Healthy living Workplace integration management programs: back to working life

Since 2004, employers in Germany have been required to consider ways of supporting reintegration into the workplace. This is known as workplace integration management (WIM). The relevant statutory regulations are in Book IX of the German Social Code.

In many cases, people who have been ill frequently or for a prolonged period are unable to return to their workplace without support. The same applies to people who are unable to work for a prolonged period or who can only work to a limited extent due to a disability. A return to the workplace is often most successful when the employer provides employees with active support, for example, with flexible working hours, workplace adaptations or health-promoting measures.

A safe workplace and good working conditions are very important for most people. A workplace integration management program aims to help people to return to working life after a prolonged period of being unable to work.

It aims to: 

• reintegrate employees into the company 
• help employees maintain or improve their ability to work
• reduce further illness-related absences
• help employees remain in their jobs in the long term

This doesn’t just benefit those affected. Through the workplace integration management program, employers retain the valuable knowledge and experience of an employee. It also reduces further absences and avoids additional workload for the team as a whole.  

A successful workplace integration management program can also have a positive effect in other areas. For example, a study carried out by the University of Cologne found that fewer people left their jobs due to illness, the working environment improved and employee engagement increased.

Whether an employer is a small family business, a medium-sized enterprise or a large company, they have a legal obligation to consider workplace integration management and to offer a workplace integration management program where appropriate if an employee has been unable to work for more than six weeks (42 days) in the preceding twelve months. This period is independent of the calendar year. 

It is irrelevant whether the person was off sick from work for six consecutive weeks or whether the six weeks were made up of several shorter periods of incapacity for work. The reasons for being unable to work are also irrelevant. For example, it is irrelevant whether a health impairment or disability is work-related or not.

Workplace integration management programs are divided into five stages: 

• Determine eligibility 
• Make contact and arrange an initial meeting 
• Understand the situation 
• Develop, agree and implement measures 
• Evaluate and conclude the process 

Determine eligibility 

The employer must first determine whether the employee has been unable to work for a sufficient period during the last twelve months to qualify for a workplace integration management program. For this reason, it is important for employers to keep proper records of the days on which employees are unable to work. Any relevant preventive and rehabilitation measures must also be taken into account in the calculation.  

Make contact and arrange an initial meeting 

If the recorded absences mean that the employee qualifies for workplace integration management, the employer must offer a workplace integration management (WIM) process. The employee is then free to decide whether they want to accept the offer. The employer should inform employees who decline the offer of a workplace integration management program that they can decide to participate at a later date. If an employee is absent for six weeks again, the employer must offer workplace integration management again. 

Employers should make the offer in writing so that it is documented. The offer should clearly state that participation in the program is voluntary, that personal data will be protected and that the employee can choose a trusted person to accompany them through the process. The aims of the program should also be specified. It is a good idea to name a contact person who can be reached by phone.  

If an employee accepts the offer of a workplace integration management program, an initial meeting is then held. If the employee declines the offer, the process ends at this point. 

The initial meeting is intended as an offer of help and support, and has several aims. For example, it seeks to:

• establish trust between those involved
• explain how the workplace integration management program works
• answer any unresolved questions
• clarify data protection issues
• confirm that the employee agrees to take part in the program
• obtain declarations from those involved regarding data protection and confidentiality

If the employee does not agree to take part in the workplace integration management program or consent to the required declarations, the process ends at this point. However, the employee can also terminate the process at any time without giving a reason.  

Understand the situation 

If the employee agrees, follow-up WIM meetings are held with the employer to discuss the situation and initiate suitable measures. For example, they may ask about the employee’s health limitations, stresses at work, qualifications, experience and expectations. Employees are always free to decide which information they disclose.  

Develop, agree and implement measures 

The employer uses the information gathered to formulate some potential measures in consultation wit the other parties involved. These measure may include company-internal supports, such as:

• workplace adaptations 
• technical aids 
• moving the employee to another workstation 
• changing the workload 
• more flexible working hours 

However, company-external supports or measures may also be provided by social insurance providers. If at this point there are indications that the employee may need participation benefits or workplace support, the employer must consult the rehabilitation funding agencies or, for people with a severe disability, the Integration Office (“Integrationsamt”). 

The website of the German Pension Insurance Organization (Deutsche Rentenversicherung, DRV) provides information about benefits to enable participation in working life and benefits for medical rehabilitation.

The Federal Association of Integration Offices and Central Welfare Offices (Bundesarbeitsgemeinschaft der Integrationsämter und Hauptfürsorgestellen, BIH e. V.) provides information about workplace support for people with disabilities.

If the employer has identified suitable measures in agreement with the employee, these are then implemented. However, it may be useful to begin with the first few measures and to plan or adapt further steps along the way. It is also important to agree on specific timeframes and deadlines and to evaluate the measures promptly. If necessary, the measures can then be quickly adapted. When it comes to implementation, everyone involved should make sure that the relationship remains fair and constructive and one where trust is valued. They should identify and address any difficulties as early as possible.  

Evaluate and conclude the process 

At the next WIM meeting, the parties involved should check whether the agreed aims have been achieved. If the measures have been successful, the workplace integration management program ends at this point. At this point, the employee is reintegrated into the company. However, the workplace integration management process is also concluded if no further measures are possible or if the measures were unsuccessful. Follow-up or adaptation measures may be necessary if the measures are not or only partially effective.

Both employers and employees can find plenty of online information about workplace integration management.  

This includes the following: 

Federal Ministry of Labor and Social Affairs: Gesundheit am Arbeitsplatz (Health in the workplace)

BAR e.V.: Der BEM-Kompass für Arbeitgeber und Beschäftigte (WIM compass for employers and employees)