Flexible Working & SSP: Managing Absence in Hybrid Teams
HR Dept
Hybrid working has reshaped the way we run businesses – bringing new levels of flexibility, but also a fresh set of challenges when it comes to managing sickness absence.
With the recent updates to Statutory Sick Pay (SSP), including payment from day one, SMEs now need to revisit their absence policies to ensure they align with modern working patterns. For teams split across home and office, clarity is key – not just for staying compliant, but for maintaining fairness, consistency and employee wellbeing.
In this article, we explore how SSP interacts with hybrid working, the common challenges small businesses face, and what you can do to keep your absence management policies fit for purpose in 2026 and beyond.
The Changing Landscape: SSP in a Hybrid World
One of the most important changes to SSP in recent times is the removal of the three-day waiting period. Employees who meet the qualifying criteria are now entitled to SSP from day one of their absence, rather than from the fourth day as was previously the case.
This shift is designed to better support employees – especially those on lower incomes – who may previously have worked while unwell due to financial pressure. But for employers, it raises questions about how to track and manage short-term sickness, particularly when team members are working from home or switching between locations.
In a hybrid environment, where visibility is naturally reduced, traditional approaches to monitoring sickness can quickly become outdated. That’s why it’s essential for SMEs to review how absence is reported, recorded and followed up – regardless of where someone is working.
Common Challenges in Managing Hybrid Absence
Many SMEs have embraced hybrid working, recognising the benefits for productivity, work-life balance and retention. But absence management hasn’t always kept up.
Some of the key challenges include:
- Inconsistent reporting: When staff work remotely, there’s a risk that sickness goes unreported or is casually communicated via email or messaging apps, making it harder to track patterns or apply policies consistently.
- Short-term absences increasing: With SSP kicking in from day one, some businesses are seeing a rise in single-day absences – particularly where hybrid staff may opt to take a full sick day instead of powering through from home.
- Record-keeping gaps: Without a centralised system, absence data can become fragmented. This makes it harder to spot issues such as repeated absences, trends in certain teams, or discrepancies in how leave is handled.
- Uneven manager responses: In hybrid models, different managers may apply absence rules differently depending on how closely they work with employees – leading to inconsistent experiences and potential fairness concerns.
All of this can add up to uncertainty for employees and frustration for managers. But with the right tools and practices in place, these risks are entirely manageable.
Best Practices for Absence Management in Hybrid Teams
The goal for any business should be a system that is transparent, fair and easy to use – no matter where someone is working.
Here are some best practices SMEs can adopt:
1. Standardise Your Reporting Process
Every employee should know how and when to report absence. Whether they're in the office or working remotely, the process should be the same – ideally involving a direct phone call or message to their line manager by a specific time. Avoid relying on casual emails or Slack messages that can be missed or misinterpreted.
2. Use Digital Tools to Record Absence
An online HR system or absence tracker makes it easier to maintain consistent records across your whole team. These tools allow you to log reasons for absence, keep track of SSP eligibility, and produce useful reports if patterns start to emerge.
3. Communicate Expectations Clearly
Make sure your sickness policy is up to date and includes guidance specific to hybrid workers. For example, explain what counts as being ‘fit for work’ when working from home – and remind staff that they should still report in sick even if they weren’t scheduled to come into the office that day.
4. Carry Out Return-to-Work Interviews
Whether someone was off sick for one day or ten, return-to-work interviews are a simple and effective way to re-engage them with their role, check in on their wellbeing, and deter unnecessary short-term absence. These conversations can happen virtually or in person but should always be handled with empathy and consistency.
5. Train Line Managers
Your managers need to feel confident handling sickness absence – particularly when it comes to remote workers. Offer training on the updated SSP rules, your sickness reporting processes, and how to spot when a team member might be struggling. Equipping managers with clear guidance helps ensure absence is handled fairly and supportively across the board.
Policy Considerations: Aligning Flexibility With Fairness
Now is a good time to review your sickness policy in light of the latest SSP changes and the growing adoption of hybrid working.
Key questions to consider include:
- Are your absence thresholds and triggers still appropriate?
If you use the Bradford Factor or similar methods to monitor frequency, are they suitable for remote workers too? - Does your policy explain SSP eligibility clearly?
Employees must still earn at least £123 per week to qualify for SSP. Make sure this is understood, especially by part-time or casual staff. - Are adjustments needed for hybrid or flexible workers?
Be mindful that some employees may feel unsure about taking sick leave when working from home. Offer guidance on how hybrid working intersects with sickness absence, and avoid sending mixed messages about expectations. - Is your policy consistently applied across all roles and locations?
Different working patterns shouldn’t result in different levels of support or scrutiny. Clarity and consistency are key to avoiding disputes or legal risk.
A well-crafted policy helps to protect both your employees and your business – providing structure while allowing for appropriate flexibility.
Supporting Wellbeing and Team Cohesion
Finally, absence management should always be viewed through a wellbeing lens. A hybrid model can offer greater work-life balance – but it can also blur the lines between work and rest, particularly when it comes to illness.
Encourage a culture where employees feel comfortable taking time off when they need it. Promote mental health support and ensure that hybrid working doesn't become an excuse for staff to push through when they’re unwell.
At the same time, keep checking in with remote staff. Regular one-to-ones, team meetings and informal catch-ups help maintain cohesion and make it easier to spot when someone might be struggling before absence becomes an issue.
How The HR Dept Can Help
Managing absence in a hybrid world takes more than just a tweak to your old policies. At The HR Dept, we help SMEs develop robust, flexible sickness procedures that reflect the realities of modern working.
Whether you need support drafting hybrid-friendly policies, training managers to handle absence more effectively, or choosing the right digital tools for record-keeping, we’re here to help.
Our services also ensure you remain compliant with SSP rules and employment law changes – giving you the peace of mind that your people are supported and your business protected.
Final Thoughts
The rise of hybrid working offers enormous benefits, but it also requires a fresh approach to absence management. With SSP starting from day one, and remote teams becoming the norm, SMEs need clear, consistent and empathetic systems in place.
By modernising your approach now, you can support staff health, reduce absence-related disruption, and create a culture where flexibility works – for everyone.
Need help updating your absence policy for hybrid working? Get in touch with your local HR Dept office today for practical advice tailored to your team and working style.
