"Thank you for coming in today, [Name]. Please, take a seat and make yourself comfortable. I want to start by saying that this is a supportive conversation, not a disciplinary meeting, and everything we discuss will be treated confidentially." 

"I've asked you here because our records show you've had [X] separate absences over the past [timeframe], which has reached our review trigger point. I want to understand what's been happening and see how we can support you."

The Core Conversation Framework

1. The Caring Check-In

"First and most importantly - how are you feeling now? Is there anything going on that we should know about?" 

[Pause and listen. Don't rush to fill silence - often the most valuable information comes after a pause.]

2. Pattern Recognition (Without Accusation)

"Looking at the dates, I can see absences on [list key dates/patterns]. Have you noticed any patterns yourself? Is there anything linking these occasions?" 

Alternative for frequent short absences:
"I notice several of these have been single days. Can you help me understand what's been happening on those occasions?"

3. Digging Deeper (Gently)

"Is there anything about work that might be contributing to these absences? Workload, relationships, the physical environment?" 

"Are there any personal circumstances we should be aware of that might be affecting your attendance?"

4. Impact Acknowledgment (Not Blame)

"I want you to know that you're a valued member of the team. When you're not here, we do notice the difference - both in terms of the work that needs covering and because we miss your contribution."

Response Pathways for Different Scenarios

Health-Related Issues

"Thank you for being open about this. Would you find it helpful if we arranged an occupational health appointment to see what support might be available?" 

"Are there any adjustments to your work or working arrangements that might help? Even temporary ones while you're getting back on track?"

Personal/Family Issues

"That sounds really challenging. Are you aware of our employee assistance program? They offer confidential support for exactly these kinds of situations."

"Would any flexibility in your working arrangements help - perhaps adjusted hours or occasional working from home?"

Work-Related Stress

"I'm glad you've told me this. Let's talk about what we can do to address [specific issue]. Would it help if we reviewed your workload/had a team meeting/arranged additional training?"

Setting Expectations and Next Steps

The Agreement Phase

"So to summarise what we've discussed: [recap key points and any agreed actions]. Does that sound right to you?" 

"Going forward, we'd like to see an improvement in your attendance. I'll be monitoring this over the next [3/6 months], and we'll have regular catch-ups to see how you're getting on."

The Support Promise

"I'm going to make some notes about our conversation and the actions we've agreed. I'll send you a copy so we're both clear on what we've discussed."

Documentation

"I'm going to make some notes about our conversation and the actions we've agreed. I'll send you a copy so we're both clear on what we've discussed."

Closing the Meeting

"Is there anything else you'd like to discuss or any questions about what we've covered today?" 

"Thank you for being so open with me. I'm confident that with the support we've discussed, we can get your attendance back on track. Let's catch up again in [timeframe] to see how things are going."

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