Posts from — May 2009

Walking Club

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

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

Health Awareness Video Programming

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

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

Wellness Mentors

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

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

Set-up and offer “free” health information resources as part of the overriding workplace wellness strategy. Reliable information is available no cost, or at very low cost, through many 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. Get permission to use part of that bulletin board as the “Wellness Corner”, or obtain management approval to set up a bulletin board dedicated to wellness. Wellness bulletin board suggestions 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 expand 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

Create a wellness program library in a central area that has simple 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 worksite resources can’t be provided. 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. Urge employees to checkout materials for loan. Update resources regularly.
• Healthy resources are available at local libraries. Publicize those resources within your onsite wellness library.
• Health magazines can be kept in the employee break area.
• Establish 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 handouts 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 free 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.
• Display the cards near the end of February to remind staff members of their goals and objectives 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 support wellness opportunities, backing groups, or related activities.

The feasibility of workplace based wellness classes is dependent upon the size of the workforce. Worksite programs have to be supported with an adequate number of interested workers to keep a class going. Generally a certain level of employee participation is also significant to ensure availability of facilities such as a room and equipment. There are wide ranges of ongoing classes which can be provided 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 great starting idea. For example, offer a series of five beginning yoga classes to acquaint workers with the postural and pacifying benefits of yoga. Following an introductory series, workers may want to pursue something on their own in the area. Or, possibly an employee interest group might advance where interested workers 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 business should pay for all wellness activities. Remember the business is paying the bulk of the employee’s health and benefits package. When vacation time, insurance costs, and sick costs are all factored in, the average America business spends very close to $10,000 per year per employee on related health, time off, and lost productivity costs. Health is a personal responsibility and a gift we can all give to ourselves. Help staff members broaden 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 sufficient space or employee to offer worksite classes that are available elsewhere (like Weight Watchers, health clubs exercise classes, Jazzercise, hospital community ed programs, etc.), a subsidy could be offered to those who take advantage of these neighborhood resources. Establish standard procedures ahead of time about eligibility and maximum reimbursement, conditions for reimbursement, whether proof of participation is 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 large enough to be worth the trouble of implementing 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. Do not make it too bureaucratic or no one will use it. It is important 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 primary focus of documentation requirements.
• Consider appropriate participation gifts in place of monetary reimbursement. By way of example, if an employee meets attendance criteria for a stretching class, support a stretching strap or yoga mat as the completion gift.
• Be sure to check with the management team regarding policy for subsidies, tax reporting, etc.

Discounts and Donations

Employee discounts and donations can be sensitive areas for public employers and workers. In many jurisdictions, public workers are not allowed to receive any kind of special consideration, including discounts, from local employers, vendors, or providers. Be sure to check company 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 take part 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 organization-sponsored health & wellness 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).
• Participants weigh in with a “trusted” confident in private – at which time a healthy weight objective is set for the period of the contest.
• Display a chart with everyone’s secret name assigning each a beginning weight of zero.
• Members weigh themselves every week 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 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 put up in public by the Worksite Wellness Program Committee.
• Post a “weight control hint of the week” adjacent 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 issues 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 an effective way to safely begin the workday. A professional fitness instructor may be brought in to instruct proper stretching techniques. Following this, most often an internal group is able to 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:
• See that you work with your Senior Leadership 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 corporation liability will most likely arise, especially if someone reports an associated stretching injury. Check with your employer’s legal counsel and/or contact your corporation workers’ compensation carrier to assist in design of an employee release of liability waiver.

Worksite Chair Massage

Bring in a professional massage therapist to offer chair massage at the employees’ expense. These massages are performed totally clothed with the recipient seated in a chair. The therapist brings in a special chair that totally 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 significant to offer a private space. A group of “regulars” may evolve which could establish a regular massage schedule. Get an agreement with management so workers can trade massage time for coffee or personal break time.  Note: management may want the therapist to supply proof of liability insurance.

Art at Work

Art can be a great way to nurture employees’ creative side and allow them to manage stress at the same time. Bring in various art and craft supplies once a month 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. Urge employees to post their art in their personal workspaces.

Healthy Email-a-Week

Set up 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 Employee 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. Follow all corporation rules concerning work time and email protocols.

Hobby Show or Demonstrations

Hobbies are great stress management tools. Encourage staff members to display their talents by sponsoring a “hobby fair” or demonstration. Send around 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 may 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 great way to establish awareness about selected health topics. Community health professionals will frequently 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 effective for awareness building. This seed planting process can help employees become more proactive about healthy choices.
• Don’t 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., it is possible people will be reluctant to attend for fear of being associated publicly with the issue. They will, however, attend if the focus is on supporting 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 ought to publicize the program with a name that speaks to 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 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 attract participants to the event. An example of this would be calling lunchtime presentations “Noonlighting”
• If possible, offer a free healthy snack for employees who attend.
• To maintain momentum, try setting up a routine monthly time and day for lunchtime courses.
• If employees work in shift or are in work groups in different geographical locales, create a plan that offers equal attendance opportunity to all.

Resources:

1. Please see the idea list at the end of this guide which offers a variety of resource subject matters of interest to workers.
2. Every area has many 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 present workplace sessions at no cost or at a low cost. Many of these contacts will also support inexpensive materials.
3. Topic videos can be used for a brown bag session.

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

Considerations:
• Make sure the selections actually taste good.
• Provide a “fact sheet” with the names and price of the various products to assist participants if they want to purchase these products from the supermarket.
• Give other written information on great nutrition 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 require much of each item to give participants a taste of the meals or dish. It is not significant to buy enough, or bring enough, food to support a meal.
• Plan the tasting room after lunch so participants can go in on their own and sample.
• Keep an eye out for overly sugary items…sometimes low fat means elevated sugar – so be sure to read the label.
• Examples of purchases for a workplace sampling might include: 2 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 reinforcement 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 onsite reinforcement for healthy changes include:

• Employees can be asked to voluntarily submit recommendations, advice, and strategies related to particular healthy practices they have successfully implemented in their lives. For example, ex-tobacco users can be asked to submit recommendations 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 support groups, created based on employee interest in making healthy change, can meet on a regular basis to share ideas, resources, support, etc. Company Health Promotion Programs can offer some help 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 set ground rules that everyone agrees to before the group is left to itself.

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

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

Considerations when coordinating a wellness fair:

• Setting up a thriving health & wellness fair takes extensive time. Time issues must 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 trying to make contact with as many persons as possible during the event. Securing their responsibility to future wellbeing and health fairs requires that every effort be made to promote participation by publicizing the event, selecting the proper venue, and offering rewards and incentives.
• 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 employer policies when seeking donations.
• As an idea to improve employee participation and to keep interest high, each attendee might 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 neighboring employers to host a wellness 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 concerning their program. Representatives could include:

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

Limited Space for a Health Fair: If space is limited conduct the fair at lunchtime time. Place stations in employer 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 involving a wide array of vendors and services involved with physical, mental, financial and social health; for example, health agencies, safety companies, benefits providers, local health care facilities, recreational facilities, parks, monetary planners, childcare referrals, EAP, health clubs, health food stores, library, alternative and complementary medicine providers, etc.

Job Site 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 Mineral Density(BMD).
• Posture assessment.

Considerations when offering workplace screenings:

• Health 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 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, blood lipid and glucose testing usually costs twenty to twenty-five dollars per person, per exam. Staff Members may be willing to pay for evaluation in exchange for the convenience of having the evaluation at work.
• It generally works best to have scheduled appointments at intervals sufficient to allow time for the assessment and a brief discussion of results. Therefore, a registration and scheduling process must be devised.
• Some types of evaluation, such as fitness testing, require participants to bring casual clothes in which to do the testing. Employees must be notified of the need to dress in a specific manner for the evaluation.
• To ensure high attendance at screening events, it is advisable to begin promotion of the event with reminders to employees.
• Supply employees with “screening preparation” instructions to remind them how to prepare for the most accurate screening results.

Resources for worksite screenings:

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

Points to Keep in Mind

Using Certified Professionals

Hire professionally certified instructors to lead fitness classes (whether on or offsite) or to run worksite lunch and learn meetings.  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 organization.

Risk Management

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

Risk management plans don’t have to be complicated or pricey. For example, part of the plan may require that staff members fill out fitness appraisals and sign statements accepting the possible risks involved in physical exercise. It pays to be prepared. Safety and emergency policies and procedures decrease the risk of loss both to individuals and to your corporation.

Ask staff members to fill out a waiver when participating in both worksite and offsite activities. For liability reasons, staff members must know the risks involved in participating in the activity and know 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 claim that they didn’t completely be aware the risks.

Other Safety Tips

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

Look at the environment where workers 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 great condition and have handrails and safety features, so that workers are not locked out of floors.
• Fitness facilities should have proper flooring, good ventilation, and access to water and an emergency telephone.

Provide 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.