A Guide for Employers

Supporting Employees Through Change: mental health and wellness in the workplace

Over the last few years there have been a lot of changes. If we have learned anything it is that change is constant in the workplace. As a leader it is important to lead through those changes and support your employees wellbeing.

When changes occur at your workplace, it’s important to communicate regularly with employees. Keep staff informed about new and upcoming changes as much as possible. When people are informed of what changes are coming and how things are being addressed, they are better able to cope with the change. Even if you don’t have answers to employees' questions, let them know that you understand and will follow-up with a response within a certain timeframe.

During times of change, creating a communication plan where you describe how often you will be communicating to employees and which topics you will address or information you will provide can be very helpful. Communicating clearly and often with employees can make individuals feel more supported, respected, and understood in the workplace. Ensure there are mechanisms where employees can provide input, ideas and overall feedback. Frequent communication can also help everyone feel up to date and can help ease concerns. Communicate on various platforms (e.g., meetings, huddles, virtual townhalls, webinars, fact sheets, email newsletters, stickers, posters, etc.) to help ensure that staff hear and retain what you say. 

Employees may be balancing multiple demands at home which can cause additional stress on top of work-related stress. If you notice that an employee is not quite themselves, it may be a sign that they are struggling with their mental health and/or substance use health. Check in and ask how they are doing. You don’t need to solve their problems – sometimes people just need to feel heard. Employees may experience many emotions during a time of change and that is normal. It is important to acknowledge these emotions and to support employees through this transition:

• Ask employees what their needs are during this time - Involving employees in assessing their work needs during this time will provide them with some level of control over the situation. Here are a few suggestions of questions to help you get the conversation started:
  • What are your concerns about the upcoming changes? What are you looking forward to?
  • What has been the most challenging about this change?
  • What additional information or resources do you need to support your well-being at work?

• Schedule regular check-ins with employees to see how they are doing and ask how you can provide support.
• Acknowledge the work and effort that employees put into the previous system before the change occurred and the effort they are putting into adapting to this new situation as well as recognizing their continued dedication to their job.
• Promote positive ways to cope – Share positive coping strategies with employees to protect their mental health and promote wellness. Some workplaces benefit from formal peer support programs which provide opportunities for employees to discuss challenges with those who may have similar experiences and learn how they coped. Here are a few examples of activities to boost employee engagement, encourage positive coping strategies and maybe incorporate some team building:
  • Weekly virtual coffee breaks
  • Recognition programs
  • Self-care challenge
  • Yoga/stretching breaks
  • Lunch and learns on different health topics
  • Physical activity challenge
• Offer flexibility and discuss ways to support employees who may still be balancing several demands.
• Discuss accommodations as appropriate - There are many reasons why an accommodation may be requested in the workplace. Refer to Workplace Strategies for Mental Health for accommodation strategies and resources.
• Keep track of employee overtime hours – Overtime can lead to burnout which is a result of chronic workplace stress that has not been successfully managed. If employees are regularly working overtime look at ways to reduce the workload or consider hiring additional resources.
• Encourage employees to take their allotted breaks and vacation time -  We all need to take time to relax, reflect and rejuvenate, but it is even more necessary during this time of potential uncertainty and change. Model this for employees by also making sure that you, as an employer, are taking your breaks and vacation.
• Ensure that supports are available, and employees know how to access them - Review your Employee and Family Assistance Plans and mental health coverage to ensure that employees get the supports they need. Share resources about mental health, addictions and substance use health supports and services that are available in the community.  

Conversation guide

Approaching an employee in a way that is supportive and validating can help them through a difficult time. Remember that kindness, respect, resilience and understanding should be the foundations of all interactions with employees.  Below you will find language that can be used to guide you in having supportive conversations with employees about their concerns, fears, or anxious feeling. Employees may need or want to discuss a variety of topics such as changes in the workplace and/or challenging personal or professional times.What is important is that you listen, don’t try and solve all of their problems and offer support as needed. Here are some things you can say and do to support staff through a difficult conversation:

1. “I hear…” restate what you’ve heard them expressing
   • i.e. “I hear you saying that you haven’t been sleeping well and have concerns about upcoming changes in the workplace” 
2. Validate: acknowledge what you have heard them express and that their thoughts and feelings are valid.
   • i.e. “That must be very tough for you. It’s a very challenging time for sure.”
3. “I’m concerned…” express your concerns about the impact to the workplace, the individual, etc. 
   • i.e. “I’m concerned about your well-being and want to ensure you feel well enough to continue working.” 
4. “What do you need…. / How can I help?” ask what they need to feel better/safe/comfortable through the transition. 
   • i.e. “What do you think would help you feel better (comfortable and safe) at work?”
5. Remind them of resources and/or safety measures that are in place, provide tips on coping 
   • i.e. Refer to mental health and substance use health resources and/or Employee and Family Assistance Program (EFAP), if appropriate. 

Follow-up with the employee after having an initial conversation. You can use the same strategies in the above steps to continue the conversation. Check out the Workplace Strategies for Mental Health website for more tips on how to have a supportive conversation.

Remember that in order to support others, you need to be taking care of your own mental health as well. Check out the employee section of this toolkit for some tips.

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