Posts from — June 2009

Set-up and offer “free” health information resources as part of the overriding workplace wellness strategy. Reliable information is available no cost, or at very low cost, through countless 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 get upper management approval to create 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 promote keeping the calendar updated and utilized.

Wellness Library

Create 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 workers hook up with resources if onsite resources can’t be offered. Keep referral lists in a 3-ring binder and update monthly.
• A brief, periodic wellness newsletter or update flyer distributed to employees 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 employees to checkout materials for loan. Update resources regularly.
• Healthy resources are available at local libraries. Publicize those resources within your on-Site wellness library.
• Health magazines can be kept in the employee break area.
• Set-up a consumer health information bin that is updated with articles and pertinent information regarding consumerism and medical. Check the resource listings at the end of this guide for more ideas.
• Free brochures 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 staff members voluntarily write down their health-related New Year’s resolutions on 3″ x 5″ index cards with their names on the back.
• Post 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.
• Post the cards near the end of February to remind workers of their objectives and 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 individuals along with wellness program promotions or other information announcements at the end of March.
• During the year, continue to offer wellness opportunities, backing groups, or related activities.

The feasibility of workplace based wellness classes is dependent upon the size of the workforce. Job Site programs must be supported with an adequate number of interested employees to keep a class going. Generally a certain level of employee involvement is also significant to make sure availability of facilities such as a room and equipment. There are wide ranges of ongoing classes which can be offered 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. For example, offer a series of five beginning yoga classes to acquaint workers with the postural and pacifying benefits of yoga. After an initial series, workers may want to pursue something on their own in the area. Or, possibly an employee interest group could cultivate where interested workers would pursue the chosen activity as a group.

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

Many employees and wellness teams are under the impression that the company should pay for all wellness activities. Remember the company 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 company spends very close to $10,000 per year per employee on related health, time off, and lost work rate costs. Health is a personal responsibility and a gift we can all give to ourselves. Help employees expand 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 worksite based wellness activities and to also “internally” innervate employees are included here:

Subsidies

If there is a budget but not proper 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 might be offered to those who take advantage of these neighborhood resources. Establish ground rules ahead of time about eligibility and maximum reimbursement, conditions for reimbursement, whether proof of participation is required and what form it ought to 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 big enough to be worth the trouble of implementing the program, but must not cover the entire expense of the program.
• It’s simple to get carried away with requiring “proof” in these kinds of programs. Do not make it too bureaucratic or no one will use it. It is valuable 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 major focus of documentation requirements.
• Consider appropriate participation gifts in place of financial reimbursement. For example, if an employee meets attendance criteria for a stretching class, provide a stretching strap or yoga mat as the completion gift.
• Be sure to check with the management group regarding policy for subsidies, tax reporting, etc.

Discounts and Donations

Employee discounts and donations can be sensitive areas for public businesses and employees. In numerous jurisdictions, public employees are not allowed to receive any kind of special consideration, including discounts, from local businesses, 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 must 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 employees, publicity, etc. No vendor or service provider must be promised or guaranteed additional revenue, business, or anything else if they choose to voluntarily offer a donation or discount to employees.

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

Hollywood Stars or American Celebrities

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

• Members pick a secret code name (the name of a Hollywood star or other celebrity).
• Members weigh in with a “trusted” confident privately – 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.
• Members weigh themselves weekly and turn in the weight with their code name on the paper.
• Weight is reported in relation to an initial 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 should be in relation to the starting weight, not the previous week’s weight.
• The chart is kept current and posted publicly by the Employee Wellness Program Committee.
• Display a “weight control hint of the week” next to the tracking chart.
• Give “take one” handouts on weight management education or motivational tips by the chart.
• Celebrate employee progress at the end of the exercise.

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, numerous topics could 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 begin the workday. A professional fitness instructor may be brought in to instruct proper stretching techniques. After this, most often an internal group can meet and run independently. Provide periodic refresher sessions with the trainer or instructor to change up the routine and help keep participants motivated.

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

Job Site Chair Massage

Bring in a licensed massage therapist to provide chair massage at the employees’ expense. These massages are performed fully clothed with the recipient seated in a chair. The therapist brings in a special chair that fully supports the head and shoulders while an upper body massage is given. Sessions are usually 15 minutes, with a mean cost between $12.00 – $15.00 per 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. Obtain 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 an effective way to nurture employees’ creative side and allow them to manage stress at the same time. Bring in various art and craft supplies once a month 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 employees to display their art in their personal work areas.

Healthy Email-a-Week

Develop an email list of coworkers who want to receive an inspirational, funny or educational health quote, thought, tip or idea once a week by email. Ask members of the Worksite Wellness Program Committee to collect ideas initially, and then ask the members of the email list to offer ideas and information as time goes on. Adhere to all corporation 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 can be done in groupings by topic over a scheduled period of time, providing for a brief presentation and/or demonstration on the part of the hobbyist.

Brown bag presentations are a good way to foster awareness about selected health topics. 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 topics. 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.
• Don’t schedule the program for the full hour – usually 40 minutes or so works best. This will provide folks with a chance to come and go, grab a quick bite, ask questions, etc.
• If the subject matter is sensitive, such as domestic violence, substance abuse, etc., people may be reluctant to attend for fear of being associated publicly with the issue. They will, however, attend if the focus is on assisting family members, coworkers, etc.
• Ensure that staff members hear significant 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 should 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 could be offered in a short series. It will work best to schedule one session each week rather than several sessions in one week. For example, you might offer a 3-week series on healthy eating rather than trying to cram all the information into one session.
• A catchy 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 employees who attend.
• To maintain momentum, try setting up a routine monthly time and day for lunchtime sessions.
• If staff members work in shift or are in work groups in different geographical areas, create 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 issues of interest to workers.
2. Every area has countless professionals, 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 lead worksite sessions free or at a low cost. Many of these contacts will also support inexpensive materials.
3. Topic videos may 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 workers, 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 workers to bring and share their favorite low fat or healthy dishes.

Considerations:
• Make sure the selections actually taste great.
• Give a “fact sheet” with the names and price of the various products to support participants if they want to buy these products from the supermarket.
• Offer other written information on great nutrition for any interested participants to take. Make use of 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 take 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 support a meal.
• Set up the tasting room after lunch so participants can go in on their own and sample.
• Watch for overly sugary items…sometimes low fat means elevated sugar – so be sure to check the label.
• Typical purchases for a workplace sampling could 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.
• Position signs on the table politely 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 helpful in helping employees 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 providing worksite backing for healthy changes include:

• Staff Members can be asked to voluntarily submit suggestions, advice, and strategies related to particular healthy practices they have successfully implemented in their lives. By way of example, ex-smokers can be asked to submit suggestions 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 reinforcement groups, created based on employee interest in making healthy change, can meet on regularly to share ideas, resources, support, etc. Worksite Wellness Programs can offer some assistance and facilitation in getting a group started. 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 wellness fair is a fantastic way to familiarize employees with health concerns and related wellness programs. During a wellness fair employees might be able to get resource materials; participate in offered wellness screenings (vision, hearing, blood, blood lipids, cancer, dental, etc.); observe demonstrations on the use of fitness equipment; attend mini-seminars on various health issues; get free promotional items from local organizations; try healthy foods; and obtain information about their health benefit plan.

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

Considerations when coordinating a wellbeing and health fair:

• Setting up a successful 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 invited. 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 trying to make contact with as many persons as possible during the event. Securing their commitment to future wellness fairs requires that every effort be made to reward participation by publicizing the event, selecting the proper venue, and offering incentives and rewards.
• If possible, locate the health 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. Adhere to all company policies when seeking donations.
• As an idea to boost 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 must take place every 15 or 30 minutes.
• Consider teaming up with nearby employers to hold a health and wellness fair. A group effort will spread out the work and maximize participation.

Ideas for a Benefits Fair:

Invite representatives from each of your employee benefits provider groups. Ask each vendor to be ready to answer employee questions concerning their program. Representatives might 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 host the fair at lunchtime time. Place stations in employer hallways or in individual small conference or office rooms scattered throughout the building. Provide 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 including a wide array of vendors and services involved with physical, mental, economic and social health; for example, health agencies, safety companies, 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.

Worksite health screenings can take a variety of forms. Common screening components may include:

• Blood Pressure and heart 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.
• Health screenings must be conducted in a location that allows for privacy and confidentiality.
• Time for discussion and explanation screening results must be afforded as part of the assessment process.
• A process must be in place for referral for participants whose results are indicative of a need for further medical assessment.
• Screenings can be very costly to the overriding wellness budget OR there may be no expenditure to the program if participants are willing to cover the expenditure of the assessment themselves. By way of example, cholesterol and glucose testing usually costs twenty to twenty-five dollars per person, per exam. Workers may be willing to pay for assessment in exchange for the convenience of having the assessment 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 must be notified of the need to dress in a specific manner for the evaluation.
• To ensure high attendance at screening programs, it is advisable to begin promotion of the event with reminders to workers.
• Supply workers with “screening preparation” instructions to remind them how to prepare for the most accurate evaluation results.

Resources for workplace screenings:

1. Consult with a wellness consultant or health evaluation business.
2. If employee participation is sparse for onsite health screenings, or if offering additional worksite evaluation 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 assessment.

Points to Consider

Hiring Certified Professionals

Hire professionally certified instructors to lead fitness classes (whether on or offsite) or to run workplace lunch and learn sessions.  It’s also a good idea to ask the instructor for references.

When you hire instructors, make sure that your insurance protects both the instructor and your corporation.

Risk Management

Whether we like it or not, liability is a problem these days.

Risk management plans don’t have to be complicated or expensive. For example, part of the plan may require that workers complete fitness appraisals and sign statements accepting the possible risks involved in physical activity. It pays to be prepared. Safety and emergency policies and procedures decrease the risk of loss both to individuals and to your company.

Ask workers to fill out a waiver when participating in both worksite and offsite activities. For liability reasons, workers must understand the risks involved in participating in the exercise and understand that they are waiving their right to sue.

The employee ought to not be asked to sign the waiver just before the activity. The waiver may be invalid if employees state that they didn’t completely understand the risks.

Other Safety Tips

Here’s a list of some other safety tips to keep in mind when creating physical activity.

Look at the environment where staff members are active:

• Sidewalks ought to be clear of ice and snow, away from falling debris or snow, and have clearly marked curbs and safe crosswalks.
• Stairwells ought to be well-lit and in good condition and have handrails and safety features, so that employees are not locked out of floors.
• Fitness facilities ought to have proper flooring, great ventilation, and access to water and an emergency phone.

Offer medical evaluation for workers participating in activities:

• PAR-Q
• PAR-MEDX for Pregnancy

Below are some other valuable safety factors:

• First-aid kit and automated external defibrillator on site.
• Emergency Action Plan (EAP) in place and practised.
• Commercial grade fitness equipment (not donated, “hand me down” equipment).
• Documented equipment inspection and maintenance schedule.
• Orientation of equipment and programs done by certified professional with a physical exercise background.

To make a difference in the lives of your fellow workers, you first need to grasp that getting active is not only a matter of choice. Some things are within our individual control, but others are molded by the individuals and circumstances in which we live and work.

It’s Easier to Be Active When…

• We know what to do and have the confidence, skills and opportunity to do it.
• It’s fun. “Working out” at the fitness center does not appeal to everyone. Activities need to reflect what people enjoy.
• Our friends, family or co-employees are active with us (or at least support us).
• We feel safe, thanks to well-lit streets or stairwells.
• Sidewalks, walking/biking trails, parks and gyms are nearby.
• We have money to pay for equipment, instruction or memberships.
• We can walk, bike or take public transit to work.
• Active choices such as taking the stairs, having stretch breaks at meetings and heading outside at lunchtime are “normal” in the worksite.
• Managers support and recognize employee efforts. Better yet, they participate.
• We can juggle our work hours to fit in physical activity.

Think about how you might establish some of these conditions in your workplace. By taking these steps, you’ll increase the likelihood that staff members both want and are able to be active during working hours.

Workplace physical activity drives that focus only on individuals have limited success. Research shows that reaching people in multiple ways gives the strong chance of long-term success.

A plan directed at multiple echelons is also called an “ecological approach.”