Employee Wellness

Every worksite will have staff members who will not take part in provided worksite wellness activities. But these same staff members may be following a myriad of healthy practices in their daily living. A wonderful wellness program should give these individuals credit and recognition for their wonderful work.

Recognition of healthy goal setting and goal execution is a wonderful approach for reinforcing what individuals are doing on their own outside of work, and for reaching those who do not like group activities. Suggested steps for individual goals/objectives and recognition include:
• A form staff members can fill out which includes the set intention(s) and a target date for completion.
• Information on setting realistic objectives and goals, as individuals often overestimate what they can do and by when. It’s wonderful to remind staff members “baby steps” count!
• Maintain a confidential file of the submitted employee objective forms in a dated “tickler” system.
• Send a reminder to each employee at the time of each participant’s objective date. This reminder might be a copy of their original objective form. Ask for employee’s feedback regarding their objective(s): completed the objective, need an extension, or have discontinued the objective.
• When the form is returned from an employee:
   1. If an employee has completed the intention, a certificate of completion is received along with a prize or incentive item linked to the intention (if possible).
   2. If the employee renegotiates the deadline or the intention, the form is re-filed for future follow-up. Continue to advocate the employee.
   3. If the intention is canceled, send a note acknowledging this “good try” and advocate the employee to try again when the timing is right.
• Allow those interested in this process to set goals/objectives any time and as often as they want.

Walking Club

Walking clubs or “trekking” can either be done in real time (by scheduling walking groups), or clubs can be set it up so people do their walking on their own and keep a shared log at work. Following a certain number of miles or steps are logged, workers are eligible for membership into the walking “club” and receive something like a prize (a walking pin, similar to the ones that volkswalkers get, or a certificate of membership). Ways to continue interest in walking groups include:

• Regualr announcements about neighborhood walking programs. Keep abreast of programs in the neighborhood, Parks & Recreation programs, available tracks, inside walking options, volkswalking programs, etc.
• Regualr information specific to walkers; such as what to look for when buying a pair of walking shoes.
• Consider a worksite group to participate in a local fundraiser walk, such as the March of Dimes walk.
• A walking club can be the kind of “club” that never really meets, or it can be the kind that does offer the option for those who are interested in group walks and events.

Health Awareness Video Programming

Many good health related videos and DVDs are available through loan programs either at no or low costs. Select video programming based on employee interests and needs.

• Provide periodic health video viewings at lunchtime brown bag sessions.
• The videos can be related to health or other related wellness subject matters like financial planning, caring for aging parents, or even humor as a “break” from the work routine.
• Preview videos before showing them to insure they are appropriate, not too long, etc.
• Have a Workplace Health Promotion Program Committee Host moderate the viewing, greet individuals, and lead a brief discussion after the video. Establish one or two questions for discussion after previewing the video and use these to lead the discussion. Many health videos come with group discussion questions.
• Supply a pertinent educational handouts for participants to take with them for more information on the topic.
• If possible, provide popcorn or fruit as a snack.
• Provide a prize drawing (or points if you are doing that kind of incentive program) for those attending the video program and discussion.

Wellness Mentors

Every workplace generally has at least a couple of workers who have successfully made changes in their health. Often, other workers will relate to one of their peers. Peer support can go a long ways in encouraging healthy changes.

• Seek volunteers from the work force who have experienced a disease resulting from an unhealthy behavior, or survived or recovered from a disease that just happens like breast cancer, and who have successfully made beneficial changes.
• Associate these success story employees with employees struggling with similar health issues.
• Both workers participating in the mentoring process are doing so on a voluntary basis. Respect the privacy of this very special relationship.
• A Worksite Wellness Program Committee person can be involved from a peripheral standpoint, and be available to share other resources that might be valuable to both employees.

Set-up and offer “free” health information resources as part of the overall worksite wellness plan. Reliable information is available free, or at very low cost, through a myriad of resource areas. Ideas and resources will be suggested here. Also review the Resource and Website listings at the end of this guide for more ideas and resources.

Wellness Bulletin Board Ideas

Most workplaces have at least one employee bulletin board located in a central area. Obtain permission to use part of that bulletin board as the “Wellness Corner”, or obtain senior staff approval to set up a bulletin board dedicated to wellness. Wellness bulletin board ideas include:

• White 8 1/2″ x 11″ flyers will be ignored. Use color or nonstandard size and shape when possible.
• Change your bulletin boards often. If they remain the same too long, they become “white noise.”
• Play “Dialing for Dollars” to broaden bulletin board attention. Make a random phone call and ask an employee to name the health fact of the day as listed on the health bulletin board. Award nominal prizes to winners. Use an “activities calendar” with targeted advertisements, football schedules, recipes, etc. that will advocate keeping the calendar updated and utilized.

Wellness Library

Set-up a wellness program library in a central area that has simple employee access. Resources and ideas for the wellness library might include:

• A local health resources guide with referral lists to help employees hook up with resources if onsite resources cannot be provided. Keep referral lists in a 3-ring binder and update monthly.
• A brief, periodic wellness newsletter or update flyer distributed to staff members via their paycheck or department gatherings.
• A variety of consumer books, magazines, videos, and articles related to good health. Solicit employee donations of current titles and recyclable items. Encourage staff members to checkout materials for loan. Update resources regularly.
• Healthy resources are available at local libraries. Publicize those resources within your onsite wellness library.
• Health magazines can be kept in the employee break area.
• Create a consumer health information bin that is updated with articles and pertinent information regarding consumerism and health care. Check the resource listings at the end of this guide for more ideas.
• Free flyers materials can be obtained from local non-profit agencies (American Red Cross, Heart Association, Cancer Society, Lung Association), and made available in employee areas. See website listings and other resources in the back of this guide for more ideas regarding no cost health resources.

New Year’s Resolution Bulletin Board

• Have employees voluntarily write down their health-related New Year’s resolutions on 3″ x 5″ index cards with their names on the back.
• Display the cards in the form of a collage on the wellness bulletin board.
• Leave the cards up for about two weeks, and then store them in a secure wellness file.
• Display the cards near the end of February to remind staff members of their goals and self-commitments.
• Take the cards down again after another week and again store in a secure file.
• Mail the cards back to the people along with wellness program promotions or other information announcements at the end of March.
• During the year, continue to provide wellness opportunities, support groups, or related activities.

The feasibility of workplace based wellness classes hinges upon the size of the workforce. Job Site programs have to be supported with an adequate number of interested employees to keep a class going. Generally a certain level of employee participation is also crucial to make sure availability of facilities such as a room and equipment. There exist wide ranges of ongoing classes which can be available in the workplace, including aerobics, yoga, tai chi, stretching, weight management, stress management, smoking cessation, and self defense.

Depending on results from an interest survey, offering an “introductory” mini class series regarding a topic of high interest might be a good starting idea. By way of example, offer a series of five beginning yoga classes to acquaint employees with the postural and pacifying benefits of yoga. After an initial series, employees may want to pursue something on their own in the neighborhood. Or, possibly an employee interest group could advance where interested employees would pursue the chosen exercise as a group.

Who Pays for What When? (Employee Subsidies and Discounts)

Many workers and wellness teams are under the impression that the business should pay for all wellness activities. Remember the business is paying the bulk of the employee’s health and benefits package. When vacation time, insurance costs, and sick costs are all factored in, the average America business spends very close to $10,000 per year per employee on related health, time off, and lost productiveness costs. Health is a personal responsibility and a gift we can all give to ourselves. Help workers increase their understanding and appreciation of self-care for their health by encouraging their share of accountability for healthy and safe living and working.

Other ways of financing workplace based wellness activities and to also “internally” arouse workers are included here:

Subsidies

If there is a budget but not sufficient space or employee to offer onsite classes that are available elsewhere (like Weight Watchers, health clubs exercise classes, Jazzercise, hospital community ed programs, etc.), a subsidy could be offered to those who take advantage of these neighborhood resources. Establish standard procedures ahead of time about eligibility and maximum reimbursement, conditions for reimbursement, whether proof of participation is needed and what form it must take (receipts, log forms, etc). The wellness policy also needs to address whether someone is eligible one time only, once a year, every five years, etc. for reimbursements.
• Subsidies work best when the employee puts out the money and effort first, and then gets a partial reimbursement or completion gift based on some sort of attendance or participation completion.
• The reimbursement must be large enough to be worth the trouble of launching the program, but should not cover the entire expenditure of the program.
• It’s easy to get carried away with mandating “proof” in these kinds of programs. Do not make it too bureaucratic or no one will use it. It is significant to remember no matter how well your policies are set up, there will be individuals, usually very few, who cheat-that’s unavoidable and shouldn’t become the big focus of documentation requirements.
• Consider appropriate participation gifts in place of financial reimbursement. By way of example, if an employee meets attendance criteria for a stretching class, support a stretching strap or yoga mat as the completion gift.
• Be sure to check with the senior staff group regarding policy for subsidies, tax reporting, etc.

Discounts and Donations

Employee discounts and donations can be sensitive areas for public organizations and workers. In a myriad of jurisdictions, public workers are not allowed to receive any kind of special consideration, including discounts, from local organizations, vendors, or providers. Be sure to check organization ethics and procurement policies before asking for discounts.

If management policy does allow for discounts and donations, the whole solicitation process needs to be conducted fairly and spelled out in writing. All interested, qualified vendors, and service providers should have a fair unbiased opportunity to participate if they so choose. No inappropriate advantages are given to one provider over another in terms of access to workers, publicity, etc. No vendor or service provider should be promised or guaranteed additional revenue, business, or anything else if they choose to voluntarily offer a donation or discount to workers.

Follow the same donation and/or solicitation policies when offering vendor door prizes or gifts at a company-sponsored health & wellness fair.

Hollywood Stars or American Celebrities

This is another enjoyable exercise focusing on healthy weight loss or maintenance.

• Members choose a secret code name (the name of a Hollywood star or other celebrity).
• Participants weigh in with a “trusted” partner in private – at which time a healthy weight goal is set for the period of the contest.
• Post a chart with everyone’s secret name assigning each a beginning weight of zero.
• Participants weigh themselves every week and turn in the weight with their code name on the paper.
• Weight is reported in relation to a starting weight of zero. For example +4 would indicate a weight gain of four pounds; while -2 would indicate a weight loss of two pounds.
• Future weigh-ins must be in relation to the starting weight, not the previous week’s weight.
• The chart is kept up to date and displayed publicly by the Employee Wellness Program Committee.
• Display a “weight management hint of the week” adjacent to the tracking chart.
• Offer “take one” handouts on weight management education or motivational tips by the chart.
• Celebrate employee progress at the end of the activity.

Wellness Book/Journal Club and/or Book Exchange

Similar to any other book discussion group, the readings and focus of this group is health. With a broad “health” definition, many topics might be appropriate including communication, self-improvement, relationships, money management, environment, ecology, recreation, cooking, etc. Let the group choose the subject matters and books. Another suggested idea is to establish a book swap area where readers can trade the book(s) for those that others have left for trade.

Pre-Work Stretching Group

A couple of minutes of gentle stretching is a great way to safely start work. A professional fitness instructor may be asked in to instruct proper stretching techniques. After that, most often an internal group can meet and run independently. Offer periodic refresher sessions with the trainer or instructor to change up the routine and help keep participants motivated.

Considerations for worksite stretching:
• Be sure to work with your Upper Management Team for stretching endorsement.
• Stretches should be taught by a knowledgeable and qualified person.
• Even though pre-work stretches are performed on an employee’s personal time, the question of employer liability will most likely arise, particularly if someone reports an associated muscular injury. Check with your employer’s legal counsel and/or contact your employer workers’ compensation provider to help in design of an employee release of liability waiver.

Job Site Chair Massage

Bring in a certified massage therapist to offer chair massage at the employees’ expense. These massages are done completely clothed with the recipient seated in a chair. The therapist brings in a special chair that completely supports the head and shoulders while an upper body massage is given. Sessions are usually fifteen minutes, with a mean cost between $12.00 – $15.00 for each session. Put a sign up sheet with appointments at intervals recommended by the therapist. Be sure the therapist is certified. It will be necessary to provide a private space. A group of “regulars” may evolve which could establish a regular massage schedule. Get an agreement with upper management so staff members can trade massage time for coffee or personal break time.  Note: upper management may want the therapist to supply proof of liability insurance.

Art at Work

Art can be a great way to nurture employees’ creative side and allow them to manage stress at the same time. Bring in various art and craft supplies on a monthly basis and let the creative juices flow. If participants are willing, have a temporary “art show” later on. Or, feature employee art during certain months or times of the year. Urge staff members to post their art in their personal work areas.

Healthy Email-a-Week

Set up an email list of coworkers who want to receive an inspirational, humorous or educational health quote, thought, tip or idea once a week by email. Ask participants of the Company Wellness Program Committee to gather ideas initially, and then ask the participants of the email list to offer ideas and information as time goes on. Adhere to all employer rules regarding work time and email protocols.

Hobby Show or Demonstrations

Hobbies are great stress management tools. Encourage workers to display their talents by sponsoring a “hobby fair” or demonstration. Send around a sign up sheet. See who would be willing to bring in samples of their hobby, and perhaps even do a live demonstration. Fairs or demonstrations can be scheduled as a group activity or brown bag that allows interested workers to interact. Or, hobby sharing may be done in groupings by topic over a scheduled period of time, allowing for a brief presentation and/or demonstration on the part of the hobbyist.

Brown bag presentations are a great way to establish awareness about selected health issues. Community health professionals will often support presentations of a half hour or less at no charge. Use employee interest surveys to follow up on employee interests that are expressed. The definition of health is broad, so brown bag presentations may also cover a wide variety of issues. Topics may include physical, mental, emotional, women’s health, men’s health, monetary health, etc.

Considerations for brown bag presentations:
• Brown bag sessions are effective for awareness building. This seed planting process can help workers become more proactive about healthy choices.
• Do not schedule the program for the full hour – usually 40 minutes or so works best. This will allow folks a chance to come and go, grab a quick bite, ask questions, etc.
• If the subject matter is of a sensitive nature, such as domestic violence, substance abuse, etc., it is possible people will be reluctant to attend for fear of being associated publicly with the concern. They will, however, show up if the focus is on helping family members, coworkers, etc.
• Be sure that workers hear important information and will leave with tools and resources to carry out the message. Work with the presenter on information strategies that work for your employee group.
• Promotional materials ought to publicize the program with a name that indicates the brown bag focus. Include all other pertinent information such as where, who, when, etc.
• Some subject matters that can’t be covered in one session might be offered in a short series. It will work best to schedule one session each week instead of several sessions in one week. By way of example, you might offer a 3-week series on healthy eating instead of trying to cram all the information into one session.
• A clever title can attract participants to the event. An example of this would be calling lunchtime presentations “Noonlighting”
• If possible, provide a free healthy snack for workers who attend.
• To maintain momentum, try setting up a routine monthly time and day for lunchtime seminars.
• If employees work in shift or are in work groups in different geographical locations, devise a plan that offers equal attendance opportunity to all.

Resources:

1. Check the idea list at the end of this guide which offers a variety of resource topics of interest to staff members.
2. Every neighborhood has numerous people, experts, or specialists from voluntary groups (heart, cancer, lung associations), special interest groups (Y’s, Red Cross, Weight Watcher’s, Safety Council, Alcoholics Anonymous), or the local health department as options to present workplace sessions free or at a low cost. Many of these contacts might also provide inexpensive materials.
3. Topic videos can be used for a brown bag session.

Often people avoid low fat foods because they think these foods do not taste good. To help inform staff members, purchase a variety of low fat foods and put them out in a conference room for an hour or so for a drop-in tasting session. Or, arrange for low-fat potlucks encouraging staff members to bring and share their favorite low fat or healthy dishes.

Considerations:
• Make sure the selections actually taste good.
• Provide a “fact sheet” with the names and price of the various products to help participants if they want to purchase these products from the supermarket.
• Provide other written information on great diet for any interested participants to take. Utilize websites and other resources listed in the Resource Section at the end of this guide.
• Give small tasting spoons or wooden ice cream tasters.
• It doesn’t require much of each item to give participants a taste of the food or dish. It is not necessary to buy enough, or bring enough, food to provide a meal.
• Set up the tasting room after lunch so participants can go in on their own and sample.
• Keep an eye out for overly sugary items…sometimes low fat means elevated sugar – so be sure to read the label.
• Typical purchases for a workplace sampling might include: two boxes of low fat crackers, a package of low fat cheese, a box of low fat cookies, two or three low fat spreads such as hummus, low fat cream cheese, a package of honey nut or other flavored rice crackers, and one or two other low fat items.
• Put signs on the table gently reminding participants that the idea is to sample, not have a meal.
• Offer a beverage such as a new kind of fruit juice or herbal tea.

Group backing and encouragement can be very beneficial in supporting staff members make healthy changes. Create situations, peer groups, or information avenues where the expertise and experiences of coworkers can be shared with others. Some ideas for offering worksite backing for healthy changes include:

• Employees can be asked to voluntarily submit ideas, advice, and strategies related to particular healthy practices they have successfully implemented in their lives. For example, ex-smokers can be asked to submit ideas about what worked for them when they quit; then those ideas can be shared in newsletters, brochures, classes, etc.
• Topics like weight management, stress management, managing change, increasing exercise, etc. lend themselves to this development of collective wisdom sharing.
• Behavior change backing groups, created based on employee interest in making healthy change, can meet on a regular basis to share ideas, resources, support, etc. Company Health Promotion Programs can offer some assistance and facilitation in getting a group going. The group then itself takes charge of keeping the group going. Periodically the wellness program can offer to bring in a presenter on a topic relevant to the group. Be sure to help the group agree upon ground rules that everyone agrees to before the group is left on its own.

A health fair is a great way to familiarize staff members with health issues and related wellness programs. During a health fair staff members might be able to obtain resource materials; participate in offered health screenings (vision, hearing, blood, blood lipids, cancer, dental, etc.); observe demonstrations on the use of fitness equipment; catch mini-seminars on various health issues; get free promotional items from local businesses; sample healthy foods; and obtain information about their health benefit plan.

Some businesses hold a “health & benefit fair” which includes vendors representing the various employee benefit plans (long-term disability, retirement, etc.) available to employees through their organization.

Considerations when coordinating a wellness fair:

• Setting up a thriving health & wellness fair takes extensive time. Time issues ought to be taken into account in planning and organizing such an event. The most time consuming part is generally contacting potential participants, making arrangements for their participation, confirming their participation, and setting up the day of the event.
• Sufficient space, tables and chairs must be on hand to allow for the number of vendors involved. Some vendors may have portable displays or materials that will require additional space, access to electrical outlets, or other logistical considerations that must be discussed prior to the health fair.
• Vendors will be hoping to make contact with as many persons as possible during the event. Securing their commitment to future health & wellness fairs requires that every effort be made to reward participation by publicizing the event, selecting the proper venue, and offering rewards and incentives.
• If possible, locate the health & wellness fair in an area with heavy foot traffic.
• Ask vendors to bring free materials at their table and to make a donation to a prize drawing. Follow all organization policies when soliciting donations.
• As an idea to increase employee participation and to maintain high interest levels, each attendee might be given a “passport”, similar to a bingo card, to be signed by each vendor. The signed passport becomes the ticket for the prize drawings. Such drawings should take place every 15 or 30 minutes.
• Consider teaming up with nearby employers to stage a health fair. A team effort will spread out the work and maximize participation.

Ideas for a Benefits Fair:

Include representatives from each of your employee benefits provider groups. Ask each vendor to be prepared to answer employee questions concerning their program. Representatives could include:

• Retirement plan representative.
• Long-term disability plan representative.
• Health plan representative.
• Health Benefits representative.
• Contract cell phone representative (if applicable).
• Local savings and loan or credit union representative.
• Workers’ compensation representative.

Limited Space for a Health Fair: If space is limited conduct the fair during lunch time. Place stations in company hallways or in individual small conference or office rooms located throughout the building. Offer a map with all the stations listed. Hold a no cost drawing awarding a prize for anyone who goes to 75 percent of the stations. Use a punch card or similar method to verify.

Resources for health & benefit fairs coordination:

Assume a broad definition of “health” and reflect that by involving a variety of vendors and services involved with physical, mental, economic and social health; for example, health agencies, safety organizations, benefits providers, local healthcare facilities, recreational facilities, parks, financial planners, childcare referrals, EAP, health clubs, health food stores, library, alternative and complementary medicine providers, etc.

Job Site health screenings can take a variety of forms. Common evaluation components may include:

• Blood Pressure and pulse rate.
• Cholesterol (typically a finger-stick total cholesterol test, either fasting or non-fasting).
• Blood glucose (diabetes screening).
• Height and weight.
• Percent body fat and/or BMI (body mass index).
• Fitness level.
• Bone density.
• Posture assessment.

Considerations when offering worksite screenings:

• Wellness screenings must be conducted by qualified, and at times, licensed individuals.
• Wellness screenings must be conducted in a location that allows for privacy and confidentiality.
• Time for discussion and explanation screening results must be allowed as part of the screening process.
• A process must be in place for referral for participants whose results are indicative of a need for further medical evaluation.
• Screenings can be very costly to the overall wellness budget OR there may be no cost to the program if participants are willing to cover the cost of the assessment themselves. For example, blood lipid and glucose testing usually expenditures twenty to twenty-five dollars per person, per exam. Employees may be willing to pay for evaluation in exchange for the convenience of having the evaluation at work.
• It generally works best to have scheduled appointments at intervals sufficient to allow time for the assessment and a brief discussion of results. Therefore, a registration and scheduling process must be devised.
• Some types of evaluation, such as fitness testing, require participants to bring casual clothes in which to do the testing. Workers ought to be notified of the need to dress in a specific manner for the evaluation.
• To ensure high attendance at screening activities, it is advisable to start promotion of the event with reminders to employees.
• Supply workers with “screening preparation” standard procedures to remind them how to prepare for the most accurate evaluation results.

Resources for workplace screenings:

1. Consult with a wellness consultant or health screening company.
2. If employee participation is meager for on-Site health screenings, or if offering additional workplace assessment is an option, check with the neighborhood health or outreach department of your local hospital, health education department, occupational health department or worksite health department as to screenings they might offer.
3. Local health clubs may also offer qualified employee for some types of screenings, such as fitness testing or body fat measuring.