Maintaining work ability in the workplace

Key strategies employers can use to maintain work ability

The importance of work ability may be greater now than ever before. When employees stay healthy, motivated, and functional, the entire organization benefits and grows stronger. Supporting work ability isn’t just about gym memberships or flexible working hours—it requires a more comprehensive and strategic approach.

In this article, we’ll explore the most essential tools companies can use to strengthen their employees’ work ability and build a sustainable workplace community.

The importance of work ability in the workplace

Work ability refers to the integration of physical, psychological, and social functioning. It reflects how well a person can meet the daily demands of their job. Good work ability enables tasks to be completed safely, efficiently, and with high quality—even over the long term.

There are two main dimensions of work ability: Physical work ability includes strength, endurance, and overall health. Psychological work ability involves focus, emotional balance, and cognitive skills. Both dimensions are equally crucial. For example, strong physical health alone isn’t enough if there’s constant psychosocial strain. Likewise, good mental energy cannot fully compensate for persistent physical discomfort like chronic pain.

Good work ability benefits both employees and employers. When employees are able to meet the challenges of work physically and mentally:

• Productivity increases as tasks are completed more quickly and accurately.
• Efficiency improves because energy is used more wisely and workload management becomes easier.
• Work quality rises as focus is maintained and errors decrease.
• Customer satisfaction improves when services and products are delivered reliably and on schedule.

Supporting work ability is also an investment in career longevity. When an employee remains healthy and capable, they are more likely to continue in working life longer and less likely to leave prematurely due to illness, burnout, or disability. Thus, by supporting work ability, it is possible to directly influence the length of careers and reduce costly staff turnover. 

Employer responsibilities and legal obligations in supporting work ability

Occupational safety and health act and the employer’s duty of care

The Occupational Safety and Health Act (738/2002) requires the employer to ensure the safety and health of employees in the workplace. This is not optional; the employer is obligated to implement both preventive and corrective measures so that work can be performed without health risks. Negligence in this regard may result in legal consequences and harm the organization’s reputation.

The employer’s duty of care includes, among other things, that:

• The work environment is kept safe and healthy.
• Physical and psychological risks present in the workplace are identified and minimized.
• Working conditions are monitored regularly, and corrective measures are taken without delay.
• Practices are promoted that help prevent work-related illnesses and accidents.

Risk assessment in the workplace

A key tool in fulfilling legal obligations is workplace risk assessment, which must be carried out regularly. In risk assessment:

• Physical, psychological, and social hazards of the work are identified.
• The severity and likelihood of risks are evaluated.
• Preventive and manageable measures are planned and implemented.

Risk assessment is not a one-time task but must be updated whenever working conditions, tools, or the content of the work change.

Employee health examinations

Employers are also bound by regulations concerning employee health examinations:

• Preventive health examinations must be arranged for employees who are exposed to specific health risks in their work. Examples include heavy physical labor or contact with chemicals.
• General health examinations are voluntary and are typically included in the services offered by occupational health care.

Management of sick leave and support for return to work

The employer plays an important role in managing sick leave. It is essential that the employer supports the employee throughout the absence in the following ways:

• Medical certificates related to sick leave are accepted and processed appropriately.
• The employee is actively contacted throughout the period of absence.
• The return to work is carefully prepared, and the employee is supported in a smooth reintegration into their duties.

After a long sick leave, the employer must prepare a return-to-work plan together with the employee and occupational health services. The plan should take into account any necessary work adjustments to ensure a safe and sustainable return.

The role of occupational health care and public authorities

Occupational health care is an essential part of the Finnish model for supporting work ability. Its task is to prevent illnesses and support employees’ endurance in working life.

The main responsibilities of occupational health care include:

• Preventing health risks related to work.
• Supporting employees’ work ability through early intervention.
• Facilitating return to work after sick leave.

Employers also have access to expert services, guidelines, and tools provided by public authorities, such as the Occupational Safety and Health Administration and the Finnish Institute of Occupational Health. These resources help ensure compliance with legal obligations and further improve workplace well-being and safety.

Effective methods for maintaining and supporting work ability

Building a structured model for supporting work ability

Supporting work ability is most effective when guided by a clear and systematic model. Without a structured approach, handling work ability issues can become inconsistent, slow, and at worst, expose the employer to legal risks. A well-designed model helps identify problems early, support employees fairly, and strengthen trust in workplace practices.

A clearly structured model for supporting work ability brings several concrete benefits to management:

• It provides clear guidelines for handling work ability issues and reduces uncertainty and arbitrary decisions.
• It supports better decision-making by offering a step-by-step operational model based on best practices.
• It helps ensure compliance with legal obligations and thus prevents risks associated with regulatory violations.

Employees also benefit from a clear model. When procedures and support measures are transparent and familiar to everyone, trust in the employer is strengthened. Employees feel that their work ability matters are handled fairly and predictably. In addition, accessing help and support becomes smoother when the process is clear and does not require unnecessary clarification.

Proactive Support Measures to Strengthen Work Ability

• Regular Health Screenings: Appointments provided by occupational health services can help detect early signs that may affect future work ability.
• Structured Monitoring: By tracking factors such as sick leaves, changes in job performance, or workplace accidents, you can identify potentially concerning trends. Recognizing deviations early makes it easier to intervene and offer the right kind of support.
• Systematic Feedback Collection: Employee surveys, personal discussions, and anonymous feedback help uncover hidden stressors such as excessive workload, stress, or unclear roles and expectations.

Everyday Communication Plays a Key Role. Regular one-on-one discussions provide employees with a safe channel to share their experiences and any concerns they may have. Repeated and confidentially conducted surveys, on the other hand, offer a broader picture of the overall well-being of the work community.

By combining the early support model, health monitoring, and systematic feedback collection, you lay a solid foundation for proactive work ability support. This approach helps reduce sick leave, strengthens employee trust, and supports the development of a productive and healthy workplace community.

Adapting working Conditions to Employee Needs

Adapting working conditions to employees’ needs is one of the most important ways to support long-term work ability when the physical work environment is tailored to suit the employee, it helps prevent injuries, reduces strain, and sustains both stamina and productivity over time.

Poorly designed workspaces can lead to long-term strain symptoms, discomfort, and even permanent health issues over time, poorly planned work environments can cause physical strain, discomfort, and, in some cases, lasting health problems. This weakens employee performance and increases the risk of sick leave and early retirement. Well-designed spaces, on the other hand, promote health and enable efficient, sustainable work.

Ergonomics plays a central role. Adapting the work environment to match the employee’s body and movements ergonomic improvements may include, for example:

• Adjusting workstations so that the monitor is at eye level and the chair provides proper lumbar support.
• Setting the desk height to support a natural working posture and reduce strain on wrists and shoulders.
• Using tools and equipment that minimize heavy lifting, repetitive movements, or working in awkward positions.

Even small adjustments like these can help prevent common issues such as lower back pain, carpal tunnel syndrome, and neck problems.

When designing physical work environments, it’s important to consider people’s different physical characteristics. Not everyone has the same muscle strength, mobility, or balance, for example. Some employees may need temporary adjustments after an injury, while others may require long-term solutions. Adapting the work environment to a variety of needs makes work equally accessible and safe for everyone.

• Providing adjustable desks and ergonomic chairs.
• Ensuring sufficiently wide and accessible walkways.
• Using specific assistive tools as needed, such as ergonomic keyboards or lifting equipment.

Supporting everyday well-being and preventing burnout

Supporting everyday well-being and preventing burnout are key strategies for maintaining employees’ long-term work ability. Paying attention to mental and emotional well-being helps employees stay motivated, resilient, and ready to face the challenges of their work.

By supporting well-being, you strengthen employees’ stress management skills and reduce work-related strain. Without adequate support, even small stressors can quickly escalate into more serious problems, potentially leading to sick leave or, in the worst case, early disability.

To effectively promote everyday well-being, it’s worth focusing especially on three key areas:

• Offer stress management coaching and tools. These help employees recognize early signs of stress, manage work pressure, and recover from challenging situations. Good programs may include mindfulness and time management training, as well as access to occupational health psychologists.
• Support work–life balance through everyday practices. Flexible working hours, the option to work remotely, and clear guidelines for recovery time give employees better opportunities to rest and manage their time. When work and free time are in balance, employees’ endurance and commitment improve significantly.
• Encourage personal recovery practices. Emphasize the importance of taking breaks, using vacation time, and setting boundaries between work and personal life. It’s especially important that supervisors lead by example.

Maintaining work ability is both a legal obligation and a smart, forward-looking investment for employers. Sustainable success isn’t built by reacting only when problems arise, but by offering proactive support in everyday work life. When an employer establishes clear procedures, adapts working conditions as needed, and invests in employee well-being on a daily basis, they create a workplace where both people and business can thrive. Wise actions taken today help safeguard productivity, work ability, and adaptability for the future.

Would you like to support your staff’s work ability in the long term?

The employee benefits offered by Edenred are practical ways to invest in everyday employee well-being. Proactively supporting well-being improves stamina, reduces sick leave, and strengthens the entire organization’s ability to adapt to change.

Explore Edenred’s services that strengthen work ability and start building a better everyday work life today!

Frequently Asked Questions

How can an employer support an employee whose work ability has declined but who is not fully incapacitated?

An employer can support the employee by offering opportunities to adjust their work, such as reducing working hours, enabling remote work, or lightening their duties. The goal of job modification is to align tasks with the employee’s current capacity, which can help prevent sick leave and support a return to work. These adjustments can be agreed upon together with the employee, their supervisor, and occupational health services. Edenred’s Wellbeing Benefit helps maintain employees’ overall well-being.

What is an occupational health negotiation, and when should it be arranged?

An occupational health negotiation is a discussion between the employee, employer, and occupational health services. Its purpose is to find ways to support the employee’s work ability and enable their return to work. This type of meeting should be arranged, for example, when the employee has a prolonged sick leave or their work ability has declined. During the negotiation, necessary support measures—such as job modifications or rehabilitation—can be agreed upon.

How can an employer recognize early signs of declining work ability?

Early signs of reduced work ability may include increased sick leave, a decline in work quality, or changes in employee behavior. Training supervisors and holding regular discussions with employees can help identify these signs in time.

How can occupational health services support the maintenance and promotion of work ability?

Occupational health services offer a wide range of support measures, such as health check-ups, workplace assessments, and expert guidance. Specialists in occupational health can also participate in occupational health negotiations and collaborate with employers to plan actions that promote work ability. Cooperation with occupational health services is a key part of supporting work ability in the workplace.

As an employer, are you already supporting employee recovery through fringe benefits?