Drug Education and Intervention in the Workplace

The feasibility of worksite based wellness classes depends on the size of the workforce. Job Site programs must be supported with an adequate number of interested staff members to keep a class going. Generally a certain level of employee participation is also necessary to ensure availability of facilities such as a room and equipment. There exist wide ranges of ongoing classes which can be provided in the worksite, 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 great starting idea. For example, offer a series of five beginning yoga classes to acquaint workers with the postural and relaxation benefits of yoga. After an introductory series, workers may want to pursue something on their own in the neighborhood. Or, possibly an employee interest group could advance 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 ought to pay for all wellness activities. Remember the company 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 company 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 employees 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” encourage staff members 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 available to those who take advantage of these neighborhood resources. Establish guidelines ahead of time about eligibility and maximum reimbursement, conditions for reimbursement, whether proof of participation is necessitated 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 big enough to be worth the trouble of launching the program, but ought to not cover the entire cost of the program.
• It’s easy 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 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, offer 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 staff members. In a myriad of jurisdictions, public staff members are not allowed to receive any kind of special consideration, including discounts, from local businesses, vendors, or providers. Be sure to check employer 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 ought to 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 ought to 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 wellness fair.

Hollywood Stars or American Celebrities

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

• Members choose a secret code name (the name of a Hollywood star or other celebrity).
• Members 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 starting weight of zero.
• Participants weigh themselves every week and submit the weight with their code name on the paper.
• Weight is reported in relation to a beginning 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 ought to be in relation to the starting weight, not the previous week’s weight.
• The chart is kept current and put up publicly by the Corporate Wellness Program Committee.
• Post a “weight control hint of the week” nearby 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, a myriad of 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 few minutes of gentle stretching is a great way to safely start work. A professional fitness instructor may be asked in to teach proper stretching techniques. Following 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:
• Make sure you work with your Upper Management Team for stretching endorsement.
• Stretches should be taught by a knowledgeable and qualified person.
• Although pre-work stretches are performed on an employee’s personal time, the question of business liability will likely arise, particularly 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 certified massage therapist to offer 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 head and shoulders while an upper body massage is given. Sessions are usually fifteen minutes, with an average cost between $12.00 – $15.00 for each session. Post a sign up sheet with appointments at intervals recommended by the therapist. Be sure the therapist is licensed. It will be crucial to provide a private space. A group of “regulars” may evolve which could establish a regular massage schedule. Get an agreement with senior staff so employees can trade massage time for coffee or personal break time.  Note: senior staff may want the therapist to supply proof of liability insurance.

Art at Work

Art can be a good 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 allow 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. Encourage employees 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, funny or educational health quote, thought, tip or idea once a week by email. Ask members of the Corporate Health Promotion 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 business rules regarding work time and email protocols.

Hobby Show or Demonstrations

Hobbies are wonderful stress management tools. Urge workers to show off 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 maybe even do a live demonstration. Fairs or demonstrations can be scheduled as a group exercise or brown bag that allows interested workers to interact. Or, hobby sharing is able to 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 create awareness about selected health issues. 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 issues. Topics may include physical, mental, emotional, women’s health, men’s health, financial 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 give folks an opportunity 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 problem. They will, however, show up if the focus is on helping family members, coworkers, etc.
• Ensure that workers hear valuable 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 should be provided 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 draw visitors to the event. An example of this might include calling lunchtime presentations “Noonlighting”
• If possible, provide a free healthy snack for staff members who attend.
• To maintain momentum, try setting up a routine monthly time and day for lunchtime seminars.
• If workers work in shift or are in work groups in different geographical locales, establish 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 employees.
2. Every neighborhood 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 options to lead workplace sessions free or at a low cost. Many of these contacts will also offer inexpensive materials.
3. Topic videos can be utilized for a brown bag session.

Often people avoid low fat foods because they think these foods do not taste great. To help inform employees, 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 employees to bring and share their favorite low fat or healthy dishes.

Considerations:
• Make sure the selections actually taste good.
• Offer a “fact sheet” with the names and price of the various products to support participants if they want to buy these products from the grocery store.
• Offer other written information on great diet 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 require 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 check the label.
• Typical purchases for a worksite sampling might 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.
• Position 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 helpful in helping 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 workplace backing 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. By way of 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 control, 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. Workplace Health Promotion Programs can offer some help 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 speaker 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 and wellness fair is a great way to familiarize staff members with health issues and related wellness programs. During a health and wellness fair staff members might be able to get resource materials; take part in provided health screenings (vision, hearing, blood, blood lipids, cancer, dental, etc.); observe demonstrations on the use of exercise equipment; go to mini-sessions on various health issues; get no cost promotional items from local organizations; try healthy foods; and pick up information about their health benefit plan.

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

Considerations when coordinating a health fair:

• Setting up a thriving wellness fair takes extensive time. Time issues 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 & wellness fair.
• Vendors will be hoping to make contact with as many persons as possible during the event. Securing their responsibility to future health fairs requires that every effort be made to promote participation by publicizing the event, selecting the proper venue, and offering incentives.
• If possible, locate the health & wellness fair in a location with heavy foot traffic.
• Ask vendors to bring no cost materials at their table and to make a donation to a prize drawing. Adhere to all organization policies when soliciting donations.
• As an idea to boost employee participation and to maintain high interest levels, 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 must take place every 15 or 30 minutes.
• Consider teaming up with nearby companies to host a health fair. A group effort will distribute 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 prepared to answer employee questions regarding 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 hold the fair at lunchtime 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 free 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 variety of vendors and services involved with physical, mental, economic and social health; for example, health agencies, safety corporations, benefits providers, local medical facilities, recreational facilities, parks, financial planners, childcare referrals, EAP, health clubs, health food stores, library, alternative and complementary medicine providers, etc.

Worksite wellness screenings can take a variety of forms. Common assessment components may include:

• Blood Pressure (BP) 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 workplace 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 given 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 cost to the program if participants are willing to cover the cost of the assessment themselves. For example, blood lipid 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 screening, such as fitness testing, require participants to bring casual clothes in which to do the testing. Staff Members must be notified of the need to dress in a specific manner for the screening.
• To ensure high attendance at assessment events, it is advisable to begin promotion of the event with reminders to staff members.
• Supply staff members with “screening preparation” instructions to remind them how to prepare for the most accurate assessment results.

Resources for workplace screenings:

1. Consult with a wellness consultant or health evaluation business.
2. If employee participation is meager for onsite health screenings, or if offering additional workplace assessment is an option, check with the community health or outreach department of your local hospital, health education department, occupational health department or workplace health department as to screenings they might offer.
3. Local health clubs may also employ qualified employee for some types of screenings, such as fitness testing or body fat measurement.

Points to Keep in Mind

Hiring Certified Professionals

Hire professionally certified instructors to lead fitness classes (whether on or offsite) or to run worksite 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 business.

Risk Management

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

Risk management plans do not have to be complex or expensive. For example, part of the plan might 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 organization.

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

The employee must not be asked to sign the waiver just before the activity. The waiver may be invalid if staff members claim that they didn’t totally understand the risks.

Other Safety Tips

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

Look at the environment where staff members are active:

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

Offer medical assessment for staff members 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 employees, you first need to see that getting active is not only a matter of choice. Some things are within our individual control, but others are shaped by the people 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 gym does not appeal to everyone. Activities need to reflect what individuals enjoy.
• Our friends, family or co-staff members 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 at gatherings and going 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 exercise.

Consider how you could create 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 activity drives 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.”

The type of assessment you choose depends on when you do it and the kind of information you gather.

This section describes when to use three types: formative, process and summative evaluations.

During the Planning Stage

Use formative evaluations in the planning stages to see that your program is based on solid information. These evaluations also help you to advance effective and appropriate materials and procedures.

Examples of formative evaluations include:

• records of management commitments to the program
• employee interest surveys
• workplace environmental assessments
• pre-testing of program materials

During Your Initiative

A process assessment is used when the program is underway. These evaluations help you:

• track what is going well and what isn’t (and how to revise your program)
• learn if you are reaching the staff members you want to reach
• describe the plan to others
• monitor who is participating in the initiative

During or Following Your Initiative

Summative evaluations happen when the initiative is already in place or completed. Use this sort of assessment to measure what employees like about the initiative and what might be improved.

All three types of evaluations are useful. The assessment you choose is dependent upon the time and financial resources you have available.