Having fitness for work (FFW) conversations can be confronting and challenging for both leaders and workers as they may involve questions of personal health (mental or physical), uncertain outcomes, sensitive topics and strong emotions. As challenging as they are, they are the best way to identify how to support a worker.

When we talk about fitness for work, we aren't talking about if they have the necessary qualifications or experience to perform a role. We're looking to understand if there are any individual factors that influence their ability to perform the inherent requirements of the role, for example – fatigue, substance use, medical fitness requirement (if applicable to role), mental health and wellbeing.

Leaders have a duty of care to ensure they support and provide a safe working environment including fitness for work for their workers.

How to navigate FFW conversations?

1.       Preparing for the conversation

Consult your relevant policies and procedures such as work health and safety, FFW process/procedure, discrimination and human resources, and employee relations.

Before you have the conversation, have a clear understanding of the problem you would like to resolve. Collect the necessary evidence or facts to support your concern around the worker's ability to perform the inherent requirements of their role.

Consult with your internal HR team or WALGA to support you with the process as required. Think from your worker's perspective. Enter the conversation with a desire to genuinely understand their situation.

2.       Give the worker time to prepare

Make an appointment with the worker with context to allow them enough time to prepare. Use your understanding of the worker to guide when to schedule the conversation. This could sound like - 'Do you have some time tomorrow? I would like to discuss…'

3.       After the conversation

Document every conversation and capture any agreements that were reached. As a leader, take the opportunity to reflect on the conversation. This will support you in learning from the experience and identify areas for improvement. Consider doing this with an HR representative or a senior leader.

Follow-up with the worker so both parties are clear about the process moving forward. You might like to do this in writing.

Most importantly, whilst fitness for work is being established, it is critical that you treat the employee the same way as you did prior to the conversation – in other words, business as usual (unless there are critical safety concerns).

For further details, please get in touch with LGIS People Risk Team at peoplerisk@lgiswa.com.au

If you haven't, register for South West WorkCare Forum, to build capacity to proactively manage fitness for work and workers' compensation issues.