Author: Alex Maio

Mental health is a crucial aspect of occupational health and safety. Poor mental health can result in burnout, substance abuse, and physical illnesses like high blood pressure, diabetes, and cardiovascular conditions. 

It can also negatively impact employee productivity, morale, and the business directly. Poor mental health at work can be felt through increased absenteeism and associated costs, which can be detrimental to the bottom line.

Despite its importance, employers often overlook employee mental health or lack the skills and resources to implement effective workplace strategies.

In this blog, we provide practical advice and present real-life actions that can help improve mental health at work.

Understanding Mental Health in the Workplace

Numerous studies have shown that the workplace environment can significantly impact employees’ mental health and overall well-being. 

Factors such as unrealistic deadlines, excessive workloads, job insecurity, remote work, discrimination, and a demanding boss can lead to burnout, feelings of isolation, inadequacy, low self-esteem, and decreased productivity. 

The Impact of Mental Health on Employees and Employers

It has been reported by the World Health Organization (WHO) that around 15% of the working population suffers from a mental disorder. Additionally, depression and anxiety result in approximately 12 billion lost working days worldwide, costing a whopping $1 trillion per year in lost productivity.

Moreover, in the United States, around 65% of workers consider the workplace a major source of stress and 83% of workers experience work-related stress. Without effective mental health at work strategies and support structures in place, mental health conditions, such as anxiety and depression, can negatively affect the entire workforce and business outcomes, resulting in:

• Reduced work performance: Mental health disorders can impact a worker’s confidence, attendance, motivation, outlook, and productivity. 
• Impaired physical performance: Mental health conditions also affect physical performance. The Centers for Disease Control and Prevention (CDC) reports that employee mental health can interfere with an individual’s ability to complete physical tasks 20% of the time and reduce cognitive performance 35% of the time.  
• Reduced teamwork: Mental health issues lead to decreased teamwork, tension, and conflict among co-workers. 

Despite the high incidence of mental illness, the CDC finds that only 57% of workers reporting moderate depression and 40% of those with severe depression receive treatment to control symptoms. 

Identifying Common Signs of Mental Health Issues at Work

Early detection of mental health conditions is crucial for achieving positive outcomes. When it comes to mental health challenges in the workplace, individuals may exhibit the following signs: 

• Increased or unexplained absences.
• Persistent feelings of fatigue.
• Unusual decline in performance or errors.
• Heightened levels of anxiety.
• Decreased motivation or disengagement from tasks.
• Difficulty with meeting deadlines.
• Occasional displays of anger or irritability.
• Shortened temper.
• Indications of excessive alcohol consumption or hangovers.
• Avoidance of social interactions.

By recognizing these signs early, employers can help support the workforce and create a healthier work environment for everyone. 

Creating a Supportive Work Environment

A supportive work environment can reduce mental illness and promote employee well-being. Here are some practical strategies to consider. 

Fostering Open Communication

Identifying the signs of mental health issues and providing much-needed support to affected workers can often be challenging due to the stigma (including self-stigma) and isolation associated with mental health challenges. 

Managers and business owners can help by fostering open conversations about mental health and creating safe and inclusive environments where employees can openly discuss their mental health and seek help if needed.

It’s important to acknowledge that mental health issues are prevalent in the workplace, and employees need to know they are not alone. Employers should be aware that everyone carries a heavy load, whether visible or not. Employees may be dealing with loneliness, grief, stressors at home, uncertainty about their work or future, or even substance abuse challenges. 

OSHA provides several resources to help employers gain confidence in talking about workplace mental health, identifying workers at risk, and creating an enabling environment for change.  

Developing a Mental Health Policy

A workplace mental health policy can effectively reduce the stigma surrounding mental illnesses. It can also improve employees’ perceptions of their employer’s commitment to their well-being and serve as the foundation for building a positive and supportive environment.

To create a comprehensive mental health policy for your workplace, it is essential to include the following key components:

• A clear definition of mental health issues in the workplace, including their symptoms and ways in which mental health disorders can manifest.
• Identification of factors that can cause mental health issues, such as workload, working conditions, deadlines, and job insecurity.
• The company’s commitment to identifying and addressing mental health issues among employees, including the resources and support available to them.
• Mental health awareness initiatives, such as training and health and wellness campaigns.
• Paid sick leave and personal days to support employees dealing with mental health issues.
• Available mental health programs through the company’s health care insurance.
• The responsibilities of managers to identify and address mental health challenges among employees. 

Strategies for Supporting Mental Health at Work

The nature of work has transformed over time, and this has led to higher expectations of mental health support at the workplace. A recent survey conducted by the American Psychological Association (APA) found that 92% of employees consider it essential to work for an organization that values their emotional and psychological well-being and provides support for their mental health. 

However, there is still room for improvement, as 55% of workers feel that their employer overestimates the healthiness of their workplace environment in terms of mental health. 

Below are several strategies that can help promote mental health and well-being in the workplace.

Mental Health Resources and Training

According to the APA survey, only 12% of workers report that their employer has trained personnel to provide mental health support. Additionally, programs and benefits that support mental health at work are also lacking:

• Only 43% of employees have health insurance that covers mental health.
• 29% report that their employer offers an employee assistance program.
• Only 17% say their employer provides mental health days. 

The lack of mental health support can have a detrimental impact on employees’ well-being and job satisfaction. In fact, 81% of survey respondents said that an employer’s support for mental health is an important consideration when looking for work, and 33% intend to look for another job due to a lack of mental health support.

Considering these findings, employers must recognize their vital roles in promoting the health and wellness of their workers, their families, and the workplace. There are several actions that employers can take to improve access to mental health training among managers and workers, create a safe and supportive environment, and support people with mental health conditions. You can check out these recommendations from the CDC, WHO, and OSHA, which include a handy checklist and examples of success stories from other employers.

Work-Life Balance and Flexible Work Arrangements

Flexible work arrangements have become increasingly popular among large U.S. companies. About one-third of companies are exploring new schedule shifts, like four-day and four-and-a-half-day work weeks. The main aim is to reduce burnout and attract and retain talent. 

According to the survey conducted by the APA, 79% of workers who report having complete control over their work also report excellent mental health. One respondent said having control over their day-to-day activities, setting their own agenda, and having paid sick leave and time off for holidays helps them maintain their mental health and well-being. 

On the other hand, one respondent mentioned that having no control over their schedule, poor work-life balance and bad management negatively impacted their mental health.

Addressing Mental Health Issues Among Employees

Early intervention is crucial for positive mental health outcomes for employees and employers. WHO estimates that employers receive a return of $4 in improved health and productivity for every dollar spent on treating common mental health issues.

Early Intervention and Supportive Measures

Supervisors and HR managers play an important role in identifying mental health issues and ensuring successful outcomes. For example, if an employee shows signs of mental illness, managers should express empathy and inquire whether the employee needs any assistance. 

This assistance could involve:

• Reducing their workload.
• Prioritizing tasks.
• Managing deadlines.
• Offering flexible work hours.
• Ensuring workers have access to available mental health resources.
• Informing employees about their Family Medical Leave Act (FMLA) rights.

Navigating Conversations About Mental Health

Discussing mental health can be a difficult topic to approach. Employers must respect the privacy and willingness of the employee to discuss their condition. In case an employee is hesitant, managers can suggest options such as Employee Assistance Programs (EAPs) or counseling services. 

When having a conversation about mental health at work, managers should: 

• Show compassion and understanding towards the employee.
• Provide their undivided attention while dedicating enough time to the conversation. 
• Steer the conversation by asking open-ended questions, such as “How are you feeling?” and “How can I help?” 
• Reiterate what the employee has shared and ask questions to clarify any confusion.
• Offer help and resources to the employee.
• Schedule follow-up conversations and regular check-ins.

Leveraging Technology and Professional Support

Digital technology has the potential to positively impact mental health programs in the workplace. 

There are several tools and applications available to promote mental well-being and resilience among employees. These include self-assessment tools, such as mobile apps, that allow employees to evaluate their mental health and access personalized support like exercises and therapy. 

Many employers use apps and wearable devices that can anonymously track employee moods, emotions, activities, and heart rate – across the workforce. Employers can use the data to identify patterns and trends in stress levels, which can then be used to intervene and provide support during busy periods or as needed.

Employers can also provide access to or subsidize well-being apps that help workers reduce stress, increase mental awareness, and provide coping strategies. 

Lastly, on-demand EAPs offer app-based and virtual mental health coaching, therapy, and clinical services, providing employees with immediate support as needed.

Mental Health at Work – A Shared Responsibility

Promoting mental health in the workplace can have a significant impact on the quality of life at work. When employers and employees prioritize mental health awareness and education, they can increase productivity, reduce absenteeism, lower healthcare costs, and ensure happier and healthier workers.

At Acuity, we offer a range of mental health case management and behavioral health services. These include mental health screening, advocacy, education, non-medical counseling, treatment plans, fit-for-work and return-to-work evaluations, assistance with workers’ compensation, and more. We follow all the necessary regulatory standards, including OSHA and HIPAA, to ensure that our services are safe and effective.

Learn more about our comprehensive care services or contact us today.

FAQs

Fireworks are a traditional part of American celebrations, including July 4th, concerts, and sporting events. These dazzling displays light up the sky and unite people in joyous gatherings.

But for America’s veterans, fireworks can be a traumatic experience. The loud noise, explosions, crowds, and even the smell of fireworks can evoke memories of combat and trigger post-traumatic stress disorder (PTSD) symptoms, including anxiety, stress, and nightmares.

Understanding the link between fireworks and PTSD is crucial to helping veterans participate in and enjoy celebrations with fireworks.

In this blog, we explore PTSD and its triggers, its impact on veterans, coping strategies, and how families and friends can help someone with PTSD during fireworks displays.

Understanding PTSD and its Triggers

PTSD is a mental health problem experienced by people after a life-threatening or traumatic event. For veterans who have served in the military, these events can include deployment in a war zone, exposure to the horrors of combat, training accidents, and other experiences.

PTSD is a normal stress reaction to these types of events. According to the National Center for PTSD, seven out of every 100 veterans will have PTSD.

PTSD symptoms are both emotional and physical. Veterans may relive an event through nightmares and flashbacks. Other symptoms include jitteriness, difficulty sleeping, being easily startled by noise, or unhealthy behaviors such as excessive drinking, drug abuse, smoking, or aggression.

Specific triggers and cues, such as fireworks, can serve as trauma reminders. Veterans with PTSD may avoid activities that remind them of an event, including July 4th celebrations, or they may experience negative thoughts before such an event.

Writing in the Federal Practitioner, Cynthia Geppert, who began her psychiatric residence at the U.S. Department of Veterans Affairs (VA), explained the visceral reaction many veterans with PTSD have to fireworks. Regarding July 4th: “The instinct of many veterans is to avoid the holiday altogether: Many patients I knew sought refuge in remote mountain campsites often to find that even there they were not safe from revelers.”

The Impact of Fireworks on Veterans with PTSD

Combat veterans are adept at identifying potential threats in their environment, so the sensory experiences associated with fireworks can provoke a sense of danger, triggering emotional or physical responses.

For example, fireworks events are typically characterized by loud noises, bright lights, and smoky air, often accompanied by loud music and large crowds. For veterans with PTSD, these sights, sounds, and smells can trigger memories of combat exposure, gunfire, and explosions, leading to the resurgence of trauma-related emotions and physical symptoms.

Recognizing Symptoms of PTSD Triggered by Fireworks

There are four types of PTSD symptoms that veterans triggered by fireworks may experience. These include:

1. Re-experiencing symptoms: Memories of an event or reliving an event through nightmares, flashbacks, or feeling that the event is happening again can happen anytime and feel very real and scary.
2. Avoidance: A common symptom is to avoid any situation or activity that may remind a veteran of a traumatic event. For example, a veteran may avoid July 4^th fireworks displays or even watching displays on television. A veteran with PTSD may also use alcohol or drugs to avoid thoughts or memories triggered by fireworks. 
3. Negative thoughts: PTSD can lead to new negative thoughts following a traumatic event. Veterans may feel numb, have difficulty enjoying gatherings or large crowds, and feel threatened or in danger.
4. Hyperarousal: PTSD hyperarousal is a medical condition in which an individual may become highly alert after being reminded of a traumatic event. For instance, fireworks might trigger memories of combat, causing the body to react with increased anxiety, hypervigilance, a heightened startle reaction, and more.

A veteran must exhibit all four symptoms to be diagnosed with PTSD.

Physical Reactions

Physical symptoms of PTSD can include:

• Racing heart 
• Sweating
• Shaking
• Headache
• Physical signs of stress
• Aggressive behavior 
• Risky behavior
• Struggling to fall and stay asleep

Emotional Reactions

Emotional reactions to PTSD can include: 

• Anxiety
• Fear
• Flashbacks
• Avoiding thoughts or feelings related to the traumatic event
• Difficulty concentrating
• Irritability
• Negative thoughts and emotions
• Guilt, shame, or anger
• Loss of interest in activities
• Social isolation

Strategies for Veterans to Cope with Fireworks

Veterans can take steps to manage firework-related PTSD. The key is to learn how to prepare for and respond to potential triggers rather than reacting to them. Support from family and friends can also reduce PTSD symptoms and help veterans understand that, although fireworks may remind them of a past traumatic event, they are not a threat in the context of celebrations like Independence Day.

Preparation and Planning

Instead of avoiding fireworks events, veterans with PTSD can prepare for them by planning ahead. It’s helpful to gather information about the event beforehand, such as the start time of the fireworks and the availability of a safe place nearby. Noise-canceling headphones can also help reduce the impact of loud sounds, such as explosions. 

Other mitigation actions include scheduling enjoyable and distracting activities around the event and sharing PTSD and fireworks concerns with others.

Grounding Techniques

In the event of unexpected fireworks or sudden PTSD symptoms, veterans can use grounding techniques to manage their PTSD. Engaging in deep breathing and mindfulness exercises can help reduce anxiety levels during these events and enable veterans to stay grounded in the present moment without constantly being on high alert for potential threats.

Seeking Support

Sharing concerns with friends and family can help veterans plan and manage firework-related PTSD. There are also several resources available from the VA that can help, including the PTSD Mobile Coach. The app teaches veterans how to deal with trauma and triggers. It can be referred to when facing stress-related events, like fireworks. It also provides direct links to support and help. 

How Friends and Families Can Help

Veterans with PTSD must have the support of their families and friends. When they encounter triggering events, loved ones can provide words of encouragement, reassure them that they are safe in their current environment (whether it’s a party, concert, etc.), and engage in calming activities such as shared breathing techniques and mindfulness.

Supporting Veterans During Fireworks Celebrations

Here are some tips to help families and friends support veterans during fireworks celebrations: 

• Understand potential triggers for veterans during fireworks displays. It’s important to understand that loud noises and bright flashes can evoke traumatic memories for veterans who have experienced combat. 
• Communicate with the veteran in advance to discuss their comfort level with fireworks and make a plan together. Families or friends can offer to attend fireworks displays with them or help them find alternative ways to celebrate if they prefer to avoid fireworks. 
• Create a safe space for the veteran during fireworks events. Options such as using noise-canceling headphones, finding a quieter location away from the fireworks, or staying indoors during the celebration can help veterans manage fireworks PTSD. 
• Be understanding and compassionate. When listening to a veteran’s concerns, it’s important to provide reassurance and avoid minimizing their feelings. Offering support without judgment can make a significant difference in their well-being.
• Encourage open dialogue and check in with the veteran.  It’s important to let veterans know that someone is there for them and that their well-being matters. Demonstrating empathy and understanding can make a big difference in supporting veterans during fireworks celebrations.

Communicating Effectively

When talking to veterans about their feelings and comfort levels regarding fireworks, it’s important to approach the conversation with sensitivity and empathy. This will help create a safe and supportive environment for veterans to share their concerns and preferences. Asking open-ended questions, actively listening to their responses, and showing understanding and respect for their experiences are all helpful practices.

Creating a Supportive Environment

It’s important for individuals or groups who are hosting a fireworks event to offer support to veterans. 

Local VA medical centers are a useful resource. They often issue announcements with useful tips that educate citizens on the PTSD-inducing impact of fireworks. They also offer resources for veterans to help them navigate these traumatic events.

Hosting PTSD-Friendly Events

Below are some ways to create a calm and safe environment during fireworks events, large or small.

• Provide designated quiet areas: Quiet zones away from fireworks should be provided for individuals who may be triggered by loud noises, sights, and smells. 
• Offer ear protection: Earplugs or noise-canceling headphones can reduce sensitivity to noise.
• Communicate in advance: To help attendees prepare accordingly, event planners should announce firework schedules and potential noise levels in advance.
• Provide support personnel: For large, organized events, trained staff and volunteers can assist individuals who may need support or assistance.
• Consider alternative displays: Sparklers, silent fireworks, or laser light shows are a safe and considerate alternative to traditional fireworks.

Alternatives to Fireworks

Using quieter alternatives like laser light shows or silent fireworks can mitigate triggers and provide a more inclusive environment for veterans with PTSD. Drone displays, lantern parades, confetti cannons, and LED light installations can also create visually compelling alternatives to fireworks. 

Other options include community gatherings centered around a fire pit or bonfire. 

A firework-less July 4^th is also increasingly viewed as a greener, safer alternative to fireworks. 

Notifying Attendees

Event organizers should ensure that all attendees are informed in advance about the presence and timing of any fireworks display. This will allow veterans and anyone else who may be sensitive to loud noises to make necessary preparations.

Resources and Further Support

There are many resources available for veterans to help prepare for potentially triggering events like firework displays, manage symptoms of PTSD, and access mental health treatment. These include:

• National Center for PTSD: Operated by the VA, the center provides tools and resources for veterans and their families and friends, including self-help and coping mechanisms and treatment options. The PTSD Mobile Coach is also available from the center.
• Veterans Crisis Line: This line is available to veterans and their loved ones, regardless of whether they are enrolled in VA benefits or healthcare. It offers 24/7 phone, chat, or text support from a caring, qualified professional and is free and confidential.
• Local VA Locations: VA health centers are located across the country and provide vital access to PTSD, mental health care, and other VA health services.
• Wounded Warrior Project (WWP): WWP provides access to veteran PTSD treatment support resources, including finding the right care, helping a loved one, and treatment options (such as workshops, counseling, and clinical mental health care). 

FAQs

Conclusion: PTSD and Fireworks

America’s birthday is important to every citizen. However, for many, these celebrations can give rise to debilitating trauma and PTSD. Through awareness and supportive actions, veterans, their families and friends, and community event planners can ensure that our nation’s warriors can manage and mitigate triggers during fireworks events and overcome the distress of PTSD and fireworks.

At Acuity, we offer a range of mental health case management and behavioral health services to help veterans with PTSD receive the right diagnosis, care, and treatment. Our services include mental health screening, advocacy, education, non-medical counseling, treatment plans, fit-for-work and return-to-work evaluations, assistance with workers’ compensation, and more. We follow all the necessary regulatory standards, including OSHA and HIPAA, to ensure that our services are safe and effective.

Learn more about our comprehensive care services or contact us today.

Health promotion in the workplace is vital to improving employee health, reducing absenteeism, and realizing greater productivity. 

Workplace health programs bring together employers and employees to encourage healthy behaviors and reduce stress levels in the workplace, ultimately improving the overall health and well-being of workers.

These programs are proven to have tangible benefits. The National Institutes of Health (NIH) cites reduced absenteeism, more engaged employees, higher productivity, and increased employee morale. In addition, companies with employee health programs have a 25% decrease in employee turnover.

In this blog, we explore the basics of health promotion in the workplace, the impact of these programs, the role of employers, and strategies for implementing health promotion programs.

Understanding the Basics of Health Promotion

Workplace health promotion is key to creating a healthy, safe, and productive workplace. The average American worker spends one-third of their life at work. And while employers are required by law to provide a workplace that is safe and free of hazards, it’s also critical that they foster a healthy work environment.

Employee health programs can prevent disease, improve workers’ lifestyles, and create a supportive environment for health. A healthy workforce also reduces the cost of healthcare insurance premiums and workers’ compensation claims. 

To understand the benefits of health promotion in the workplace, consider the cost of poor worker health. A study by Gallup found that 75% of medical costs are due to preventable conditions and $322 billion of turnover and lost productivity is attributed to employee burnout – both of which can be lessened through a workplace that prioritizes employee health.

The Role of Employers in Health Promotion

Given the benefits of worker health programs, it’s vital that employers initiate and support health promotion activities. 

Policies and practices that can foster a health-promoting workplace include offering health screenings and associated insurance coverage, wellness programs and resources, access to local fitness classes, smoking cessation programs, healthy food choices in cafeterias, and encouraging physical activity. 

Key Components of Effective Health Promotion Programs

Successful health promotion programs require several essential elements that work together to create a comprehensive approach. These include:

• Employee engagement: Encouraging employees to participate in wellness initiatives and providing them with the necessary support to achieve their health goals is crucial for promoting a healthy workplace culture and improving employee engagement.
• Tailored interventions: Health interventions should be designed to meet the unique needs of each organization and its employees. These targeted initiatives can help employees adopt healthy behaviors and lifestyle changes that can improve their overall well-being.
• Continuous evaluation: This involves regularly monitoring the effectiveness of interventions and making necessary adjustments to keep the program impactful and relevant. Evaluation also helps to identify areas of improvement and provides insights on how to make the program even more effective.

Strategies for Implementing Health Promotion Programs

Below is a step-by-step approach to developing and launching a health promotion program. 

Step 1: Assess employee needs: To ensure engagement, workplace health programs must be tailored to the employee population, work environment, employee needs, and health goals.  A workplace health assessment or employee survey can help capture the factors that impact employee health and help prioritize health promotion programs that engage employees. Involving workers from the beginning will also reinforce a sense of shared responsibility and commitment to the program.

Step 2: Set realistic goals: For a workplace health promotion program to be successful, it should be carefully planned and designed according to the needs of the employee population. Instead of introducing numerous health strategies at once, it is more practical to focus on one or two programs initially. This approach allows employers to establish clear objectives – such as reducing absenteeism by 25% or increasing employee participation in medical screenings by 75% – and to build on early successes.

Step 3: Choose appropriate medical interventions: Interventions should address risk factors and health conditions and be based on scientific evidence and best practices (this useful report from the CDC outlines opportunities and evidence-based strategies for employers). Interventions can include workplace exercises, improved ergonomics, health checks and counseling, information and workshops about health management, healthy eating programs, on-site vaccination programs, chronic disease self-management tools, and more. To ensure health equity in the workplace, employers must ensure that interventions are available to all employees, no matter when or where they work. 

Step 3: Measure outcomes: To maximize the effectiveness of workplace health promotion programs, it is essential to evaluate employee participation and utilization, identify any shortcomings in existing programs, and assess the accessibility and effectiveness of available health resources and initiatives. Additionally, employers should measure the return on investment of health programs, including decreased absenteeism, healthcare expenses and workers’ compensation claims. This CDC Workplace Health Program Development Checklist can help with this process.

Examples of Workplace Health Promotion Activities

Numerous health promotion activities can be introduced in the workplace, including:

• Fitness challenges.
• Health education workshops.
• Mental health support.
• Stress management.
• Health screening awareness (including cancer, diabetes, alcohol and substance abuse, cholesterol, and more).
• Smoking cessation programs.
• Health eating programs or nutrition workshops.
• Discounted gym memberships. 
• Employee health and wellness tracking apps.
• Workplace exercises and office workouts.
• Cycling or walk-to-work schemes.
• Field day events.
• Leadership modeling of healthy behaviors.

Such activities can have a major impact on employee health and organizational efficiencies.

Consider these real-life success stories from the CDC:

Hussey Seating: Manufacturer Hussey Seating has implemented a workplace health program to support their mostly middle-aged workforce with physically demanding jobs. The program is specifically aimed at reducing the risk of heart disease and stroke. Wellness activities include health assessment and coaching, physical activity classes, lunch and learns, an onsite fitness room, an outdoor basketball hoop, walking routes, and more. 

The program is proud to report high levels of employee engagement, with 90% of the company’s workforce enrolled in the medical plan participating in the health promotion program. Furthermore, results from ongoing medical screenings indicate that Hussey Seating employees have a lower risk of heart disease and stroke compared to the national average. Read more.

Nabholz Construction:  To increase participation in its health promotion program, Arkansas-based Nabholz Construction adopted an individualized approach to lifestyle changes. The program brings healthcare into the workplace with onsite wellness screenings, a medical clinic, and a dedicated medical team. Screening is provided twice a year for employees and their spouses. 

Since its launch, almost all employees have participated in the program and Nabholz’s health insurance premiums have remained below the national average. The company also received numerous awards, including ranking among the Healthiest 100 Employers in America. Read more.

Overcoming Challenges in Health Promotion

Let’s look at some of the common challenges to implementing health promotion programs and strategies for overcoming them:

• Budget: One of the biggest challenges faced by companies is a lack of budget. Management may struggle to allocate resources or find the funds to hire professionals to implement workplace health and wellness programs.

Tip: Many workplace health programs, including exercise programs, lunch and learns, and educational programs, can be implemented at zero or minimal cost. Local health organizations or non-governmental organizations may also offer health promotion services, subject matter experts, or speakers at reduced rates or free of charge. The CDC also provides various resources and tools to help employers develop workplace health promotion programs.

• Lack of employee participation: This can result from various factors, such as lack of interest, awareness, or incentives. 

Tip: Employers who want to encourage their employees to participate in a program should make sure that the communication about the program is clear and transparent. This communication should be delivered through various channels such as all-hands meetings, newsletters, social media, print media, and posters. Additionally, offering flexible work arrangements can help increase participation as it allows employees to integrate program activities into their daily routines.

• Resistance to change: This often occurs when management fails to communicate the program’s benefits to the employees. 

Tip: When promoting a workplace health program, it is crucial to explain its advantages and secure management buy-in. This can involve demonstrating how the program aligns with the company’s goals and values, highlighting the positive outcomes employees can expect, and addressing any concerns or objections they may have. Employers can also motivate employees to participate by involving them in the planning process, offering incentives and rewards for participation, and tailoring programs to individuals.

The Impact of Health Promotion on Workplace Well-Being

Implementing health promotion programs at work, such as onsite physical exams and medical screening, can help awareness among both employees and employers regarding existing and potential health issues. With this knowledge, workers can make informed decisions about their health, while management can take appropriate interventions to support their employees’ well-being.

Healthy employees also mean reduced absenteeism. An NIH study found that workplace health interventions reduce the cumulative duration of sickness absence. 

Beyond physical health, health promotion in the workplace can also improve employee mental and emotional well-being, boost morale, and foster a stronger sense of community at work. Furthermore, creating a culture of health at work can help attract and retain high-quality talent. 

Future Directions in Workplace Health Promotion

Several emerging trends and innovations are rapidly changing how employers incorporate health promotion in the workplace:

• Digital wellness platforms, such as self-assessment tools, wearable devices, well-being apps, and on-demand Employee Assistance Programs (EAPs), can help promote health, well-being, and resilience among employees.
• Personalized health interventions are also becoming a popular and successful trend. The one-size-fits-all approach to workplace health is being replaced with a more tailored approach, which has been shown to be more effective in improving lifestyle behaviors and health outcomes. These interventions can be informed by regular workplace physicals, as well as mobile health monitoring apps and technologies.
• Mental health support is also increasingly prominent in workplace health and wellness programs. A survey by the American Psychological Association (APA) found that 92% of workers said it is important to them to work for an organization that values their emotional and psychological well-being and provides support for employees’ mental health. To learn more, read How to Promote Mental Health at Work: A Definitive Guide.

A Healthier Future Starts in the Workplace

When employers prioritize health in the workplace and make it an integral part of their organizational culture, they can improve employee well-being, increase worker morale and productivity, reduce absenteeism, lower healthcare costs, and ensure happier and healthier workers. 

At Acuity, we offer a range of employee health programs designed to help you implement a workplace health model. Tailored to the unique needs and risks of your organization and employee population, our services include:

• Wellness and prevention programs
• Workplace physical exams and medical screening
• Mobile and onsite health events
• Mental health case management and behavioral health services (covering mental health screening, advocacy, education, non-medical counseling, treatment plans, etc.)
• And more. 

We follow all the necessary regulatory standards, including OSHA and HIPAA, to ensure that our services are safe and effective.

Learn more about our comprehensive occupational health services or contact us today.

Ensuring workplace safety is of paramount importance for all employers. The Occupational Safety and Health Administration (OSHA) mandates protection for every worker in the United States, a requirement that employees also expect.

Indeed, a survey found that 75% of employees say they are more likely to stay with a company that prioritizes their physical safety. Yet, one in two workers face a safety hazard on the job at least one or two times per week.

In this blog, we explore safety tips for work that any employer can implement, the role of management in delivering a safety message and ensuring worker safety, the legal aspects of workplace safety, and technological innovations in promoting safety. 

Understanding Workplace Safety

Whether employees work at a desk, on a construction site, or in a healthcare environment, there are hazards associated with the workplace. 

When a business ensures a hazard-free environment, they safeguard not only themselves but also their employees and customers, while also adhering to occupational health and safety laws. 

However, workplace safety goes beyond mere legal compliance; it fosters employee well-being and organizational prosperity. According to OSHA, businesses spend a staggering $170 billion annually on costs associated with workplace safety incidents. 

These injuries and costs can be substantially reduced through workplace safety programs. Safe environments minimize lost work hours due to injuries and absenteeism, and safe employees are more productive and engaged. In fact, OSHA claims that these programs lower injury incidences between 9% and 60% and reduce injury and illness costs by up to 40%.

Essential Workplace Safety Tips

Workplace safety is not a one-time exercise. The safest work environments continually practice safety awareness and education, inspect and maintain a safe workplace, ensure the correct use of personal protective equipment (PPE), and implement emergency procedures.

Let’s explore four essential workplace safety tips.

Preparation and Awareness

Educating employees on safety protocols is critical to building and promoting a culture of workplace safety.

Conducting regular safety meetings and drills can help employees understand potential hazards in the workplace and how to respond to a workplace accident. Rather than having employees sit through meetings or presentations, drills should be used to give employees a greater understanding of how they can fulfil their roles in any health and safety program.   

But safety in the workplace doesn’t end there. Employers should encourage and empower employees to practice situational awareness, identify potential safety hazards, and take appropriate action. For instance, if an employee spots anything unsafe in their work area, they must report it to management or a health and safety officer. 

Check out these workplace safety education and awareness tips from OSHA.

Environment Inspection and Maintenance

A primary contributor to workplace incidents and injuries is a failure to identify potential hazards. 

To remediate this failing, employers should conduct initial and regular equipment inspections to identify new or recurring hazards, their severity, and the likelihood of those hazards causing incidents or injury. Hazards could be associated with everyday situations – such as an unclean environment – or emergency or disaster situations. 

A workplace risk assessment template or questionnaire can help with this exercise.

Some hazards, such as tripping or poor housekeeping hazards (spills or clutter blocking fire exits), can be addressed as soon as they are found. Others may require investigation, recording, and reporting.

Examples of common hazards and how to mitigate them include:

• Operating heavy machinery: Measures such as machine guarding, noise and hearing protection, respiratory protection, and slip and fall prevention can help reduce risks.
• Harmful chemicals and materials: PPE equipment, such as respirators and masks should be worn.
• Working at height: Hard hats and safety gear can help reduce risk.
• Trips and falls: To prevent falls, slips, and trips, remove any clutter or unnecessary items in the workplace. Ensure employees keep their workspaces clean and sanitized.

Other risks include:

• Electrical
• Fire hazards
• Chemicals
• Indoor air pollution
• Exposure to biohazards
• Heavy lifting
• Ergonomic injuries

Use of Protective Gear

Workers who are exposed to hazardous materials or environments must wear protective equipment, such as goggles, respiratory protection, or a hard hat.

If a worker uses protective gear, employers must confirm that PPE use policies are being followed and the equipment is properly maintained.

For example, if an employee wears a respirator, OSHA requires them to undergo a medical evaluation to identify any underlying medical conditions that could put them at risk. Even if worn voluntarily, workers must still be evaluated and fit tested by a physician or licensed medical examiner. 

Emergency Procedures

Emergency procedures ensure that everyone understands what actions must be taken during workplace emergencies and minimize confusion and injury. 

OSHA requires that emergency action plans, at a minimum, include:

• Procedures for reporting a fire or other emergency.
• Procedures for emergency evacuation, including the type of evacuation and exit route assignments.
• Procedures for employees who remain to operate critical plant operations before they evacuate.
• Procedures for accounting for all employees after evacuation.
• Procedures to be followed by employees performing rescue or medical duties.
• The name or job title of every employee who may be contacted by employees who need more information about the plan or an explanation of their duties under the plan.

But don’t stop there. Emergency action plans should also include:

• Awareness of medical kit locations.
• Training designated individuals to oversee or manage emergency evacuations and first aid procedures.
• Knowing when to shelter in place (if it’s safer to remain in the workplace than exit the building).
• How to promptly report emergencies.

Seeking assistance from members of the local fire department to conduct a walkthrough of the workplace can be beneficial. This allows them to familiarize themselves with the layout and identify any potential hazards that could hinder their response to an emergency.

Implementing Safety Protocols

Below are a few things employers can do to develop a comprehensive safety program. 

1. Assess workplace risk

Assessing risk is a critical element of a workplace safety program. To identify and assess hazards, employers and employees must:

• Gather and assess information about hazards that are already in the workplace or could potentially appear there.
• Regularly inspect the workplace to find any new or recurring hazards.
• Investigate any injuries, illnesses, accidents, or close calls to understand what hazards are involved, what caused them, and where safety procedures might be lacking.
• Identify potential hazards that might impact remote or lone workers.
• Group together similar incidents and look for patterns in the injuries, illnesses, and hazards reported.
• Think about the dangers that might arise during emergencies or unusual situations.
• Figure out how likely and severe incidents might be for each identified hazard and use that knowledge to decide which problems need to be addressed first.

Check out our tips for conducting a workplace risk assessment.

2. Set safety objectives

Once a risk assessment is complete, companies must establish SMART (Smart, Measurable, Achievable, Relevant, and Time-Bound) goals for eliminating or mitigating safety hazards. These goals can be prioritized according to the severity and risk of each hazard and should be clear and actionable. Sample objectives might include:

“All employees must take a first aid training course by March 31^st.  Employees should register online by March 15^th.”

Or

“All employees who may come into contact with chemicals or hazardous substances must be fitted with a respirator and pass a respirator fit exam by January 31^st. Exams will be scheduled onsite between January 10^th and 20^th.”

3. Employee training

Occupational safety rules and regulations require employers to train workers who face hazards on the job. Training can cover topics such as identifying and reporting workplace hazards, how to respond in an emergency, ways to minimize ergonomic injury, and so on.

To maximize employee engagement, it’s advantageous to prioritize activity-based hands-on exercises, role-play, and peer-to-peer instruction over presentations. Implementing workplace safety training as a recurring, quarterly activity further reinforces this engagement.

Explore the resources offered by OSHA and the National Safety Council (NSC). Both provide tools, outreach, and education to help employers comply with workplace safety obligations.

Role of Management in Ensuring Safety

Business leaders and managers are pivotal in establishing an efficient workplace safety program and nurturing a culture centered on safety. Their commitment involves setting goals, providing necessary tools and resources, communicating their dedication to health and safety, and leading by example through their actions. Additionally, they must also establish policies for reporting safety concerns and detail how management will address them. 

Here are some recommended steps for designing an efficient workplace safety program:

• Identify hazards in the workplace.
• Develop an accident prevention plan to reduce risks.
• Educate employees and encourage their active participation in safety procedures.
• Maintain appropriate records and generate reports when incidents occur.
• Regularly review and reassess the safety program to pinpoint areas for improvement.

Technological Advances in Workplace Safety

Modern tools and innovations, such as wearable technology and safety management software, play a crucial role in enhancing workplace safety. 

For example, wearable sensors can detect when a worker gets too close to dangerous machinery and alert the operator and worker of the risk. Wearables can also alert first responders when a worker falls or slips. 

Wearable sensors can even monitor employee behavior, such as poor posture, heavy lifting, and other risky activities that may result in injury. Information is captured and reported using a workforce management dashboard where supervisors can track team safety and manage and mitigate environments or behaviors that expose workers to risks.

Legal Aspects of Workplace Safety

In 1970, the United States Congress enacted the Occupational Safety and Health Act (OSHA). This legislation mandates that employers uphold stringent safety standards to safeguard their employees. Specifically, employers must:

Provide a workplace free from recognized hazards that could cause death or physical harm.

• Adhere to all OSHA standards.
• Train employees on workplace hazards and appropriate safety protocols.
• Maintain accurate safety records and furnish them to federal officials upon request.

Additionally, employers are obligated to:

• Ensure equipment is properly maintained and operational.
• Promptly communicate potential hazards or safety concerns to all employees.
• Supply and mandate the use of protective equipment.
• Maintain thorough records of all workplace accidents.

Conducting workplace risk assessments can assist organizations in adhering to OSHA’s guidelines and compliance requirements. These assessments enable employers to ensure legal compliance and avert potential legal issues, all while fostering a safe working environment.

Conclusion: Emphasizing the Importance of Workplace Safety Tips

Ensuring a safe workplace is not only a moral responsibility, but also a sound business decision. By implementing practical workplace safety tips, organizations can take proactive steps to prevent illness and injuries while increasing productivity and minimizing business losses. 

Workplace safety can be achieved via education and training, leadership commitment, clear policies, and procedures, and fostering a safety culture.

It’s never too late to implement safety tips at work.Learn how Acuity’s occupational health and workplace safety services can help you maintain a healthy, safe, and productive workforce, employing the best workplace safety examples.

Many employers worry about how to attract and retain Gen Z and Millennials, but what about the older workforce?

According to a study by Bain & Company, by 2030 around 150 million jobs will shift to workers over 55, accounting for a quarter of the workforce. Moreover, Pew Research reports that the number of older workers has nearly quadrupled since the mid-1980s.

With fewer young people entering the workforce, an aging population, and the age of retirement trending up (41% of Americans now expect to work beyond 65), employers and HR departments must prepare for the expected impacts.

In this blog, we explore the challenges posed by an aging workforce, best practices for integrating older workers, and more.

The Economic and Social Drivers

The employment rate among older workers has gradually increased since the mid-1990s. Presently, nearly 20% of adults aged 65 and above are employed. Furthermore, the number of workers aged 75 and above has increased more than four times since 1964, making them the fastest-growing age group in the workforce.

Factors that have contributed to this aging workforce include:

• Higher education levels:  According to U.S. Bureau of Labor statistics, older Americans today have higher levels of education, which increases their likelihood of finding employment compared to previous years.
• Healthier populations: Older individuals have improved health and lower disability rates than before, enabling more of them to continue working. In addition, working later in life can have positive effects on health and well-being.
• Lower fertility rates: Declining fertility rates have resulted in a labor supply shortage. According to a 2022 U.S. Census study, fertility rates for women between 20 and 24 have decreased by 42% since 1990. This decrease in birth rates has caused a decline in the number of younger individuals entering the workforce. In 2023, only 55% of individuals aged between 16 and 24 were employed, compared to 77.5% in 1989. As a result, there are now more opportunities for older individuals to remain active in the labor market.
• Changing nature of work: In the past, older workers had limited job opportunities due to physical limitations. However, with the advancement of technology and changes in the economy, there are now opportunities that favor cognitive and analytical skills rather than manual labor. As per the National Institutes of Health (NIH), this shift has enabled more Americans to continue working despite age-related health limitations. 
• Retirement age is ticking up: In 1983, the government increased the full retirement age, delaying the collection of Social Security benefits until the age of 67 for those born in 1960. This legislation had a significant financial impact on many Americans, spurring many individuals to remain in the workplace longer.
• Retirement plans have evolved: The transition from traditional pension plans that encourage individuals to retire at the age of 65 to the present 401(k) plans that benefit higher-income workers has resulted in Americans working for longer periods. According to statistics, only 10% of individuals between the ages of 62 and 70 are financially secure and retired. Most of them continue to work either because they enjoy their jobs or because they cannot afford to retire.

Challenges Posed by an Aging Workforce

An aging workforce presents a wide variety of challenges for employers and HR leaders:

• Physical challenges: Older workers in physically demanding jobs may face health and safety challenges. According to the Economic Policy Institute, 50% of older workers have physically demanding jobs, and 54% are exposed to unhealthy or hazardous conditions. These age-related risks can also have business impacts, including lost productivity, increased workers’ compensation claims, and absenteeism.
• Negative stereotypes: Hiring managers and colleagues may perceive older workers as old-fashioned, less flexible, unhealthy, slow, unproductive, and resistant to change. Studies prove these stereotypes can negatively impact older workers’ identification with the company, feelings of belonging, self-esteem, access to developmental opportunities, and career satisfaction.
• Higher absenteeism: Surprisingly, working Americans aged 55 years and older are much less likely than younger workers to be seriously injured enough to lose work time. But when they are injured, older workers typically require two weeks to recover before returning to work, twice the recuperation time younger workers need. 
• Retirement risk: As the workforce ages, a time will come when older employees want to retire, leading to talent gaps that employers must fill. However, asking employees to delay retirement may not be practical. In such cases, employers should consider developing strategies to retain their top talent, regardless of their age. To support older workers, companies can offer flexible hours, hire retired workers as independent contractors, or provide phased retirement programs that allow older employees to transition from full-time to part-time jobs.
• Knowledge loss: Aging workers have acquired decades of skills and experience. Even if they delay their retirement, employers must prepare for the inevitable and implement succession plans, such as mentor-protégé programs where older workers train younger ones. These programs can not only help transfer knowledge to the younger workers but also provide an opportunity for them to learn from the experience of their seasoned counterparts.

Best Practices for Integrating Older Workers

Many employers implement practices to integrate and support the aging workforce effectively and ensure they remain valuable assets to the organization, but much work remains. A survey by AARP (cited by Bain here)  found that fewer than 4% of employers have committed to programs that support a multi-generational workforce, and only 27% said they are “very likely” to explore them.

Below are some best practices for integrating older employees that can help close this gap and create high-quality jobs for an aging workforce.

Developing Age-Friendly Work Environments

A workplace that accommodates the needs of older employees is crucial for driving employee engagement and improving self-esteem, ensuring a healthy and safe workplace, boosting productivity, and ensuring business success.

One of the most important priorities for employers is to provide flexible working conditions for older employees. According to AARP, flexibility in terms of working hours, location, and job-protected time off is highly valued by older workers and is a significant factor in their job satisfaction. Flexible working conditions can encourage older employees to stay in the workforce longer and assist those with health conditions. 

Other accommodations for older workers include ensuring an ergonomic workplace. An ergonomic workplace can reduce employee injuries, minimize absenteeism, limit worker’s compensation claims, and ensure a productive workforce. Check out these workplace ergonomics best practices from the Occupational Safety and Health Administration (OSHA).

Functional Capacity Wellness Programs

A functional capacity wellness program can help evaluate and ensure workers are physically fit for their roles and are able to perform workplace tasks safely and without injury. Employers also benefit from a decrease in lost workdays and lower insurance costs.

Functional capacity wellness programs can comprise pre-employment, fit-for-duty, and return-to-work medical exams, medical surveillance, and wellness education and resources. In addition to assessing employees for medical conditions, these programs also assess physical capabilities, such as the ability to operate heavy machinery or lift heavy equipment. 

Retraining and Skill Development

Continuous education and retraining programs tailored to older workers, specifically those focused on technology and digital tools, can help empower older workers with vital skills and growth opportunities. Below are relevant training programs that can help older workers stay relevant in the job market and participate in ongoing learning opportunities.

Emphasizing Tech Skill Acquisition

According to Bain, 22% of workers aged 55 to 64 need more tech skills. Yet only half of older workers (55%) report completing job training of any type in the past five years. 

Reskilling and engaging older workers can ensure that companies have the necessary skills required to stay ahead of technological innovation. To achieve this, managers and supervisors should encourage participation in technology training across all age groups and not just focus on younger employees. 

Creating Lifelong Learning Opportunities

Older workers possess distinct learning styles and motivations that set them apart from younger generations. As the job-seeking population continues to diversify with age, HR leaders must implement a workforce development system that caters to their ongoing training and retraining needs. This system should focus on providing skills that align with the high-growth positions in the job market, while also addressing older workers’ desire for engaging work and competitive pay. 

To boost employee engagement, employers should evaluate the skills and experience of their older workers and create customized training programs to meet their specific requirements. Because experienced employees may not always find training exciting or necessary, offering incentives and rewards can be an effective way to motivate them. Furthermore, senior staff members can take charge of training sessions or mentor their younger colleagues, which can enhance teamwork and earn them the respect of their peers.

Policy and Organizational Changes for a Multigenerational Workforce

To create a more inclusive workplace that integrates older workers, it is important to implement policy and organizational changes that address their unique challenges. This can include initiatives such as flexible work arrangements, training and development programs that cater to older workers, and strategies to combat age discrimination. 

By taking these steps, organizations can effectively leverage the experience and expertise of older workers while also promoting diversity and inclusivity in the workplace. Consider the following:

Adjusting HR Policies

Implementing HR policies that cater to age diversity is crucial in creating a workplace that is inclusive to employees of all ages. 

To foster an inclusive environment for older workers, companies should develop and implement: 

• Practices that prevent age discrimination.
• Retirement options that are flexible and accommodating to employees at different stages of their careers.
• Health benefits that are tailored to the needs of older employees. 

Fostering an Inclusive Culture

A study conducted by AARP revealed that 71% of older workers report higher levels of job satisfaction when their workplace respects and appreciates diverse perspectives and opinions and fosters an environment conducive to growth and development for all.

Indeed, evolving workplace demographics offer businesses an opportunity to harness the benefits of a multigenerational workforce, leveraging the unique skills and experiences of employees across different age groups.

Effective strategies include mentorship programs and promoting roles that leverage the experience of seasoned workers. For example, they may be ideal candidates for leadership or advisory positions that require a high degree of specialized knowledge. 

Furthermore, employers should consider providing older employees with engaging and stimulating work. While good compensation is a key motivator for workers below the age of 60, older workers prioritize interesting work as the top attribute. To attract and retain older employees, it’s important for employers to understand the workplace characteristics that they seek and what motivates them.

By recognizing and capitalizing on the strengths of older workers, organizations can create a more diverse and inclusive workplace that benefits everyone involved.

Conclusion: Future Outlook and Strategic Recommendations

The role of older workers in the workplace will continue to grow over the next decade. According to projections from the U.S. Bureau of Labor, adults over 65 will represent more than 8% of the workforce, accounting for 57% of labor force growth. 

To remain competitive and inclusive, employers must adapt their business strategies to accommodate an aging workforce and leverage this demographic’s skills and experience. Best practices include flexible working conditions, workplace health and wellness programs, career development opportunities, and HR policies that support age diversity.

Whether achieved through wellness programs, workplace safety initiatives, or similar efforts, employers can create healthy, happy, and productive workplaces. Indeed, research from workhuman and Gallup reveals that employee health and wellness reduces employee burnout and turnover, fosters higher levels of belonging, and other benefits. 

A healthy employee base also saves money and opportunity costs. Gallup estimates that companies lose more than $300 million from employee turnover and burnout and $20 million for every 10,000 workers due to struggling or suffering employees.

These numbers make a good argument for workplace wellness programs, but as an employee you can do your part to keep yourself healthy, too—even if you work at a desk 40 hours a week. Performing a few simple workplace exercises or office workouts every day can make a big difference in your health and well-being. 

Let’s explore 13 easy desk workouts and office exercises you can do from the comfort of your office. 

Getting Started with Office Workouts

“I don’t have the time to work out” is a common refrain from many employees. The reality is that thanks in part to the proliferation of remote work, it’s become much easier for employees to find time to exercise, as they no longer have to worry about long commutes to and from an office.

Even if you work in a corporate office, you can make time for simple, fast, and effective exercises. All you need is a little bit of time management and a small amount of space in which to perform the following chair exercises, desk workouts, and other office exercises. 

Performing each of these a few times a week, for five to ten minutes at a time, can improve your strength, mood, flexibility, and attention span. When coupled with more rigorous exercises, you can easily achieve the U.S. Department of Health and Human Services’ recommended amount of 150 minutes of moderate exercise per week.

Chair or Desk-based Exercises

You do not have to engage in full-on sprints to get exercise at work. Simple chair or desk-based exercises—including chair squats, desk pushups, and seated leg raises—are effective for strengthening muscles and getting blood flowing.

Chair Squats

To perform a chair squat:

• Stand up from your chair with your hands clasped in front of you.
• Slowly lower your body down until your buttocks are touching the seat behind you.
• Immediately raise yourself back up into a standing position.
• Repeat 10 times.

Desk Pushups

To perform a desk pushup:

• Place both hands on the edge of your desk, shoulder-length apart. Make sure the desk is sturdy enough to support your body weight.
• Step back away from the desk.
• Slowly lean forward, with the desk supporting you, into a plank position. Keep your core tight.
• Push away from the desk until your arms are straight but not locked.
• Repeat 10 – 20 times.

Seated Leg Raises

To perform seated leg raises:

• Sit tall in your desk chair with your feet flat on the floor
• Lift one leg until it’s parallel with the floor and straight in front of you. Be sure to contract your upper thigh muscles as you raise your leg.
• Hold for one second, then slowly lower your leg back down.
• Repeat 10 times with each leg.

Standing Exercises

Leg muscles tend to atrophy when you sit at a desk most of the day. You can prevent this by performing wall sits, calf raises, and standing stretches—great workplace exercises that can help strengthen legs. 

Wall Sits

To perform a wall sit:

• Stand up against a wall.
• Slowly slide down the wall until your hips are level with your knees.
• Hold the position for 30 – 60 seconds.
• Slowly push yourself back up the wall.
• Repeat 10 – 15 times.

Calf Raises

To perform a calf raise:

• Stand up straight. Hold onto a desk or chair for balance if necessary.
• Rise up to your toes. Hold that pose for a second.
• Lower your toes back down to the floor.
• Repeat 10 times.

Standing Stretches

There are several standing stretches you can try, including standing quadriceps stretches, standing hamstring stretches, and standing overhead side reaches.

To perform a standing quadriceps stretch:

• In a standing position, place the tips of the fingers of one hand on your desk for support.
• Bend the opposite leg and grab your ankle with your other hand.
• Gently pull your heel toward your buttocks.
• Hold the pose for a moment, then lower your leg back down to the floor.
• Repeat 10 times. Then, switch sides and repeat 10 times with the other leg.

To perform a standing hamstring stretch:

• Place your leg on your chair, heel down.
• Lean forward and touch your toes with both hands.
• Hold this pose for 30 seconds. Then, switch legs.

To perform a standing overhead side reach:

• Stand up straight with feet shoulder-width apart.
• Place one hand at your side, touching your thigh.
• Raise your opposite hand above your head, point your fingers toward the sky, and slowly lean toward the other side in an arc motion.
• Keep leaning until you feel a slight tug in your torso.
• Hold the position for 10 seconds. 
• Return to your starting position and repeat on the other side.
• Continue alternating for 10 repetitions.

Workplace Workout Routines

One of the most common reasons people do not exercise is lack of time. But you don’t need a lot of time to get in an effective workplace exercise. Explore these five- and ten-minute office workouts to see how just a few minutes out of an eight-hour day can help keep you in shape and pain-free. 

5-minute Office Workouts

This 5-minute office workout does not require any exercise equipment and is easy to do, even in smaller confined spaces. 

Shoulder circles

• Stand up straight and extend both of your arms to your sides at shoulder height.
• Slowly rotate your arms forward in a circular motion. Complete 10 full circles.
• Then, rotate your arms backward in a circular motion. Complete 10 full circles.
• Let your arms full straight. 
• Repeat for three more repetitions.

Squats

• Stand up straight with your feet shoulder-width apart and your arms to the side.
• Slowly bend at the knees and hips so your body drops into a seated position. Keep your thighs parallel to the ground. Do not lean forward so you do not put too much weight on your knees.
• Return to your starting position. 
• Repeat 5-10 times.

Seated crunches

• Sit in your office chair. Hold the sides of the chair for support.
• Ease back into the chair and draw your legs up toward your chest while keeping your core tight.
• Extend your legs straight out in front of you.
• Repeat 10 times.

10-minute Office Workouts

For an even more complete workplace exercise routine, try incorporating the following ten-minute workout regimen into your day. This office workout incorporates all elements of the five-minute routine but includes four additional exercises—triceps dips, forward-facing and side lunges, and single-leg deadlifts.

Triceps dips

• Stand in front of your office chair. Make sure that it is stationary and cannot move.
• Place your palms on the seat of the chair with your fingers facing away from you. Keep your feet on the ground and your legs straight in front of you.
• Slowly lower your upper body until your arms are nearly parallel to the floor.
• Push yourself back up to the starting position.
• Repeat 10 times.

Forward-facing lunges

• Stand up straight and place your hands on your hips.
• Take one big step forward. Bend your front knee. Be sure to keep it in line with your toes. 
• Step back to the starting position.
• Repeat with the other knee.
• Perform 10 – 20 repetitions on both sides.

Side lunges

• Stand up straight with your feet shoulder-width apart. Clasp your hands in front of you, just below your chin. 
• Take one big step to the side and lower into a squat until your opposite thigh is nearly parallel to the floor.
• Return to the starting position.
• Repeat with the other side.
• Perform 10 – 20 repetitions on both sides.

Single leg deadlifts

• Stand up straight in the middle of your office. Make sure you have enough room on all sides.
• Balance on one leg while bending forward at the hip. Let your arms hang down while you reach toward the floor.
• Stop bending once your back is parallel to the ground.
• Return to the starting position.
• Repeat 5 times with each leg.

Incorporating Exercises into Your Work Routine

While workplace exercises do not require a lot of time, it can sometimes be difficult to incorporate them into your daily routine. Everyone gets busy, and it can be easy to forget to move and stretch when working head-down on a project or task.

To help incorporate office exercises into your daily workflow, consider adopting the following tactics:

Put exercise time on your calendar. Block out a few minutes on your calendar, at the same time or times every day, dedicated to performing the office exercises of your choice. Make it a point to do your workouts without interruption as much as possible.

Set a reminder. Set recurring reminders every hour to get up and move for at least a few minutes, even if it’s only for a simple stretch. Alternatively, if you have a smartwatch, use the device’s ability to prompt you to move every hour as an opportunity to get up from your desk and exercise.

Combine exercise with work tasks. There are many ways to exercise while working. For example, consider investing in a standing desk that you can move up and down as you desire, or an under the desk treadmill that allows you to keep moving as you type. Seek out no-cost exercise alternatives, such as going for a walk while on a conference call.

Whatever you choose, there are easy ways to move frequently throughout the day that will not compromise your ability to remain productive at work. 

Overcoming Common Challenges

At some point we have all come up with excuses as to why we do not exercise. Some of the most common include lack of time, space, or motivation.

The good news is that each of these can be easily overcome. Here are a few practical ways to incorporate exercise into your work life, even if you are pressed for time, have a small office space, or just are not feeling motivated on a particular day.

Focus on short and simple exercise intervals

Office exercise does not have to be an intense, heart-pounding, 30-minute gym workout. Even something as simple as a couple of minutes of stretching or strength exercises can be highly effective. Refer to the five- or ten-minute workout routines above to get an idea of how to incorporate short bursts of exercise into your busy workday. 

Perform exercises that work with the space you have.

Most office exercises do not need a lot of space. In fact, many workplace exercises, such as lunges, wall sits, and so forth, are perfect for any size space. With the exercises outlined above, you can even use some common office items, such as your desk or chair. 

Remind yourself how exercise makes you feel and its long-term benefits.

Somedays it can be difficult to motivate yourself to exercise. Perhaps you are tired or you have too much work to do. On days like these, it’s a good idea to remind yourself how exercise makes you feel. Research in the European Heart Journal shows that even small amounts of exercise every day can significantly lower your risk of heart disease, cancer, and early death. Small doses of energy can also help increase blood flow and improve mental well-being and productivity.

With these benefits in mind, you may find yourself more motivated to move—even when you are not feeling up to it.

Embracing a Healthier Today with Workplace Exercises

We all have busy work lives, and sometimes it’s hard to fit in a workout during the workweek. But getting a good amount of exercise does not necessarily mean setting aside an hour to go to the gym every day. Although more intensive workouts are certainly beneficial, even a few minutes of in-office exercises interspersed throughout the day can help you become more fit, mentally focused, and reduce your chances of heart disease and other worrisome illnesses. 

What’s more, embracing a healthier today through workplace exercises does not have to take a lot of time, space, or effort. With just a few minutes a day—and a little motivation—you can engage in short, simple, and effective workouts that can break up work monotony and help you live a longer, happier, and more productive life.

Want to learn more about how Acuity can help your company improve workplace health and well-being? Check out Acuity’s comprehensive workplace wellness and prevention programs, as well as our occupational health services. Then, contact Acuity to find out how we can help your organization create a safer and healthier environment for all employees.

Workplace Exercises: FAQs

Mental health is a critical component of overall health, encompassing our emotional, psychological, and social dimensions. It influences how we react to stress, behave, relate to others, perform at work, and life trajectory.

Why is mental health important? Because of the role it plays in our overall well-being throughout our lives – from childhood, through adolescence, and adulthood. 

Unfortunately, according to the World Health Organization (WHO), one in eight people globally live with mental health conditions. In the U.S., the numbers are higher. Data from Mental Health America suggests that nearly one in five Americans have a diagnosable mental health condition and 46% will meet the criteria for a diagnosis sometime in their life.

Many of these people are stigmatized or discriminated against, while others can’t get the care they need. 

Everyone has the right to a high standard of mental health, access to care, and inclusion in the community and the workplace.

In this blog, we explore the importance of mental health awareness and how it can be promoted through individual actions and workplace initiatives.

Understanding Mental Health

Mental health affects everyone. It is core to our well-being: our emotions, thoughts, feelings, problem-solving skills, coping skills, and outlook on life. Left untreated, mental health issues can lead to reduced quality of life, broken relationships, substance abuse, absenteeism, loss of employment, physical health problems, and suicide.

Importantly, mental health is different from mental illness, although the two are increasingly intertwined. Mental illness or a mental disorder is a condition or medical problem that impacts how the brain functions and interferes with everyday activities. Examples of mental illness include anxiety disorders and clinical depression, PTSD, schizophrenia, and mood disorders like bipolar disorder. Mental illness can be caused by child abuse, witnessing violence, trauma, ongoing medical conditions, alcohol or drugs, and biological factors.

Mental illness may be episodic or permanent and people with mental illness may enjoy periods of good mental health, especially if their condition is managed. 

Anyone can have mental health issues, but that doesn’t mean they have mental illness. Similarly, even individuals who don’t have mental illness can experience mental health issues – often caused by a major life event, stress, or burnout. 

Achieving and maintaining mental health isn’t a one-time process. It requires a holistic, long-term view of health that includes emotional, psychological, and social well-being – at work, at home, and in the community.

The Stigma Around Mental Health

Despite the importance of mental health, mental health issues such as depression or anxiety often have a stigma attached to them. 

The stigma around mental health often comes from a lack of understanding or misconception about mental illness. Individuals with mental health issues may also experience self-stigma and shame about their condition. As a result, they may be deterred from seeking help. According to the American Psychiatry Association (APA), more than half of people with mental illness don’t receive help for their disorders or they delay treatment due to concerns about being treated differently or losing their jobs or livelihood. 

A recent poll also found that mental health stigma is a major challenge in the workplace, with half of workers concerned about discussing mental health issues at their jobs.

The APA defines three different types of stigma:

• Public stigma: This involves negative or discriminatory attitudes that others have about mental health or illness.
• Self-stigma: Refers to internalized shame by individuals with mental illness. 
• Institutional stigma: Organizational or government policies that limit opportunities for people with mental illness, such as a lack of mental health resources relative to other forms of healthcare.

Mental health awareness is critical to understanding the impact that mental health has on daily life and reducing the stigma and discrimination associated with it. 

The Role of Mental Health Awareness

Awareness campaigns can raise awareness of mental health, educate the public to changing perceptions, improve access to mental health services, and promote supportive environments.

For instance, the WHO designates October 10 as World Mental Health Day and collaborates with governments and partners to organize mental health awareness initiatives, advocacy, and actions. The campaign also uses social media, using the hashtag #MyTipsForMentalHealth, to drive engagement and influence public opinion.

Meanwhile, in the U.S., Mental Health America works to advance the mental health and well-being of all people through public education, research, advocacy, public policy, and direct service. Since 1949, the nonprofit has designated May as Mental Health Month – a core initiative in promoting mental health, well-being, and illness prevention. Each year the organization releases new resources to help individuals, families, workplaces, and communities learn how modern life affects mental health, build a coping toolbox, and advocate to improve mental health.

Across the country, state and local governments also work to raise awareness about mental health and available mental health services. For example, the California Department of Health Care Services (DHCS) honors Mental Health Awareness Month by showcasing the state’s culturally competent, prevention, and early intervention resources as well as those of individual counties in the state.

Brands are also supporting shifts in attitudes with successful mental health campaigns targeted at employees and consumers, including:

• TikTok’s Mental Health Media Education Fund has donated more than $2 million in ad credits to organizations working on mental well-being, including the Alliance for Eating Disorders, American Foundation for Suicide Prevention, Crisis Text Line, and others. 
• Maybelline’s Brave Together initiative is dedicated to destigmatizing and combating mental health issues among youth.
• Dove’s Self Esteem Project centers on promoting body confidence and creating a safer social media environment.
• Saks Fifth Avenue’s Mental Health Awareness Month is a multifaceted campaign that spotlights the importance of mental health and raises funds for Saks’ nonprofit partners to help support the emotional and mental well-being of the communities they serve. 

These and many other campaigns have brought about positive changes in reducing stigma, promoting self-care, and connecting people to support and counseling. 

Promoting Mental Health Awareness

There are many actions that individuals and employers can take to promote mental health awareness. Let’s take a look. 

Individual Actions

What can individuals do to raise awareness for mental health? 

There are many opportunities, including fundraising, community and workplace outreach, and awareness events, particularly during Mental Health Month. 

For instance, Mental Health America provides a toolkit featuring “Ways to Give” and “Get Active” suggestions. Examples of how individuals can contribute include:

• Pledge a donation.
• Shop the store.
• Sign up for The Advocacy Network (the movement has had a major impact in protecting America’s mental health through legislative advocacy, including victories like the Affordable Care Act and Equity Act).
• Send an advocacy letter to Congress to support mental health initiatives.
• Participate in programs, including the Young Leaders Council, comprised of individuals aged 18-25 who have developed programs and initiatives to fill gaps in community mental health support and resources, or become a Youth Policy Accelerator, where participants identify and create policy solutions through a two-month intensive program.

Individuals can also support friends and family dealing with mental health issues. Check out these resources, including the 988 Suicide and Crisis Lifeline. 

Alternatively, engage with and advocate alongside mental health advocates on social media. 

Community and Workplace Initiatives

Organizations, schools, and workplaces can foster a supportive environment for mental health.

A survey by UGK found that mental health is so important in the workplace that 81% of employees worldwide would prioritize good mental health over a high-paying job and 64% said they’d take a pay cut for a job that better supports their mental wellness. 

Initiatives such as implementing a mental health policy, wellness programs (look for ideas here), and resources that support the well-being of workers can help employers prioritize mental health. There are many resources online, including Mental Health America’s workplace mental health resources for employers. 

The U.S. Department of Labor Mental Health at Work resources page is also useful. It includes tools and tips to support workplace mental health, things employers are required to do by law, and resources for workers and young people. The National Safety Council is another one to bookmark.

Schools must also help improve awareness of and access to mental health services. According to the National Research Council and Institute of Medicine, up to one in five children living in the U.S. experience a mental disorder every year. By helping students who are experiencing mental health issues, schools can make them feel safe and improve their academic and behavioral performance. Available resources include those offered by SchoolSafety.gov, Youth.gov, and The Check-In Project, as well as state, local, and public school system websites.

Overcoming Challenges in Mental Health Advocacy

Advocating for mental health has its challenges. Insufficient funding, policy gaps, and stigma make it harder to spread the word, lessen stereotypes, and make it difficult for people to get help. Below are some common challenges and strategies to address them:

• Policy gaps: Inadequate or outdated policies can impede progress in mental health care delivery, workforce well-being programs, and access to care. To overcome these, individuals and employers can work with advocacy groups, healthcare providers, and community members to identify areas for improvement and share evidence-based strategies for policy change. 
• Stigma and discrimination: Stigma can prevent individuals and their families from seeking help, accessing the right services, and ensuring successful outcomes. Public awareness campaigns and education can help promote understanding of mental health issues. Open dialog with mental health professionals, community leaders, employers, education institutions, and non-profit organizations can also help combat stigma.
• Shortage of mental health professionals: A shortage of mental health professionals, particularly in underserved areas, can limit awareness and access to care. Communities and political leaders must advocate for investments in the recruitment, training, and retention of mental health providers. 
• Funding: Prioritizing advocacy for heightened funding across governmental tiers is crucial. Presenting studies and data demonstrating that investments in mental health can enhance productivity, decrease healthcare expenses, and alleviate pressure on social services is essential.

How You Can Contribute

Mental health and well-being are fundamental rights for everyone. Whether at work, school, in communities, or at home, everyone plays a part in raising awareness about mental health and making our environments more inclusive for those facing mental health struggles.

This could involve volunteering, educating others, or supporting mental health initiatives. By working together, we can make our communities healthier. We can break the stigma around mental illness, foster understanding, and ensure everyone can access the support they need without fear of judgment or discrimination.

Conclusion: Continuing the Importance of Mental Health Awareness

The importance of mental health awareness cannot be overstated. Every setting, interaction, community, or place of learning or work has an impact on everyone’s well-being. 

Mental well-being must be prioritized in the workplace, schools, and at home. Stigma and discrimination must be eradicated. And funding and policy put in place to ensure equitable access to mental health resources and care, wherever possible. 

Acuity Can Help

Acuity International has extensive experience in ensuring individuals, organizations, and communities have access to the mental health resources and care – wherever and whenever they are needed. Offered as part of our one-stop occupational health and wellness services, Acuity’s behavioral health and mental health case management services include mental health screening, advocacy, education, non-medical counseling, treatment plans, fit-for-work and return-to-work evaluations, assistance with workers’ compensation, and more.

Learn more about our comprehensive care services or contact us today.

According to the U.S. Bureau of Labor Statistics, there were more than 2.8 million workplace injuries in the United States in 2022. Nearly 5,500 of those injuries led to fatalities. These numbers underscore an undeniable fact: risks are everywhere, including (and perhaps especially) in the workplace. To keep employees safe and healthy, and to avoid possible legal jeopardy, employers need to minimize workplace risk as much as possible. 

That’s where workplace risk assessments—and, more specifically, workplace risk assessment templates—come in. A workplace risk assessment is a careful process that involves identifying and evaluating potential risks within a workplace. A workplace risk assessment template is a form that can be used to systematically document hazards at work and assess the workplace’s risk level, likelihood of injury, injury severity, and more.

A comprehensive workplace risk assessment will not only consider physical risks, however. Risks to employees’ mental health should also be evaluated. Considering both physical and mental health risks will result in a comprehensive workplace risk assessment—and a healthier overall work environment.

In this blog, we’ll explore the various types of hazards managers should look out for, as well as the different types of workplace risk assessment templates at their disposal. We will also examine the key components of an effective and comprehensive risk assessment, how to implement and monitor risk assessments, various risk analysis tools, and other risk prediction methodologies companies can employ to make their workplaces less risky and more productive.

Fundamentals of Workplace Risk Assessment

Workplace risk assessments are critical to maintaining a safe and productive workplace environment. The act of identifying possible hazards and documenting them allows managers to have a better understanding of things that have the potential to cause harm, whether physical or mental. They can then begin to address these issues before they cause damage to employees or present the company with legal problems. 

In short, a company that practices workplace risk assessments is less likely to experience worker downtime due to illness or injury, and more likely to have a safe and happy workforce.

Definition and Importance

A workplace risk assessment is a process in which organizations identify and evaluate potential risks or hazards to their employees. These could include but are not limited to: 

• Items or machinery that might cause physical harm to a person.
• The evaluation of hazardous substances that could pose a threat to a person’s well-being.
• Situations that could adversely impact the mental health of an employee.

Legal Framework and Compliance

The United States Congress passed the Occupational Safety and Health Act (OSHA) in 1970. OSHA requires employees to maintain strict safety standards to protect their employees. Specifically, employers are required to:

• Provide employees with a place of employment free from recognized hazards that are causing or likely to cause death or physical harm.
• Comply with all OSHA standards.
• Train employees on workplace hazards and appropriate safety procedures.
• Make, keep, and preserve accurate safety records and present them to federal officials upon request.

Employers must also:

• Maintain equipment and ensure that it is running properly.
• Immediately communicate potential hazards or safety issues to all employees.
• Require and provide protective equipment.
• Keep adequate records of all occupational accidents.

Workplace risk assessments can help organizations adhere to OSHA’s framework and compliance requirements. Employers can use the assessments to ensure they are following the law, thereby avoiding potential legal troubles—all while maintaining a safe working environment.

Comprehensive Risk Assessment Templates Overview

There are several types of risk assessment templates organizations can choose from, depending on their needs and the type of risk they wish to measure. Here are a few of the most common types of templates.

Qualitative risk assessment. A qualitative risk assessment evaluates potential risks based on their likelihood and potential impact on the organization. Risks are identified and assigned risk level ratings, with higher numbers corresponding to elevated risk levels.

Qualitative risk assessments are ideal for organizations that want to measure risk by level of severity. With a visual template, the organization can then prioritize which risks to remediate first.

Quantitative risk assessment. A quantitative risk assessment uses data to quantify and measure the likelihood of risks and their potential for damage. This type of risk assessment consists of four key components, including:

• Risk identification: All risks are identified and documented.
• Risk analysis: Risk probabilities and their potential impacts are analyzed.
• Risk matrix: Risks are prioritized based on severity and potential impact.
• Risk mitigation: A risk mitigation strategy is developed to minimize or eliminate risks identified in the broader quantitative risk assessment.

Quantitative risk assessments are best for organizations that want to base their risk management strategies on hard data.

Site-specific risk assessment. A site-specific risk assessment analyzes risks inherent in a particular location or environment (an industrial plant or construction site, for example). It’s particularly useful for environments that involve use of machinery, hazardous materials, and so forth.

Site-specific risk assessments generally include:

• Analyzing and identifying potential hazards.
• Assessing a business’s vulnerability to those hazards.
• Analyzing the consequences if such a hazard were to befall a business or its employees.
• Developing risk mitigation strategies based on the findings.

Dynamic risk assessment.  A dynamic risk assessment is designed to help businesses adapt and respond to changing risks within their workplaces. Dynamic risk assessments require organizations to continually monitor and reassess risks. They are ideal for identifying emerging risks and implementing the necessary mitigation measures—before the risks cause harm. 

General Risk Assessment Template

A general risk assessment (or generic risk assessment) template is a template that can be used for many different scenarios. A general risk assessment covers general workplace risks and is not tailored to a particular aspect of the workplace, such as a site-specific risk assessment or a health and safety risk assessment. A general risk assessment is required by the Occupational Safety and Health Administration.

A general risk assessment template will typically look something like this:

A similar matrix will be created for each identified hazard, making it easy for organizations to see which hazards pose the highest risk for injuries and fatalities. With this information in hand, organizations can take proactive action to eliminate the risks, starting with the hazards that present the most serious consequences. 

Addressing Mental Health in Risk Assessments

Maintaining a safe workplace environment is not just about keeping employees protected from physical dangers. Ensuring a workplace is free of psychological hazards is equally important for employees’ mental health and overall well-being. 

Examples of hazards that could take a toll on employees’ mental health include:

• Work overload or inability to achieve proper work/life balance.
• Cultural change within the workplace.
• Strained working relationships.
• Lack of defined roles.
• Lack of proper training.

Mental health risk assessments are instrumental in minimizing these and other psychological threats. Rather than an individual assessment, organization-wide mental health risk assessments are designed to provide a perspective on a business’s overall effectiveness in providing a stable and mentally stimulating work environment. 

Mental Health Risk Assessment Form

A mental health risk assessment form is a useful tool in evaluating an organization’s ability to provide a mentally challenging, yet healthy, workplace. The form will generally consist of the following categories:

• Job Characteristics, including factors that could make a job more stressful.
• Role Characteristics, including whether employees’ roles are clearly defined.
• Work Environment, taking into account the impact that changes to company culture, the work environment, and more have on the mental health of employees.
• Relationships, considering whether or not there is clarity on who reports to whom, trust issues, and more.

Each category will be accompanied by a risk factor (i.e., whether employees appear to be overworked, whether they have a say in what goes on in the company, whether they clearly understand what’s expected of them, etc.). Another line item might include suggested actions to be taken to minimize or address the risks and when those actions should be completed.

Hazard-Specific Assessment Forms

Workplace hazards exist in many forms. Two of the most common, ergonomic and chemical hazards, are very different, yet can also be very debilitating. Let’s explore the differences between the two and the best practices and forms that organizations can use to mitigate their potential for damage.

Ergonomic and Chemical Hazards

Ergonomic workplace hazards are workplace conditions that could end up causing long-term health issues for employees. Examples include:

• Improperly designed workstations.
• Poor posture.
• Use of repetitive motion.
• Improper temperature control.
• Continuous vibrations.

According to the Occupational Health and Safety Administration, these and other ergonomic hazards could lead to musculoskeletal disorders (MSDs). MSDs can, in turn, cause pain, stiffness, tiredness, clumsiness, and other symptoms that can impact employees’ health and ability to perform their duties.

Industry-Specific Risk Assessment Templates

It’s often helpful for organizations to use risk assessment templates and practices that are tailored to their industries. For example, the healthcare and construction industries both pose specific types of risks, including hazards associated with biological and chemical substances, utilities, falling objects, and more. Templates and assessments designed to analyze those specific risks can help organizations maintain safe and healthy work environments.

Tailored Templates for Construction and Healthcare

There are several ways to measure risk in a healthcare or construction setting. Two of the most popular involve creating a health and safety risk assessment or a construction risk assessment. 

The templates used to analyze risk in these settings are like other types of workplace risk assessments, in that they catalog possible dangers and prioritize them in terms of likelihood and severity. However, they specifically focus on risks that are likely to only be found in healthcare or construction environments.

Health and safety risk assessment. A health and safety risk assessment focuses on the health and safety aspects of a workplace. These types of assessments are ideal for organizations that deal with hazardous materials (i.e., biological chemicals that could cause infection or disease). Safety and control measures are documented and analyzed, risk ratings are assigned, and the likelihood of potential damage is accounted for. 

Construction risk assessment. A construction risk assessment catalogs all the potential risks found on a construction site. These include fall risks, risk of electrocution, risk of being struck by an object, etc.

Construction risk assessments always include the following core elements:

• Tasks being performed on the construction site.
• Risks associated with those tasks.
• The likelihood of the risks occurring.
• The potential impact of those risks.
• Mitigation and response strategies.

Key Components of Risk Assessment

Though there are many different types of workplace risk assessments, all of them have three common components: hazard identification, risk analysis, and control measures. Let’s explore each of these components and provide examples to illustrate possible risks and how they might be categorized.

Hazard Identification, Risk Analysis, and Control Measures

Hazard identification. Workplaces are carefully monitored for potential hazards. Hazards can be physical (i.e., unsafe heights on a construction site, malfunctioning machinery, etc.), mental (i.e., harassment, bullying, stress, etc.), chemical (i.e., fumes, gas, etc.), ergonomic (i.e., poorly designed workstations), or biological (i.e., blood, bacteria, waste, etc.).

Risk analysis. Once hazards are identified they are analyzed for their potential risk to humans. Risk levels are often categorized by severity (i.e., low risk, high risk, etc.). They could also be categorized according to the potential for harm (i.e. likely to cause a fatality, likely to cause minor injuries, etc.).

Control measures. Organizations can then prioritize hazards in terms of those that are most likely to cause harm and begin to implement control measures to mitigate their risk potential. Examples of control measures include requiring hearing protection at excessively loud worksites, using personal protective equipment in a hospital, etc.

Customization and Utilization of Templates

Every workplace is different and has its unique risks. The type of hazards one might see in a hospital will differ significantly from those seen in an office building, for example. Therefore, it is often a good idea to customize workplace risk templates to fit the special circumstances of each industry and work environment. 

Creating customized templates is not always necessary, of course. Sometimes a general risk assessment and template is enough (it is certainly better than not having a template at all). Businesses should carefully weigh the value of having a generic template versus a custom template. Organizations in specialized fields such as healthcare, construction, biosciences, etc., should consider creating custom workplace risk templates to ensure their employees are well protected from specific threats. 

Adapting Templates for Specific Needs

Organizations that choose to create customized risk templates can do so in a way that is creative and ensures the companies remain compliant with OSHA. Tactics for customizing and adapting risk templates for specific needs include:

• Start with a generic risk template. Create or download a generic risk template that includes categories for risks within the organization, potential outcomes if not addressed, severity levels of the outcomes, etc.
• Add fields and columns specific to the industry/organization. For example, a healthcare organization may wish to include the potential risk of not wearing personal protective gear, while the risk template for a construction site might list potential fall and electrical hazards.
• Create a plan to address and mitigate risks. Once the analysis is complete, create a plan to address each of the risks. For the aforementioned healthcare organization, that could include ensuring that all employees have access to and understand the need to wear protective equipment. 

Implementing and Monitoring Risk Assessments

Perhaps the most important part of any workplace risk assessment is the implementation phase. While this phase begins immediately upon completion of the assessment, the organizations that truly benefit from this process are the ones that continually monitor and review their safety policies and risks. 

Action Plans, Prioritization, and Review

All risk management plans should include a detailed implementation strategy that helps organizations systematically address the risks that were uncovered during the analysis phase. Effectively executing a plan includes:

• Prioritizing the risks in terms of their potential threats, how likely they are to occur, and how much damage they could cause.
• Creating a plan to address and mitigate the risks, starting with high-priority risks first and continuing through the rest of the list.
• Implementing a communication and/or training strategy to make employees aware of the risks, what the company is doing to address them, and how employees can help.
• Continually reassessing risks, as organizational hazards and regulations can change over time.

Conclusion: Empowering Safety and Compliance Through Effective Risk Assessment

Workplace risk assessments are essential to a safe and productive work environment. They help organizations identify potential hazards that could do physical or mental harm to employees; analyze the possible outcomes if the hazards were to occur; and create proactive plans to rectify the hazards before they become real problems. 

In short, organizations that perform frequent risk assessments have a better chance of creating safer workplaces that are compliant with federal workplace safety laws and regulations.

Acuity International has extensive experience in risk management and analysis. Contact us today to start a conversation about how we can help you develop a workplace risk assessment plan that keeps your employees safe and secure.

FAQs

• How do you conduct a risk assessment?

  A workplace risk assessment is a careful process that involves identifying and evaluating potential risks within a workplace. In a workplace risk assessment, potential hazards to employees are identified, analyzed, and categorized by priority level and possible outcomes (i.e., fatalities, minor injuries, etc.)

• What is a risk assessment template?

  A workplace risk assessment template is a document that organizations use to catalog and categorize identified risks. Templates often take the form of easy-to-read matrices that allow organizations to visualize the threats in their organization by priority level and likely outcomes so they can prioritize how to proactively address potential risks.

• What are at least 10 hazards and risks in the workplace?

  There are many types of workplace hazards and risks. Some of the most common include:

  • Hazardous chemicals
  • Ladders
  • Heights
  • Tripping hazards
  • Electrical hazards
  • Biological hazards
  • Faulty equipment/machinery
  • Mental hazards (stress, for example)
  • Ergonomic hazards (poorly designed workstations, for example)
  • Fire hazards 

• What are three types of control measures?

  Control measures are effective in mitigating and preventing workplace accidents. Three common types of control measures include:

  • Removal of hazardous materials
  • Repair of faulty equipment
  • Training of employees

Construction projects are large-scale undertakings that require precise and proper planning. Without the appropriate construction project planning, projects run the risk of both going over budget and schedule and creating challenges for builders, investors, and clients.

Construction project planning mitigates these challenges. It includes leveraging technology, defining work tasks, estimating required resources and durations for each task, and identifying interactions between tasks. A good construction plan is the basis for developing the budget and the work schedule.

This blog discusses project planning in construction. We’ll explore the fundamentals of construction project planning, steps in the planning process, resource management strategies, legal and compliance considerations, budgeting and controlling costs, and more. After reading, you’ll have a better understanding of how to create a plan that keeps your construction project on schedule and within budget.

Fundamentals of Construction Project Planning

Detailed project planning is essential to the success of any construction project, no matter the size of the effort. Construction planning allows organizations to map out the most direct and efficient means of completing a project. A typical construction plan includes information on the objectives of the project; the anticipated scope; details on how to effectively manage resources; timelines and deadlines; estimated costs; and more. 

A construction project plan isn’t inflexible. Rather, it should be highly adaptable as warranted by changes in the construction schedule, availability of labor, equipment, and materials, and other factors that can impact a project. An agile plan is an effective plan.

Identifying Objectives and Scope

A construction project scope (or scope or statement of work) is a documented plan created by the construction team that details the work that will be done to complete the project. The scope of work clearly defines the tasks that need to be done, when they need to be done, who is responsible for completing them, and so forth. It also includes the objectives and goals for the project. 

A scope of work is included in every contract and serves as a “single source of truth” for everyone involved in the construction project, including managers, contractors, equipment suppliers, and the client. The scope ensures that key elements of the project are aligned with stakeholders’ expectations and project feasibility studies.

Steps in the Construction Project Planning Process

Construction project planning requires the completion of several sequential steps, from initial assessment and feasibility studies to the development of a comprehensive project plan. Even though these steps are tightly integrated, plans must be iterative and allow for adjustments as the project progresses.

Let’s take a closer look at two of those steps: creating a work breakdown structure and developing a project schedule.

Creating a Work Breakdown Structure

A Work Breakdown Structure (WBS) is a tool that breaks the entire construction project into smaller and more manageable parts. This makes it easier for construction and project managers to visualize each aspect of the project, assign due dates and responsibilities, and tackle each of them in sequence. In essence, a WBS makes construction projects less daunting and easier to track and ensures that everything is moving forward and in the right direction.

Elements of a WBS include but are not limited to:

• Project scope
• Project schedule
• List of key stakeholders
• Project tasks and timelines

How the WBS is structured can impact the way the project is executed. Three major types of WBS include:

• Deliverable-based WBS. Project scope is broken down into manageable pieces and shown in a hierarchy, with the main deliverable or control account at the top, followed by individual work packages and tasks that must be completed to satisfy the deliverable.
• Responsibility-based WBS. This type of WBS divides the scope of work based on project team member responsibilities. For every deliverable, the WBS illustrates which team members are involved, including their roles and responsibilities, who they report to, and so forth.
• Phase-based WBS. The phases of the project (i.e., Design, Procurement, Construction, etc.) constitute the highest-level elements, followed by their associated tasks and deliverables.

Developing a Project Schedule

Construction project schedules are another important component of project planning. A sound project schedule details each point in the construction project, from start to finish. It includes pre-construction submittals and plans, details on oversight, plans for project closeout, and other activities. 

A construction project schedule illustrates every task and event in the project, when each task needs to be started and completed, and in what order they should be completed. It can also include the person responsible for each task. Schedules provide insight into the type and number of equipment and personnel required per task, to make the project a success. 

Project managers can plan their projects using several types of scheduling techniques, including:

• Critical Path Method (CPM). The construction manager identifies the essential tasks required to complete a project. Tasks are listed in terms of dependencies (i.e., Task B cannot be completed until Task A is done). The most urgent dependencies are prioritized.
• Last Planner® System (LPS).  Created by the Lean Construction Institute, the LPS “promotes the creation of a predictable workflow among various parties so that it achieves reliable results.” It does this by providing construction managers with a five-phase system that includes master planning, phase planning, lookahead (AKA “make-ready”) planning, weekly work planning, and learning.
• Program Evaluation and Review Technique (PERT). Project managers identify and prioritize the most critical tasks within the project and create an estimated timeline that references the sequences of tasks, dependencies between tasks, and the expected time it will take to complete each task.

Whatever technique they choose, managers often use a tool called a Gantt chart to diagram their schedules. A Gantt chart is a bar chart that shows dependencies between tasks and allows managers to create a visual hierarchy showing the relationship between critical and less critical tasks. Many different software programs can be used to create a Gantt chart, including Oracle Primavera P6, Microsoft Project, GanttPRO Project Planner, and others.

Learn more about construction scheduling techniques.

Resource Management Strategies

Good resource management enhances productivity and keeps projects running efficiently, smoothly, within budget, and on time. 

Examples of resource management strategies include:

• Project planning and resource identification. Managers define their project’s scope, objectives, deliverables, and tasks needed to complete the project.
• Resource allocation. Resources are aligned with the project’s tasks and activities.
• Resource procurement. The appropriate resources—including equipment, materials, and so forth—are acquired.
• Resource monitoring. The performance of acquired resources is monitored throughout the lifecycle of the construction project.
• Resource optimization. The use of available resources is optimized so that downtime is minimal and resources are being used to their fullest capabilities.

Resource estimation and budgeting is another core component of resource management—and perhaps the most important, at least in terms of cost control. Let’s take a closer look at how construction project managers can effectively budget their resources and costs.

Budgeting and Cost Control

Budgets are essential for controlling costs, identifying potential risks, assisting in decision-making, facilitating communication among project stakeholders, and ensuring profitability. Without a budget, construction project planners risk overhead costs and cost overruns and struggle to plan for variables such as price increases and delays.  

Creating a construction budget is a distinct project that involves the following steps:

• Project research. Managers analyze and identify the project’s goals and requirements. During the research phase, site conditions are assessed, zoning and permits are secured, and project documentation is created. 
• Project scope. Planners meet with architects and engineers to understand and determine the scope and design aspects of the project. Then, they create lists of materials that will be needed to complete the project.
• Pre-construction and documentation. Planners meet with all key stakeholders to discuss the project and budget in detail, raise any potential issues, and identify possible risks.
• Construction and project closeout. This is an ongoing phase in which managers continually monitor their costs to ensure they remain aligned with their budgets. This allows them to make adjustments if necessary to control costs.

Learn more about construction budgeting.

Risk Management in Construction Planning

Construction risk management involves anticipating risks and implementing procedures and processes to mitigate them if or when they occur. Risks are generally identified early in the construction process. Planners compile lists of every possible risk that could arise, including:

• Financial risk. Financial risks are items or events that could impede the cash flow of a construction project. They can include unexpected price increases, a rise in market competition, a lack of funding, etc.
• Project risk. Project risks include missing deadlines, poor resource management, labor shortages, and other factors that could cause a construction project to fall behind schedule.
• Legal risk. Legal risks include issues around the inability to secure permits, contract disputes, and so forth.
• Safety risk. Safety concerns include environmental and site hazards, improper equipment use, and other circumstances or events that could occur at the job site and jeopardize the safety of the construction crew or the public.

Proactive risk management, before any work is done, can significantly minimize the impact of risks on project timelines and costs. 

Implementing Safety Measures

Construction sites are inherently risky. From potentially dangerous pieces of equipment to the possibility of electrical shock, there are potential threats around every corner.

That’s why it’s critical to implement the appropriate safety measures and procedures for every construction job. Before any work commences, planners should compile a comprehensive list of safety protocols to protect all stakeholders and shield the project from legal liability or delays.

Construction managers should take several steps to improve construction safety, including:

• Conduct equipment training. Proper training on construction equipment can help minimize the potential for human error. 
• Assess site conditions. Perform a thorough site assessment before breaking ground and note potential hazards (for example, height risks). This can help managers identify ways to improve safety before work begins.
• Mandate protective equipment. Ensure each worker wears the appropriate protective gear (such as hard hats, face shields or masks, etc.), and make sure the equipment is worn properly to prevent injuries.
• Enforce safe site visits. Set parameters around who can visit the site and when. Ensure that all authorized visitors are accompanied by a site manager during their walkthroughs.
• Install signage warning of safety hazards. Clearly demarcate areas of concern and potential hazards with signage warning workers and visitors to be careful or avoid the areas.
• Perform routine inspections. Regularly inspect equipment to make sure it is functioning properly and does not pose a danger to workers. Teach workers the proper ways to inspect equipment and protocols for reporting faulty machinery.

Implementing these measures can help instill a culture of safety on every construction site. Workers will appreciate that their construction managers care about their well-being, which can improve employee happiness and productivity.

Legal and Compliance Considerations

Beyond the physical and financial requirements, construction projects also require an array of legal activities that must be completed before any dirt is stirred. Legal compliance helps mitigate risk and ensure funding for government and commercial projects. 

The primary legal activities required for a construction project include:

• Arranging for permits. Construction managers must receive a permit from the local government that permits them to build on a particular site. The entire process—applications, reviews, and approvals—can take several months and could cost thousands of dollars, depending on the type of permit required.
• Complying with regulations and standards. Regulatory compliance in the construction industry is determined by rules and regulations formed and enforced by the Occupational Safety and Health Administration (OSHA), as well as other government agencies like the United States Environmental Protection Agency (EPA). State and local governments will also have their own regulations that construction managers must comply with.

Legal teams must work with construction managers and planners to ensure that all regulations and compliance standards continue to be met throughout the life of the construction project. Failure to do so could result in unwanted legal issues and project setbacks.

Leveraging Technology in Project Planning

Construction project planning is enormously complex and challenging, and it can be difficult to manage using basic spreadsheets, emails, and other legacy forms of technology. Fortunately, construction managers and planners can use new technology and automated tools to create their construction scopes and budgets, streamline workflows, and facilitate communication among key stakeholders. They include:

• Simulation tools. These tools allow construction project managers to simulate the impact any change will have on the entire construction project, including costs, schedule, and the overall outcome.
• Building Information Modeling (BIM) and 4D scheduling. When linked with a construction schedule, BIM models and 4D schedules can provide a visual representation of the progress of the construction project over time.
• Artificial intelligence (AI) and machine learning (ML). AI and ML are embedded in many modern construction technologies and can be used to automate construction planning and monitoring, resulting in greater efficiency.
• Portfolio management software. Tools like Microsoft Project and Oracle Primavera P6 allow managers to plan, manage, schedule, and execute all aspects of their construction projects. Both tools have unique benefits. Oracle Primavera P6 provides more in-depth functionality, including “what-if” scenarios that show what is likely to happen if part of the project is changed, while Microsoft Project uses a Gantt chart to show a highly streamlined and visual representation of the project.

Conclusion: Mastering Construction Project Planning

Construction projects are large, complex, time-consuming, and expensive, and require the execution of thousands of tasks to reach completion. As such, detailed and precise project planning is necessary. 

The planning process involves several steps, including creating a Work Breakdown Structure and project schedule–before any work begins. Construction managers must take special care to account for potential risks and other factors that could derail a project and lead to cost overruns. Careful resource management, budgeting and cost control, and adherence to national and local regulatory guidelines are essential.

But managers needn’t do any of these things alone. Acuity is here to help. We have decades of experience helping organizations manage construction projects of all sizes. We routinely help managers apply proven project management techniques and effective cost analysis and engineering principles. Finally, we use the latest technology to ensure that our clients have the most accurate information to make the most informed decisions to help them keep every project on track and within budget.

Contact Acuity to learn more.