Posts from — August 2009

Create and offer “free” health information resources as part of the overall worksite wellness strategy. Reliable information is available no cost, or at very low cost, through numerous 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 management approval to establish 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 frequently. 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 bolster keeping the calendar updated and utilized.

Wellness Library

Establish a wellness program library in a central area that has easy employee access. Resources and ideas for the wellness library could include:

• A local health resources guide with referral lists to help staff members hook up with resources if workplace resources can’t be given. 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 meetings.
• A variety of consumer books, magazines, videos, and articles related to good health. Solicit employee donations of current titles and recyclable items. Urge 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.
• Create a consumer health information bin that is updated with articles and pertinent information regarding consumerism and medical care. 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 workers 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.
• Post the cards near the end of February to remind workers 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 individuals along with wellness program promotions or other information announcements at the end of March.
• During the year, continue to provide wellness opportunities, reinforcement groups, or related activities.

The feasibility of workplace based wellness classes hinges upon the size of the workforce. Worksite 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 ensure 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. By way of example, offer a series of five beginning yoga classes to acquaint employees with the postural and relaxation benefits of yoga. Following an initial series, employees may want to pursue something on their own in the community. Or, possibly an employee interest group could develop where interested employees would pursue the chosen exercise as a group.

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

Many staff members and wellness teams are under the impression that the corporation should pay for all wellness activities. Remember the corporation is paying the bulk of the employee’s health and benefits package. When vacation time, insurance expenditures, and sick expenditures are all factored in, the average America corporation spends very close to $10,000 per year per employee on related health, time off, and lost productiveness expenditures. Health is a personal responsibility and a gift we can all give to ourselves. Help staff members 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 worksite based wellness activities and to also “internally” arouse employees are included here:

Subsidies

If there is a budget but not enough space or employee to offer workplace classes that are available elsewhere (like Weight Watchers, health clubs exercise classes, Jazzercise, hospital community ed programs, etc.), a subsidy might be provided to those who take advantage of these area resources. Establish instructions ahead of time about eligibility and maximum reimbursement, conditions for reimbursement, whether proof of participation is required and what form it should 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 sizable enough to be worth the trouble of implementing the program, but should not cover the entire expense of the program.
• It’s simple to get carried away with requiring “proof” in these kinds of programs. Don’t 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 people, usually very few, who cheat-that’s unavoidable and shouldn’t become the primary focus of documentation requirements.
• Consider appropriate participation gifts in place of monetary reimbursement. For example, if an employee meets attendance criteria for a stretching class, offer a stretching strap or yoga mat as the completion gift.
• Be sure to check with the senior staff team regarding policy for subsidies, tax reporting, etc.

Discounts and Donations

Employee discounts and donations can be sensitive areas for public companies and workers. In a myriad of jurisdictions, public workers are not allowed to receive any kind of special consideration, including discounts, from local companies, vendors, or providers. Be sure to check corporation 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 company-sponsored wellness fair.

Hollywood Stars or American Celebrities

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

• Participants pick a secret code name (the name of a Hollywood star or other celebrity).
• Participants weigh in with a “trusted” partner 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 initial weight of zero.
• Participants weigh themselves every week and submit the weight with their code name on the sheet.
• Weight is reported in relation to an initial weight of zero. By way of example +4 would mean 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 up to date and displayed publicly by the Workplace Wellness Program Committee.
• Display a “weight control hint of the week” adjacent to the tracking chart.
• Provide “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 subjects 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 certified fitness instructor may be asked in to instruct proper stretching techniques. Following this, most frequently an internal group is able to meet and run itself. Offer periodic refresher sessions with the trainer or instructor to vary 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 done on an employee’s personal time, the question of organization liability will probably arise, especially if someone reports an associated muscular injury. Check with your employer’s legal counsel and/or contact your organization workers’ compensation authority to help in design of an employee release of liability waiver.

Job Site Chair Massage

Bring in a professional massage therapist to provide chair massage at the employees’ expense. These massages are performed completely clothed with the recipient seated in a chair. The therapist brings in a special chair that completely supports the neck and shoulders while an upper body massage is given. Sessions are usually fifteen 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 licensed. It will be necessary to support a private space. A group of “regulars” may evolve which could establish a regular massage schedule. Obtain an agreement with upper management so employees 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 creativity during certain months or times of the year. Urge staff members to display their art in their personal work areas.

Healthy Email-a-Week

Set up an email list of coworkers who wish to receive an inspirational, humorous or educational health quote, thought, tip or idea once a week by email. Ask participants of the Workplace 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. Follow all company rules concerning work time and email protocols.

Hobby Show or Demonstrations

Hobbies are good stress management tools. Encourage staff members to display their talents by sponsoring a “hobby fair” or demonstration. Distribute a sign up sheet. See who would be able to bring in samples of their hobby, and maybe even do a live demonstration. Fairs or demonstrations can be scheduled as a group activity or brown bag that allows interested staff members 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 establish awareness about selected health topics. Community health professionals will often offer 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, financial health, etc.

Considerations for brown bag presentations:
• Brown bag sessions are great for awareness building. This seed planting process can help employees become more proactive about healthy choices.
• Do not schedule the program for the full hour – usually 40 minutes or so works best. This will give folks an opportunity 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., people may be reluctant to attend for fear of being associated publicly with the problem. They will, however, show up if the focus is on assisting family members, coworkers, etc.
• Be sure that staff members 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 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 issues that can’t be covered in one session could be available in a short series. It will work best to schedule one session each week rather than several sessions in one week. By way of 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 draw people 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 keep the momentum going, try setting up a routine monthly time and day for lunchtime classes.
• 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 topics of interest to workers.
2. Every community has a myriad of individuals, 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 possibilities to lead worksite sessions free or at a low cost. Many of these contacts will also offer inexpensive materials.
3. Topic videos can be used for a brown bag session.

Often individuals 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.
• Provide a “fact sheet” with the names and price of the various products to assist participants if they want to purchase these products from the supermarket.
• Give other written information on good diet for any interested participants to take. Utilize websites and other resources listed in the Resource Section at the end of this guide.
• Offer small tasting spoons or wooden ice cream tasters.
• It doesn’t take much of each item to give participants a taste of the meals or dish. It is not essential 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 high sugar – so be sure to look at the label.
• Typical purchases for a workplace sampling could include: two boxes of healthy 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 politely reminding participants that the idea is to sample, not have a meal.
• Provide a beverage such as a new kind of fruit juice or herbal tea.

Group reinforcement and encouragement can be very beneficial in supporting 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 offering workplace reinforcement for healthy changes include:

• Staff Members 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, flyers, 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 regularly 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 speaker on a topic relevant to the group. Be sure to help the group establish ground rules that everyone agrees to before the group is left on its own.

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

Some employers host a “health & benefit fair” which includes vendors representing the various employee benefit plans (long-term disability, retirement, etc.) available to workers through their business.

Considerations when coordinating a health & wellness fair:

• Setting up a thriving health and wellbeing fair takes extensive time. Time concerns should 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 and wellbeing fair.
• Vendors will be trying to make contact with as many persons as possible during the event. Securing their commitment to future health fairs requires that every effort be made to promote participation by publicizing the event, selecting the proper venue, and offering incentives/rewards.
• If possible, locate the health and wellness fair in an area with heavy foot traffic.
• Ask vendors to supply 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 increase employee participation and to keep interest high, each attendee could be given a “passport”, similar to a bingo card, to be signed by each vendor. The signed passport serves as the ticket for the prize drawings. Such drawings should take place every 15 or 30 minutes.
• Consider teaming up with neighboring corporations to hold a wellness fair. A group 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 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 conduct the fair at lunch time. Place stations in corporation hallways or in individual small conference or office rooms located throughout the building. Give a map with all the stations listed. Have 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, financial and social health; for example, health agencies, safety organizations, benefits providers, local medical care facilities, recreational facilities, parks, monetary 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 screening 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.
• Health 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 evaluation 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 central wellness budget OR there may be no expense to the program if participants are willing to cover the expense of the assessment themselves. For example, cholesterol and glucose testing usually expenditures twenty to twenty-five dollars per person, per exam. Staff Members may be willing to pay for screening in exchange for the convenience of having the screening 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. Staff Members should be notified of the need to dress in a specific manner for the evaluation.
• To ensure high attendance at assessment activities, it is advisable to start promotion of the event with reminders to employees.
• Supply employees with “screening preparation” instructions to remind them how to prepare for the most accurate assessment results.

Resources for worksite screenings:

1. Consult with a wellness consultant or health evaluation organization.
2. If employee participation is meager for onsite health screenings, or if offering additional worksite 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 have qualified employee for some types of screenings, such as fitness testing or body fat measurement.

Points to Keep in Mind

Hiring Certified Professionals

Enlist professionally certified instructors to lead fitness classes (whether on or offsite) or to run workplace lunch and learn meetings.  It’s also prudent to ask the instructor for references.

When you hire instructors, be sure that your insurance protects both the instructor and your organization.

Risk Management

Whether we like it or not, liability is a concern nowadays.

Risk management plans need not be complicated or expensive. By way of example, part of the plan may require that staff members fill out fitness appraisals and sign statements accepting the possible risks involved in physical activity. It pays to be prepared. Safety and emergency policies and procedures reduce the risk of loss both to individuals and to your company.

Ask staff members to fill out a waiver when participating in both workplace and offsite activities. For liability reasons, staff members must understand the risks involved in participating in the activity and be aware that they are waiving their right to sue.

The employee should not be asked to sign the waiver just before the activity. The waiver may be invalid if employees state that they didn’t completely know 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 workers 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 must be well-lit and in good condition and have handrails and safety features, so that staff members are not locked out of floors.
• Fitness facilities ought to have proper flooring, good ventilation, and access to water and an emergency telephone.

Provide medical screening for workers participating in activities:

• PAR-Q
• PAR-MEDX for Pregnancy

Below are some other significant 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 staff members, you first need to understand that getting active is not only a matter of choice. Some things are within our individual control, but others are shaped 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 health club 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 stairways.
• 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 during meetings and going outside during lunch are “normal” in the workplace.
• Managers support and recognize employee efforts. Better yet, they take part.
• We can juggle our work hours to fit in physical exercise.

Consider how you might establish some of these conditions in your workplace. By taking these steps, you’ll make it more likely that staff members both want and are able to be active during working hours.

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

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