What Is a Phased Return To Work? Your Company Questions Answered

A phased return to work is a compassionate, practical approach to allowing employees to transition smoothly back to work after a long absence. It’s a valuable strategy for supporting employee wellbeing and maintaining a positive work environment.

For instance, the Department of Work and Pensions reports that 70% of employees feel a phased return to work has helped them transition more quickly when resuming their jobs after an extended leave period. This article discusses what a phased return to work involves, why it’s important, and how HR professionals can develop an effective phased return to work plan.

Contents
What is a phased return to work?
Phased return to work: Reasons and plans
Does a phased return to work affect pay?
Examples of phased return to work hours
Phased return to work guidelines for HR
What HR should do if a phased return to work fails

What is a phased return to work? 

A phased return to work allows employees to slowly reintegrate back into work after an extended period of absence due to illness, maternity leave, bereavement, or major surgery. Employees returning to work after a long absence may start with shorter working hours or a lighter workload, which will gradually increase as they adjust to their new routine.

This staggered return-to-work approach reduces the likelihood of employees feeling overwhelmed or worsening their medical conditions. It also gives them time to regain confidence and become fully productive without excessive pressure.

Organizations that offer a gradual return-to-work process and support employees through their transition are more likely to retain tenured employees. This also reduces burnout, turnover, and hiring expenses without disrupting long-term business operations. 

Who can request a phased return to work? 

Employees returning from extended absences for genuine medical or personal reasons can request a phased return to work. These personal reasons may include pregnancy, childbirth, maternity leave, bereavement leave, or caring for a seriously ill family member.

A returning employee should provide a doctor’s note or medical certification stating they are fit to work in a reduced capacity and submit a phased return to work form to formalize the process. This form helps document their new schedule, duration, and any necessary accommodations (e.g., flexible hours or reduced responsibilities).

Can an employer stop or delay a phased return to work? 

A phased return to work usually lasts four to eight weeks but can be extended to up to 12 weeks. In certain situations, however, an employer can delay or stop an employee from returning to work.

These situations may include health and safety concerns or an employer’s inability to make certain accommodations. For example, if an employee’s doctor hasn’t approved their return to work or if their medical condition poses a health or safety risk at work, their employer may delay their return.

In other cases, an employer may be unable to provide accommodations that a returning employee requires or has requested. As such, they may postpone the employee’s return to work until both parties can agree on a plan that works for them.

Phased return to work: Reasons and plans

Here are some common situations that may call for a phased return, along with examples of plans that fit each scenario:

• After major surgery: An employee returning to their job after major surgery (e.g., after a hip replacement) may start by working reduced hours (e.g., three to four hours daily) and focus on seated tasks when at their workplace. They can then gradually increase their working hours and activity level over several weeks or months.
• After cancer treatment: The employee may start with reduced hours and tasks with less physical strain and mental demands, as post-treatment fatigue is common. These hours and tasks can increase gradually based on how they feel and which tasks they feel ready to handle. They can also benefit from flexible or remote work options.
• After stress or mental health challenges: The employee may begin with reduced hours and possibly, remote work. They can handle simple tasks without strict deadlines in order to avoid added stress. Their responsibilities and working hours can then slowly increase, with a focus on tasks that offer a sense of accomplishment without being overwhelming. The plan should also include regular mental health check-ins.
• After parental leave: A new parent can benefit from part-time hours or a flexible schedule that allows them to balance new family responsibilities. They can then increase their working hours incrementally, in line with their childcare arrangements. Eventually, they can return to full-time work but should maintain flexibility so they can attend to urgent family needs when necessary.

Does a phased return to work affect pay?

A phased return to work may affect an employee’s salary, depending on factors like labor laws, company policy, and other relevant circumstances (e.g., working hours and schedule).

For instance, returning employees may have to accept lower pay if they work reduced hours or have fewer responsibilities than before, as their pay is proportional to the number of hours they work.

However, a company may offer full pay during a phased return to work if the employee holds a salaried, non-hourly position. It may also do so if it wants to retain key employees by supporting them financially during their transition period. 

Some organizations have phased return-to-work policies that outline specific pay arrangements for returning employees. The employment contract may specify how the company handles pay adjustments for part-time or returning staff.

The U.K., for example, has a Statutory Sick Pay (SSP). Under this rule, if an employee is still considered sick during their phased return, they may receive sick pay instead of their total salary. 

A good example is the NHS, whose employees are eligible for full pay during the first four weeks of a phased return to work if occupational health recommends it. After this period, the NHS adjusts pay based on actual hours worked unless the employee uses annual leave or other methods to maintain income.

Examples of phased return to work hours

A phased return to work typically involves gradual increases in working hours and responsibilities as returning employees slowly transition back into their jobs. Some examples of phased return to work hours are:

• Week one to two: Four hours a day, three days a week (12 hours a week). An employee returns to work part-time to adjust to work without overexerting themself.
• Weeks three to four: Five hours a day, four days a week (20 hours per week). As the returning employee recovers from their surgery, illness, or pregnancy, they begin working additional hours or days.
• Week five to six: Six hours a day, four days a week (24 hours a week). As the employee regains their strength and stamina and gets more used to their new routine, their working hours and workload also increase further toward regular levels.
• Week seven to eight: Eight hours a day, four to five days a week. At this stage, the employee is close to their regular full-time schedule but may still need some accommodations and flexibility.
• Gradual hour increase: The employee starts with shorter shifts (around three to four hours a day) and gradually increases their working hours each week until they reach a full-time schedule.
• Alternating days: Employees work non-consecutive days to allow recovery breaks between shifts. Getting a day of rest between work days can benefit employees managing chronic conditions or recovering from physical or mental trauma. 
• Reduced mornings only: For the initial return phase, the employee works only in the mornings (e.g., 9 am to noon). This approach is ideal for individuals experiencing fatigue, as they may be more productive in the morning than in the afternoon. 

You can help your company adjust these phased return to work examples based on each individual’s recovery and specific role requirements.

Phased return to work guidelines for HR 

1. Assess the employee’s needs

Before you help an employee develop a phased return to work plan, assess their needs thoroughly. Gather input from them, their manager, and relevant medical professionals to understand their physical and mental capacity to work.

Discuss with the employee what they feel capable of handling, whether it’s a reduced work schedule, modified tasks, or flexible working hours. The goal is to match their abilities with their role’s demands, ensuring a sustainable return to work.

For instance, someone recovering after surgery might need to avoid physically strenuous tasks, while someone recovering from stress might benefit from fewer responsibilities or a quieter workspace.

Additionally, you should account for individual role requirements, company values, and business needs. This could include performance metrics, leadership skills, alignment with company culture, and tenure.

2. Develop a phased return to work plan

This plan should outline the employee’s schedule, responsibilities, and expectations to ensure a structured, effective transition. Below is a sample phased return plan:

An IT Project Manager is returning to work following their major surgery. For the first two weeks, they worked four hours a day and three days a week, focusing on emails and project updates. During the third and fourth weeks, they work five hours a day and four days a week, participating in team meetings and planning sessions.

In the two weeks after this period, they begin working six hours a day and four days a week, leading small projects and coordinating with stakeholders. From the seventh week onwards, they start working full eight-hour days and four to five days a week, resuming full responsibilities.

Throughout this period, they are allowed to work remotely on alternate days if necessary and have weekly check-ins with HR and their line manager to ensure they are on track at work and have everything they need to do their job.

3. Set goals and timelines 

Set measurable goals and a timeline to track the employee’s progress over their phased return to work period (e.g., they must attend 80% of scheduled meetings by week three). Establish timelines for increasing hours and responsibilities, and make sure the plan allows the employee some flexibility. 

For example, you can help them set a goal for week four to attend at least two planning meetings per week and review the progress of ongoing projects before resuming full project management duties in week eight.

4. Adjust work responsibilities 

Allow the returning employee to perform less demanding tasks, such as administrative work or supervision until they are ready to handle more complex duties. Reallocate more urgent functions to other team members during the earlier return stages if necessary. 

Going back to the IT Project Manager example, the returning employee can review their backlogs and update project plans in the first two weeks without taking full ownership of ongoing projects.

5. Schedule regular check-ins 

Arrange meetings with the returning employee once or twice a week to discuss how they are coping with their workload and address any concerns. During the meeting, include the HR and line manager to ensure alignment and adjust the phased plan if necessary.

6. Document the plan 

Produce a written version of the plan, including its schedule, goals, adjustments, and meeting summaries. Use a shared document (or HR software) to track milestones, monitor progress, and note any agreed changes to the original plan. Documentation is crucial, as it ensures transparency between the employee and the employer.

HR tip

Make sure your phased return to work guidelines comply with relevant employment laws, labor regulations, and company policies to avoid legal disputes and ensure fair treatment of employees. If your company’s budget permits, seek advice from legal professionals to ensure compliance with employment laws.

What HR should do if a phased return to work fails 

A phased return to work can fail if not properly planned or supported. Common reasons for this failure include unclear expectations, lack of support from managers, HR, or team members, further health complications, insufficient adjustment time, and excessive workload.

In cases of a failed phased return to work, you must intervene promptly to support the employee and prevent further challenges. Below are actionable tips you can use to handle the situation:

• Reassess the phased return to work plan: Review the current plan with the employee and their manager to identify what isn’t working. Adjust schedules, tasks, or timelines based on the employee’s feedback. 
• Provide added support: Offer emotional, managerial, or technical support to make the transition back to work easier. Regularly check in with the employees so they feel heard and understood, and enlist their manager and team members to provide a more accommodating work environment. 
• Consult medical professionals for advice: Get professional recommendations from the employee’s healthcare provider on workloads or tasks that suit their current condition. Request the latest medical report or fit-to-work certificate to ensure the return to work plan aligns with the employee’s health status. 
• Consider extending the phased return period or offering part-time options: If the employee needs more time to adjust or the initial plan is too short, consider extending the phased return period. If full-time work is not possible, you can offer part-time work to ensure they remain productive without compromising their health. 
• Explore other suitable roles with a lighter workload: If the current role is too demanding, explore other less demanding responsibilities or roles within the company similar to their current position. This helps the employee remain productive and able to contribute to the organization. 

To sum up

A phased return to work is a valuable strategy for supporting employees’ gradual reintegration into their jobs and teams after extended absences. It also fosters their wellbeing and productivity. Adjusting workloads, timelines, and expectations also helps prevent burnout, boost morale, and ensure a smooth transition back into the workforce. 

Remember to tailor each phased return to work plan to the individual employee’s needs and circumstances, as well as the organization’s requirements. You should also facilitate cooperation between employees and employers to create a successful transition that benefits both parties.