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Retaining staff and reducing sick leave

Hire Train Reward Retain words on a speedometer to illustrate human resources best practices processes for new employees 3d rendering

At a time when staff recruitment is probably harder than it has ever been, the need to retain staff – and keep those valuable assets fit and healthy at work – is more acute than ever.

Whether staff departures are voluntary or involuntary, it can be problematic for practices due to the costs involved in finding replacement workers. Plus, once one employee leaves, a chain reaction often occurs and several other staff members will follow suit. Morale inevitably suffers too if turnover is too high or absence levels are too high.

Here are ten ways you can avoid those problems and ensure staff retention is increased and sick leave reduced:

Know your staff and measure performance

As and when staff leave, or they’re off sick for prolonged periods or on multiple occasions, find out why. Are there any particular patterns, common complaints or grievances? Is career progression a problem? Are other practices offering better terms and conditions? What’s wrong with the role? Was it a case of recruiting the wrong person for the role or the right person for the wrong role?

By understanding the reasons behind employee turnover, you can devise recruitment and retention initiatives that reduce turnover and increase retention.

Be critical of yourself

As practice manager you, along with partner GPs, are the senior managers. It’s therefore important to be honest with yourself about how you’re managing staff.

For example, do you treat everyone equally? Do certain members of staff always end up dealing with those awkward patients? Do the same people end up with the dull jobs? Do you always say thank you? It’s often the small things that make a difference.

Engage staff

Staff that feel engaged with the overall practice’s aims and an integral part of the team stay longer. By involving staff in decisions and communicating clearly with them, you can maintain and improve staff morale, especially during periods of difficulty and change. The NHS Employers Staff Engagement resource library offers some handy hints.

Motivate employees

Everyone is motivated by different things and salary – the obvious motivator for many – is understandably low on the list for those who choose to work in the NHS.

If you’re unsure, ask staff what motivates them. Many employees are motivated by the sense of achievement they get from a job well done, challenging work, knowing that they’re helping other people, being part of a high-performing team, personal/professional growth opportunities, or something else.

Understanding what makes individual employees tick will help you understand how you can continue to motivate them in their role, and provide the opportunities they need to keep them engaged with your practice.

Pick a perk or two

Following on from the above benefits, incentives and perks can help to retain and motivate staff. If you go down this route choose them carefully and align them with the real motivations of staff.

Review recruitment processes

If you have a high turnover of new recruits, take a look at your recruitment process. Consider rewriting job descriptions and people specifications if you feel there’s a gap between what they’re saying and the actual role. All too often practices re-use job descriptions without realising how old they are. GP practice has changed – and will continue to do so – so recruitment needs to move with it.

Inductions are also hugely important to welcoming recruits and making them feel warm and welcome.

Health and wellbeing

If you are managing to hold onto staff, excessing absenteeism can be a problem – and demotivate other staff who then leave.

A toolkit, produced by NHS Employers, supports the improvement of staff health and wellbeing by providing practical tips and step-by-step information across six areas:

  1. Long-term sickness absence and incapacity to work
    Mental wellbeing at work
  2. Obesity prevention
  3. Smoking
  4. Workplace interventions
  5. physical activity in the workplace
  6. Physical activity and the environment.

Effective ergonomics

Awareness of workplace ergonomics is increasingly rapidly as organisations of all types and sizes look to reduce absenteeism. Ergonomic products include tables (including adjustable, sit-stand desking), chairs, footrests, wrist rests, special mouse devices and so much more.

One practice in the north east of England told us that investing in new tables and chairs has paid for itself – over and over again. “We were having issues with admin staff suffering from back problems – two members of our team were on long-term sickness with similar problems – and we had tried all manner of things to help, including policies such as no sitting for more than 30-minutes at a time,” they told us., “Nothing was working so we decided to do something about it.

“We invited a local office supplies dealer, which specialises in ergonomic seating, to visit and carry out a workplace assessment for all staff. They discovered that our old, worn out seating and desks just didn’t work together and the desks were either too high or too low. So, we invested in new desks and special ergonomic chairs for everybody and the problems have been solved. The investment has easily paid for itself and those who didn’t have problems were boosted by the new, shiny environment it has created. It’s a win-win.”

Flexibility helps

Could flexible working patterns help to retain staff? Of course, any flexibility has to fit within the restraints of your practice and regulations, but parents, those studying for qualifications and older people are just three examples where being flexible can retain staff who would otherwise leave.

Technology

Recent research by electronics firm Sharp found that inadequate technology in the workplace was the major reason for negativity, with just over half (51%) of respondents saying it is restrictive and limiting.

Technology only improves motivation if it’s helpful and easy to use; otherwise it becomes a de-motivator, either not being used, or worse, causing frustration. Look at the tools you use, the tools you need and make those improvements that help people enjoy coming to work.

We hope that these 10 practical tips will help you boost staff retention. If you have any other ideas to share please comment below or take them to the Practice Index Forum.

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