Introduction
Whilst it is not common place for an employee to die in service, it can and does happen. Whether death occurs as a result of a long illness or is completely unexpected, the impact on others and the business is often demonstrable. It can often be a fine balancing act to deal with the practical elements of bringing the employment relationship to an end and to manage the emotions of all those left behind.
Communication
A company will normally hear about the death of an employee via their family or next of kin, although in certain circumstances it may be via the police. Initially it is important to ensure key people within the organisation are made aware and a decision taken on how best to communicate the information to staff.
If email is the normal means of communication to staff, then this may be appropriate. Consider what you are going to say and how. Any information given should be factually correct and given as early as possible to avoid the spread of rumours. A message explaining that a colleague has passed away and, where appropriate, by what means (without going into detail) will normally be all that is required. Remember, it is only human nature for people to want to understand what has happened.
In the following days it may be useful to issue a further communication to let people know about the funeral arrangements and who will be attending from the company. The important thing is to be sensitive and consistent in the tone of any communications that are forwarded to staff.
Support
It is important to realise that colleagues of the deceased person will be grieving too. The passing of a colleague can affect many employees, not just close friends or those who worked alongside them but colleagues in other parts of the organisation, and those who had regular or recent contact with the individual. It may be necessary to speak confidentially to those who are visibly shaken by the news to let them know you are on hand should they want to talk about the situation. It is a time to use the softer management skills and to let staff know you are available if they need someone to talk to. Your ability to listen will prove invaluable to those who are grieving.
If the company has an Employee Assistance Scheme in place then, in most cases, telephone counselling for bereavement is available as part of the basic scheme. In some instances they may hold a ‘surgery’ on company premises for anyone who has been affected by the situation. It is important to notify employees of whether this service is available.
You will also find that some people may wish to attend the funeral. Depending on the circumstances, it may be impractical to let everybody attend who wishes to do so and it may be necessary to exercise discretion on this. You will also need to be aware of the wishes of the deceased’s family, as they may be planning a private or low key service.
Practicalities
In such circumstances, the importance of maintaining up-to-date records of next of kin and emergency contacts becomes evident. If the information of the bereavement has come via another source, try to establish contact with the next of kin within a couple of days after the death. The first conversation may well be brief, particularly if it was an unexpected death. Ensure you have a clear contact point with the next of kin or family member to avoid any added stress. It may be appropriate to send a card from the company which includes a letter outlining contact details at the company for when they wish to discuss matters moving forward.
At first it will be basic information you require such as the date of death and date of the funeral. For the family of the deceased they will want to know what monies are outstanding and the date of any payment, as this money may be required for mortgage payments, rent, utility payments, etc.
It is important to make contact with any life assurance or pension scheme administrators at the earliest opportunity, in order to understand what documents are required for any lump sum payment to be made. Be aware that they will almost certainly require an original copy of the death certificate. If the pension or life assurance provider will accept a certified copy of the certificate find out as early as possible and assist the family with this if at all practicable.
Once the family or next of kin begins to ask about such practicalities, try and follow up in writing any telephone conversation you have so they are aware of the next steps and have something to show a solicitor if they are dealing with one. If the employee had desk space or a locker where personal belongings are stored, remember to put arrangements in place for the family to have these personal effects.
After the funeral, remember that some employees may still be troubled by the death of their colleague. Be aware of any short-term absences that may arise, especially where there may be any stress related symptoms involved, and manage them using your normal sickness or attendance policy.
Conclusion
It is clearly going to be a difficult time when an employee dies whilst in service but it is important to consider the needs of both the family of the deceased as well as those left behind in the workplace. It is often a case of exercising common sense when dealing with these matters as both parties will be looking for guidance on any practical issues. As a manager you will need to bring the softer skills of your role to the fore and, regardless of how well you knew or liked the employee who has died, you will need to demonstrate a sympathetic and calm approach to ensure the situation is managed effectively.
Further advice
Further information can be obtained from your HR Department in respect of managing bereavement within the workplace. For NorthgateArinso clients, our HR Outsourcing team is able to provide specific support in managing this type of situation. Please contact the NorthgateArinso HR Advice Line on 0845 299 0243 who will be happy to help with any queries.
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