Tips for Supporting Return to Work After Injury or Illness

Returning to work after an illness or injury is not a one-size-fits-all experience. The process can bring a mix of physical, emotional, and cognitive challenges. Recovery can be unpredictable, and individuals may not be ready to resume their full duties right away. Employees might also experience feelings of overwhelm, uncertainty, or self-doubt about their capabilities.

It's important to remember that setbacks may happen along the way, and that’s a normal part of recovery. The key is to be flexible with return to work planning so that the process can adapt to the employee’s changing needs and promote a safe and sustainable return to meaningful work. Here are some strategies that can help employers support this transition.

Before Employees Return to Work

Communicate Early and Often

It’s helpful to begin planning as early as possible—even while the employee is still recovering. Early discussions build trust and make room for a gradual, sustainable return. They also give the employee greater certainty around expectations and time to prepare for routine changes. Conversations should be genuine and supportive, focusing on the individual as a valued employee doing meaningful and productive work.

Consider how you can work together to achieve an early and safe return. Research shows that returning to work sooner can have positive effects on recovery and long-term outcomes. However, it’s important to understand the employee’s readiness, both mentally and physically. This readiness may need to be assessed in collaboration with the employee’s healthcare team.

Set Realistic Goals and Expectations

Setting meaningful, achievable goals around duties and performance can help employees measure progress and stay motivated. Initial goals should reflect current capabilities, not past benchmarks, and gradually build up to full duties as return to work progresses.

Employers should consider that the employee’s energy levels may be lower, especially early on, as they reintroduce structure into their daily life. Employees may need to think about things like commuting, meals, medication schedules, or childcare. They might also need to simplify or adjust routines at home and at work to help conserve energy for the most important tasks. An Occupational Therapist can help identify possible restrictions and support employee reactivation back into these routines.

Starting with one part of the routine or job task and gradually building up can make the transition easier. Expect that the employee may need additional and/or longer breaks at work as they build up their work tolerance.

Plan a Return to Work Meeting

A return to work plan can help outline restrictions to ensure that all parties are aligned and that expectations are both safe and realistic. This plan is often developed in collaboration with a return to work program manager, the worker, the worker’s treating practitioner, the worker’s supervisor, and the union (if applicable). Having a meeting with all stakeholders, ahead of the employee’s return, is important to ensure accommodations are in place, schedules are communicated, and expectations are clear. The return to work should be a gradual process, and having a good plan in place can facilitate that.

Plan for Accommodations

A successful return to work often includes modified duties or a modified work environment, reduced hours, and/or flexible scheduling. These adjustments can help employees rebuild stamina and confidence without compromising their recovery. Accommodations should not be cookie cutter—every employee’s abilities will be different and solutions should be tailored to their individual needs. If needed, involve healthcare providers such as Occupational Therapists to clarify restrictions or functional abilities.

During the Employee’s Return to Work

Gradually Reintroduce Work Activities

A gradual return-to-work plan helps employees ease into the demands of work. A plan may have an employee start with shorter shifts or fewer days and then slowly build tolerance over time. For example, a plan might start with 2 hours a day, 3 days a week, and gradually increase as recovery continues. Rest breaks should also be included in the plan.

If work tasks are too demanding to take on at first, modify the demands and gradually increase them as employee function improves. Task modification can include starting with a simpler task over a more complex task, breaking down a task into smaller tasks, and beginning with just one task instead of multitasking. It can also include modifying the environment (e.g., working in a quiet space and building tolerance to a more stimulating work environment).

Maintain Employee Confidentiality

Throughout the return to work process, it’s essential to respect the employee’s privacy. Only those directly involved in supporting the return to work plan—such as the manager, HR representative, or Occupational Therapist—should be included in conversations about the employee’s needs and accommodations. Personal medical information should never be shared without the employee’s explicit consent. When in doubt, remember: focus on function rather than diagnosis.

Support Mental Health During the Transition

Returning to work can bring a lot of emotions—excitement, anxiety, self-doubt, or even grief over changes in ability. Preparing mentally and emotionally for this shift is just as important as physical planning. It’s important for employers to create space for these emotions by listening, validating concerns, and offering encouragement. Look for signs of emotional fatigue and offer resources to help with the transition, such as mental health support, job coaching, or education on resilience.

During this process, recognize the wins, no matter how small. Acknowledge how far the employee has come and remind them that needing support does not diminish their value. Staying compassionate and solutions-focused will help everyone stay motivated and committed to the process.

Expect Progress, Not Perfection

Recovery isn’t always linear. Plans may need to be changed along the way based on new symptoms and changes in function. Setbacks can happen, and that’s okay.

To help employees with their progress, employers should schedule regular check-ins to see what’s working and what might need adjustment. Remember—the return to work plan is a living document, not written in stone. If progress slows or setbacks do occur, revisit the plan together to adjust hours, duties, or accommodations based on current needs. Seeking help from a healthcare provider such as an Occupational Therapist may be beneficial to help guide these decisions.

How Can Gowan Consulting Help?

At Gowan Consulting, we know that returning to work after illness or injury can be complex. That’s why we work with organizations to develop safe, inclusive return-to-work strategies tailored to the needs of the individual and the workplace.

We support:

• Functional assessments and accommodation planning
• Development of gradual return-to-work plans and programs
• Mental health support for employees recovering from injury or illness
• Training for managers to support a psychologically safe environment

Contact us to find the best solution for you or make a referral today.