit notes during the first 7 calendar days of sickness absence’. Therefore, if your employee is off work due to stress for seven days or less they should self-certify.
The Fit For Work statement should outline the employee’s medical condition and any recommended adjustments or restrictions. A fitness for work note is crucial because it serves as a formal confirmation from the employee’s healthcare provider that they are unfit to work.
It’s important to ensure that the note is valid, and if the stress is related to work, the doctor may provide suggestions on how to support the employee during their recovery. The duration of a fit note is determined by the healthcare professional’s clinical judgment. If necessary, a review date can be set to reassess the employee's condition. Remember, the employee will need to provide you with a further fit note after the period stated on the note, if they do not return to work.
2. Does the fit note state work-related stress?
It’s important to differentiate between general stress and work-related stress. A fit note might specify that the stress is related to the workplace or it could simply state that the employee is experiencing stress without identifying the cause.
If the stress is work-related, you must assess the risks in their workplace and take action to protect your employees. On the other hand, if the stress is personal, the approach may be different, but you should still consider reasonable adjustments to assist the employee’s recovery.
According to Mental Health First Aid England, in 2024 ‘a quarter (25%) of UK workers report feeling unable to cope with workplace stress, showing the need for more support’
Acting early can reduce the impact of pressure and make it easier to reduce or remove the causes of work related stress.
3. Have you spoken to the employee to find out why they are off work with stress?
The most important factor is open two-way communication when managing stress-related absences. Once the employee is signed off work, you should have an open and empathetic conversation to understand the cause of their stress. This conversation should take place in a supportive, non-judgmental manner, allowing the employee to share their concerns and challenges.
Your people need to know there is someone in the organisation that they can talk to. You need to give employees the time and forum for open and honest dialogue. How these conversations are approached and handled are crucial.
You need to be confident in bringing up the subject of stress, approachable, transparent, understanding and pro-active to tackle issues before they become huge problems. Not everyone has these skills and understand the symptoms of stress; this can be a particular issue where the entire team is under pressure at a certain time.
Approach the conversation with care and respect, and remember that some employees may find it difficult to open up. Ensure you maintain confidentiality throughout and avoid making assumptions. This will help you identify if work-related stress is a factor, and how you can assist in their recovery.
It’s important to remember that people feel stressed when they can’t cope with pressures and other issues. Pressure can be a good thing, it can motivate people, however when pressure gets too much it can manifest into stress. A huge challenge is that stress does not apply equally to everyone. What stresses one person might not affect another. Different levels of skills and experience, age and personal characteristics all affect people’s ability to cope in particular situations.
According to ACAS “There are many factors that can cause stress at work. These include:
too many or conflicting demands
poor working conditions
little control over how and when work is done or decision making
lack of support or encouragement from managers and others at work
bullying and conflict at work, particularly if these are not managed well
not having enough training or skills to do a job
feeling unclear about roles and responsibilities
low trust and not feeling able to speak up about concerns
change within the organisation”
4. How do I support my employee to return to work?
The return-to-work process after an employee has been signed off with stress requires thoughtful planning. Here are a few steps you can take to support your employee:
Offer a phased return: This might include reduced hours or lighter duties at first to ease the employee back into work.
Make adjustments: Depending on the nature of the stress, consider if there are any adjustments that can help, such as changes to their workload, flexible working, or a quieter workspace.
Regular check-ins: Ensure you regularly check in with the employee to see how they’re coping and if any further adjustments are needed.
Provide access to support: Offer resources such as Employee Assistance Programs (EAPs), counselling, or mental health first aiders if available in your organisation.
Remember that a gradual and supportive approach will help the employee feel safe and valued, ultimately increasing their chances of a successful return to work.
5. How do I prevent/reduce workplace stress for my employee in the future?
Once the employee returns to work, it’s time to look at how you can prevent similar situations in the future. Addressing workplace stress proactively benefits both your employees and your organisation.
According to WorkSafe UK, completing a workplace stress risk assessment can be beneficial to both the employee, team and the organisation. It is a systematic process of identifying factors within an organisation that could potentially cause employees stress, evaluating the severity of those risks, and then implementing measures to control and minimize them; it should be used whenever there are concerns about potential stressors in the workplace, or when employees exhibit signs of stress related to their job.’
Other strategies to prevent and reduce work related stress include :
Identify causes of stress: Work with the employee to identify specific stressors in the workplace. This could be workload, interpersonal issues, or lack of support. Understanding the root causes allows you to address them effectively.
Promote a healthy work-life balance: Encourage employees to take regular breaks, use their holiday entitlement, and leave work on time. Setting boundaries and respecting personal time can significantly reduce stress.
Provide training on stress management: Offering workshops or resources to help employees manage their stress can equip them with valuable coping mechanisms.
Foster a supportive culture: A positive workplace culture where employees feel supported, valued, and able to communicate openly can prevent stress from escalating. Ensure that managers are trained to identify signs of stress and have the skills to manage and support their teams.
Review workloads regularly: Ensure workloads are manageable and realistic. Avoid overloading employees and check in regularly to see if they feel they can handle their tasks.
By addressing the sources of stress and offering ongoing support, you’ll create a healthier, more productive environment that reduces the risk of stress-related absences in the future.
Conclusion
Stress is a common issue in the workplace, but as an employer, you have a crucial role in managing and supporting your people through it.
If stress is not managed in the workplace, it is likely to increase employee absence, reduce performance and productivity. Stress has personal and commercial consequences, which can lead to illness like depression and anxiety and physical impairments such as musculoskeletal and heart problems.
By understanding the specifics of your employee’s condition, communicating openly, and taking proactive steps to reduce workplace stress, you can help create a more positive and supportive environment for everyone.
If you’re unsure about how to handle a situation involving work related stress or need advice on supporting your people, contact The HR Hero for expert guidance!
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