More with less: how SMEs can tackle absenteeism like a big company

Less than half of companies with 50 to 249 employees (42%) have developed an absenteeism policy, according to a survey conducted among 1,355 employees and 511 employers in Belgium by Mensura and Indiville in the spring of 2024. The reasons behind that figure? Absenteeism is rarely a priority, the organisation contains insufficient knowledge, or there is simply no time for it. Wilms, a Kempen-based family business with 200 employees (called Schaduwmeesters/Shadow Masters), shows that it can be done differently.

In 2024, Wilms engaged Mensura to write a tailor-made absence policy. “We didn’t just start from a template,” says Tina Ermgodts, HR Manager at Wilms. “Mensura really listened to our story and used that as the basis for a script. It’s been very nice partnership with great added value.”

Launching an absenteeism policy was an investment, but one that paid off. It was widely communicated to all Schaduwmeesters, creating broad support for various initiatives. Just look at the Social-Medical Team, which reviews files of long-term absences every six months. Or Wilms Fit, a working group focusing on physical and mental health.

Mensura also plays an important role in Wilms’s prevention policy, thanks to external training courses on nutritional advice, ergonomics, recognising burnout signals, etc. “Their absenteeism interviews training course was a real eye-opener in particular,” Tina adds. “I would recommend it to any company, SME or not.”

How can your SME start reducing absenteeism in your organisation in a low-threshold way? Wilms is happy to share some tips:

“Human capital should never be seen as a cost, but as the most important capital of your organisation,” says Tina. “That’s why we invest in a corporate culture that puts caring at its heart. Our latest psychosocial risk assessment showed that Schaduwmeesters see Wilms as a safe and protective working environment, where you need not be afraid to raise your concerns. That caring doesn’t cost money or energy. On the contrary, it just energises you.”

“You yourself are often the last to realise something is wrong,” explains Dorien Toremans, Human Resources Manager at Wilms. “Because of our open communication culture, we know every personal situation, and already proactively connect people in certain situations – diabetes, insomnia, etc. – with a coach.”

According to the Mensura and Indiville survey, 22% of companies with 50 to 249 employees “usually” foresee adapted work when long-term sick people return to the workplace. Wilms’s accompanying advice: don’t think in thresholds, but in possibilities.

“We are extremely proud of our measures for progressive work resumption,” Tina beams. “Nobody likes being stuck at home sick, but you really have to dare to think outside the box as an organisation and keep the threshold to return low. And we have written so many great stories in this regard. It’s fantastic to see how an employee starts growing again and can happily remain at work when that employee is allowed to gradually build up their hours, according to what they are capable of, and whom you thus help to strengthen.”

The survey also shows that 32% of companies with 50 to 249 employees have developed a collective reintegration policy. Wilms shows that procedures need not be expensive or complicated at all.

“When employees fall ill, we contact them informally via WhatsApp after four weeks,” Dorien explains. “We ask how things are going, let them know we are there for them, and invite them to have a drink with colleagues outside the work context. And they often respond to that because people need that. Make sure that they can feel that they’re still a part of the work family during their absence.”

The survey also shows that 87% of Belgian companies do not yet work with an external partner to tackle absenteeism; 55% do not involve the prevention service. This is where Tina and Dorien say there are still many opportunities for SMEs.

“You don’t have to reinvent the wheel,” says Tina. “If there is one thing I have learned over the past 14 years at Wilms, it’s this: take advantage of guidance to keep your employees healthy. And it doesn’t have to be expensive. Your external prevention service has such a great offer – use it!”

It is perfectly possible for an SME to tackle absenteeism effectively and affordably. A developed absenteeism policy is worth the investment anyway, but there are so many other options. Open communication, thinking in terms of possibilities, connecting, using external expertise… With the right partners and a human approach, you put your company and your employees on a healthy track.