Supporting Mental Health
Internal, Supporting Mental Health, Version1, Page 1 of 10
Where to find things. Introduction .................................................................................................................................................................... 3 1.
Why do we have this guide? .................................................................................................................................. 3
2.
What is mental health? .......................................................................................................................................... 3
3.
What is stress? ........................................................................................................................................................ 3
4.
What causes stress? ............................................................................................................................................... 3
5.
How do I know if someone is suffering from stress/mental ill health? ............................................................ 4
6.
How can I support colleagues who are feeling stressed? .................................................................................. 5
7.
How can I reduce the risk of stress in my team? ................................................................................................. 5
8.
Do we have any legal responsibilities? ................................................................................................................ 6
9.
How can I encourage colleagues to talk about mental ill health?..................................................................... 6
10.
What should I do if a colleague has a mental health crisis at work? ............................................................. 7
11.
How should I manage sickness absence for mental health conditions? ...................................................... 7
12.
What kind reasonable adjustments should I consider making with regard to mental ill health? ............. 8
13.
How should I plan for their return to work? .................................................................................................... 8
14.
What do I need to be aware of, if a colleague is prescribed with medication? ............................................ 9
15.
Related reading ................................................................................................................................................... 9
16.
Useful contacts ................................................................................................................................................... 9
Guide information. ......................................................................................................................................................... 9 Guide owner:
[email protected] .................................................................................................... 9 Ownership and confidentiality ..................................................................................................................................... 9
Internal, Supporting Mental Health, Version1, Page 2 of 10
Introduction
2.
What is mental health?
Mental ill health is now one of the main reasons for
Mental
absence across the UK; to improve this, it is recognised
Organisation as ‘Mental health is a state of wellbeing in
that we should promote a culture of positive mental health
which the individual realises his or her own abilities, can
and wellbeing both at work and at home. The support
cope with the normal stresses of life, can work
colleagues receive is the key in determining how well and
productively and fruitfully and is able to make a
how quickly they are able to recover from an episode of
contribution to his or her own community’.
Health
is
defined
by
the
World
Health
mental ill health, so it’s vital we understand our colleague’s needs and how we can support them.
The definition of ‘mental ill health’ or ‘mental health problems’ covers a very wide spectrum, from the worries
We all have mental health – it moves up and down a
and grief we all experience as part of everyday life to the
scale from good to poor and it’s affected by many factors.
most bleak, suicidal depression or complete loss of touch
Mental health conditions vary widely and impact people
with everyday reality.
very differently, even something which seems minor or trivial to some can have a devastating effect on another
Everybody responds differently to the stresses and
individual. Persistent mental health conditions can often
strains of modern life and it is common to describe
escalate into more serious conditions and therefore it’s
ourselves as ‘depressed’, ‘stressed’ or ‘anxious’ at times.
important that we are able to recognise the signs and
For some, these feelings can become serious enough to
support our colleagues when they need it.
make it difficult to carry on with everyday life.
Although we are starting to hear more about mental
3.
What is stress?
health in the media, it’s sometimes a subject which people feel uncomfortable talking about and is not well
Lots of us talk about stress and feeling stressed in certain
known, unless it impacts you or your family or friends
situations, when we’ve got lots to do both in and outside
But it doesn’t have to be uncomfortable or
directly.
of work or when we feel we’re under too much pressure.
difficult – it’s just about talking! Stress is defined by the Health and Safety Executive as This guide should be read in conjunction with the
‘the adverse reaction people have to excessive pressures
Supporting Disability guide.
or other types of demand placed on them at work’ – although this applies to the working environment it can
1.
Why do we have this guide?
apply to home life too.
We have this guide to help you manage and support
Stress is not a medical condition, but research shows that
anyone in your team who has a mental health condition,
long periods of or severe feelings of stress can lead to
so they’re able to carry out their job to the best of their
diagnosed conditions such as depression and anxiety or
ability and meet the requirements we need in our roles. It
to more severe mental or physical health conditions.
talks about simple, practical and often inexpensive things that we can do to spot the signs of mental ill health,
4.
What causes stress?
support our colleagues and promote a culture of A number of things can cause stress and these don’t
wellbeing.
necessarily all have to be negative, sometimes it’s just We want to create a safe, supportive and inclusive
about a lack of control or uncertainty in a given situation.
working environment for all our colleagues and therefore it’s important that we understand any challenges our colleagues may face when working for us, and try to deal with these as best we can.
Some of the common stressful events are:
getting married
moving house
having a baby
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organising an event
can do to help you?’ or ‘I’ve noticed you’ve been late
dealing with a bereavement
recently, is everything okay?’
serious illness of yourself or family or friends
job security or unemployment
If you know a colleague has something going on outside
changing jobs
of work, then ask about that as well, you don’t need to pry
relocating
or ask personal/confidential information, just show an
divorce or relationship problems
interest to gain an understanding of whether it could be
caring responsibilities
impacting them at work. For example, ‘how are the plans
money worries
for your wedding going?’ If they’re getting married; or ‘how is your mum?’ if you know their mum has been ill.
Stress is often not solely ‘work or home related’ and can be influenced by many factors such as relationships and
If a colleague is experiencing mental ill health at work,
support systems at home, personality and coping
they need to feel that they are able to talk to you about it
mechanisms (the way you deal with things).
without the fear of any repercussions. You’re not expected to diagnose their condition, just listen and try to
Stress doesn’t always have to be a negative thing, and
understand how they are feeling, even if it feels
sometimes a certain amount of stress can help us to
uncomfortable or alien to you, what they are experiencing
perform at our best and make a task more enjoyable, for
is real and important to them. Remember:
example, when taking an exam or organising a party. Although it’s recognised that a certain level of pressure at
keep the conversation positive and supportive;
work can motivate us, when the balance is tipped and the
don’t make assumptions about how someone is or isn’t feeling or about what they need; and
pressure becomes too much, that’s when it turns from a
positive to a negative thing.
talk about the issues, how you can help them and consider making adjustments where you need to.
Stress doesn’t just come from having too much to do; it can also be triggered when there is not enough work,
Obviously not everyone is happy to open up and talk
from feelings of boredom or being under-valued.
about their mental health and you should never force the conversation, unless you have concerns about their ability
People can feel stressed in a variety of circumstances
to perform their role or the state of their mental health, i.e.
and what stresses one person will not stress another – it’s
you feel they are a danger to themselves or other
therefore important that we don’t make assumptions
colleagues/customers.
around this.
information.
5.
There are also a number of changes in typical behaviour
How do I know if someone is suffering from stress/mental ill health?
See section ten for more
that you can watch out for such as:
Knowing your teams and the colleagues working around
poor or a drop in performance
you is key - it’s important to talk to your teams and other
appearing tired or anxious
colleagues to understand how they are feeling, especially
increased lateness or absence
if you know it’s a particularly busy time or they have
lack of concentration
something going on outside of work. This doesn’t have to
lack of motivation or focus
be a formal discussion, it can just be an informal
struggling to make decisions or find solutions
conversation when you see them or during one to ones,
avoiding situations and/or people
just saying ‘hello, how are you?’ and asking how work is
withdrawing from social situations/events
can be a conversation starter. If you have concerns or
tearfulness
you have noticed changes in their behaviour, you could
withdrawn
ask more open questions such as ‘Is there anything we
changes in how they interact with others
mood swings
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being aggressive
energy/concentration levels and build a work plan
drinking more alcohol
around this.
smoking more
substance abuse
increased or loss of appetite
6.
you’re not doing the same things all day.
health, so trying to improve these can benefit wellbeing. Going for a walk during a break if the colleague is sitting down for a long period or resting if they’re on their feet all day and eating a healthy
causing them to feel stressed; identifying what has triggered the feeling may mean that you are able to tackle the root cause. It may be that it’s a combination of things
lunch or snack to refuel the body can also help.
resources we can tell colleagues about.
to be done.
you should complete a stress risk assessment and make
silence worrying about things.
improve wellbeing as well as developing an interest
colleague and may recommend counselling or trauma support – depending on the circumstances. Completing this document with the colleague may also help identify the cause of the issue.
or hobby outside of work.
when they start to feel stressed and how they cope
reduce the feelings of stress or enable the colleague to
with this.
often being still, breathing correctly and trying to clear your mind. It’s recommended that we have a
also the satisfaction of crossing them off when they’re done).
relaxation period every day, preferably at the same
Prioritise – what is urgent, what is not? Create a
time
realistic plan of what can be achieved and by when; Work through the things that need to be done one
e-mail whilst focusing on other tasks or only look at it
7.
at certain times of the day so they don’t get distracted by other things. Encourage them to tell you if they can’t do something by a certain time, don’t set unrealistic goals and be happy to wait, as long as a sensible timescale is given.
same
techniques
to
improve
Have fun – laughing has a huge amount of benefits
of
How can I reduce the risk of stress in my team?
Here are some hints and tips to help you reduce the risk of stress in your team:
Make sure people have clear objectives and responsibilities so they know what they are here to
Help them identify when they’re at their best and time
the
for our body and mental health.
If colleagues are office based, they can close down
what
using
wellbeing.
task at a time.
Relax – this is different from doing something they enjoy such as a hobby; this is about being calm,
Create a ‘to do’ list, sometimes having things written down can make things seem less daunting (there’s
A suggestion to keep a diary of what’s happening in their life and how they are feeling may help identify
Here are some hints and tips of things that may help to
Trying something new can help with feelings of confidence and self-esteem.
feel more in control:
Do they make time for themselves? Spending time with friends and family is a very positive way to
a referral to Occupational Health, who will assess the
Talk to them about how they’re feeling and ask if they need help or support. Ask them not to sit in
For anyone who comes to you with work related stress,
Ask them to reflect on what’s been achieved during the day, rather than worrying about what still needs
including factors outside of work and whilst we can’t always directly help with these there are some additional
Everyone should be encouraged to take breaks – physical health and diet are closely linked to mental
How can I support colleagues who are feeling stressed?
Talk to the colleague to try and understand what is
Help them vary the tasks they do if they can so
the
day
they
have
deliver.
most
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Make sure their Personal Development Plan equips
Colleagues with mental ill health may be reluctant to talk
them to deliver their objectives in a flexible way,
about it for a number of reasons, some of these could be:
where possible.
Ensure all new colleagues have a thorough induction
they have been treated badly, discriminated against
and are clear on what’s expected of them in their
or subjected to harassment or bullying when they
role.
have told someone previously
Carry out regular one to ones and progress reviews.
Hold regular team meetings.
they have witnessed someone else being treated badly, harassed or bullied
Involve colleagues in decision making.
Adopt an approach of ask more than tell. Listen and
they’re in denial about their condition or they feel they are coping (when clearly they are not)
be prepared to act on what they say.
they’re scared of losing their job
Be open, honest and fair with colleagues.
they believe other colleagues will judge them
Ensure any issues, such as discrimination, bullying,
or harassment are dealt with immediately.
unfavourably
Ensure any performance or disciplinary issues are dealt with fairly and quickly.
You can’t force anyone to talk about their mental health if
Encourage colleagues to give you feedback on
they don’t wish to, but you can encourage them as much
what’s working well and what’s not.
as possible by:
When it’s a busy period or a tight deadline is coming up – tell people and offer flexibility where you can,
Reassuring them that the conversation will remain confidential and that you will not discuss it with
for example if additional hours are needed.
they’re worried about confidentiality
anyone without their consent.
Act on feedback from the ‘what matters to you
survey’ and discuss with the team.
Encouraging them to talk – ask simple, open and non-judgmental questions.
8.
Do we have any legal responsibilities?
Not making assumptions – especially about what a colleague can or can’t do and/or about how their mental ill health affects them – let them tell you.
Yes, we have a duty to make sure that our colleagues are not made ill by their work. Failing to assess any risk from
stress or mental ill health and address these, could result
of discrimination will not be tolerated and appropriate
in claims.
action will be taken.
Some
mental
depression,
Being clear that harassment, bullying and any form
health
conditions
schizophrenia,
such
obsessive
as
Be honest about things, if you have a concern about
bipolar,
the colleague’s absence or performance levels raise
compulsive
them at an early stage and create an action plan of
disorder as well as personality disorders and some selfharming behaviour fall into the definition of disability and
how you can address these together.
Directing them to additional support such as their GP
are therefore protected under the Equality Act 2010. This
or the Employee Assistance Programme (EAP) who
means we have a duty to consider and make reasonable
are independent and can offer advice and support
adjustment(s) for any candidate or colleague who has a
on a range of matters including a counselling
mental health condition which either meets the definition
service.
of disability or is a serious health condition, to ensure that
they are not at a substantial disadvantage to other non-
the conversation, it could be outside of the place of
disabled colleagues.
work, e.g. a local coffee shop.
For more information on the Equality Act please read the Equal Opportunities and Diversity Policy and Supporting Disability guide.
9.
Asking the colleague where they would like to have
Offering for someone else to be present during the conversation such as a family member or friend.
Asking if there is someone else they would prefer to talk to, e.g. someone of the same gender, ethnicity
How can I encourage colleagues to talk about mental ill health?
or someone who isn’t their manager.
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Asking them if they would like to talk to someone
someone to help calm you down or listen
from Occupational Health.
practice a certain relaxation or calming technique
Listening and responding flexibly – everyone is
In severe cases of mental ill health crisis where the
different and you need to tailor the support you offer
colleague is completely irrational, has lost touch with
to the colleague and their specific situation.
reality, is hallucinating or you fear they may harm
Developing a plan by working with the colleague to
themselves or others you should take them to a quiet and
identify signs of mental ill health, triggers for stress,
secure place, stay with them, talk to them calmly and
depression or anxiety and who to contact in a crisis
explain what you’re doing. Then contact the police and
(the best time to do this is when they are feeling
ambulance, followed by friends/family to tell them what
well).
you’ve done.
This can all be captured on the adjustment passport
11.
which contains a section for regular review.
How should I manage sickness absence for mental health conditions?
It’s important to remember that although you’re there to support the colleague you should not become overly
The process for managing mental ill health should be
involved and take on the role of their support worker or
pretty much the same as managing any other type of
carer. Be aware of your own limitations and what you can
sickness absence. However, keeping in contact with the
and can’t do – sometimes dealing with mental ill health
colleague is vital in cases of mental ill health, even if the
can have negative impact on your own wellbeing.
colleague is in hospital. Managers are often nervous of contacting colleagues who are off with mental ill health
Where a colleague poses a risk to themselves, other
especially if it’s due to stress or anxiety, because they
colleagues, customers or a safety risk, you may need to
don’t want to make the situation worse and the colleague
inform them that there will be other people who you will
to feel more stressed. But not keeping in contact can
need to discuss the situation with, such as the People
often make the condition worse and the colleague feel
Manager/Partner or Safety Team. You should be clear
more isolated or undervalued.
that
these
individuals
will
also
keep
the
matter When the colleague (or their friend/family if they’re in
confidential.
hospital or unable to make direct contact) first rings in
10.
What should I do if a colleague has a mental health crisis at work?
sick, talk to them about what the contact arrangements should be or if you don’t speak to them directly – ring them back, just to see how they are and whether there is
Understanding
the
colleagues’
condition
and
what
any support you can offer.
Give them the Employee
triggers episodes of mental ill health or a mental health
Assistance Programme number, and if there is any link
crisis is important (if they know the causes themselves)
between their condition and work offer them a referral to
and makes it a lot easier for you to support any coping
Occupational Health. Ask the colleague who they would
mechanisms they may have. During your conversations
like their main point of contact to be going forward; they
with them it’s a good idea to capture details of their
may prefer someone from the People Team.
coping mechanism or details of any external support
regular contact, even if it’s by text or e-mail to begin with.
(such as a support worker or family member) they have
If they are signed off for a long period, contact once a
so you can contact them directly if the colleague goes into
week would be appropriate or you could arrange a date
crisis mode. You can do this by using the relevant bits of
and time for the next contact at the end of each call –
the Adjustment Passport or another document which you
take the lead from them, but be firm about there being
hold on their file.
some form of contact. Research shows the longer you
Arrange
are off the harder it is to come back so it’s important we A coping mechanism could be:
keep the lines of communication open to support a return to work.
taking time out
going to a quiet place to cry, scream or shout Internal, Supporting Mental Health, Version1, Page 7 of 10
Use the additional resources we have available such as
More frequent one to ones to discuss how they are
Fit For Work, Occupational Health and GP Fit Notes to
coping. Talking about the situation from both sides
provide advice and guidance on their condition and any
will give you the opportunity to discuss what has
return to work plan including reasonable adjustments.
gone well and not so well and will enable you to plan clear tasks for the following week.
For the process on making reasonable adjustments
Mentor or buddy systems as an additional support.
please see the Supporting Disability guide.
Encouraging resilience training which can help with the ability to cope and general wellbeing.
12.
What kind reasonable adjustments should I consider making with regard to mental ill health?
build self-esteem.
On the job support – such as a support worker.
A workstation near natural light for those with
An adjustment can be absolutely anything which supports a colleague to be in work. It’s important that you ask the
seasonal disorders.
colleague what they feel they need, and take additional advice from Occupational Health where necessary.
Regular opportunities to focus on achievements to
Permission to take time out if they’re becoming distressed, (normally just a few minutes is needed).
It
may be that you need to try several adjustments until you
Co-operation of other colleagues
find what’s right for the colleague or a combination of adjustments.
These should be documented on the
Adjustment Passport and reviewed on a regular basis.
In some cases an adjustment won’t work without the help of other colleagues, and as part of the adjustment we’ll be responsible for getting their co-operation. Therefore, we
Some of the reasonable adjustments you could consider:
may have to explain the nature of adjustments to other colleagues to ensure that they understand what the
Using e-mail, text or voicemail if phone calls make
adjustment is and how they can help. Remember to be
the colleague more anxious.
careful not to share confidential information without the
Using e-mail when face to face contact is stressful.
colleagues consent.
Having a quiet work space or working from home to
13.
help with concentration.
Change break times or more frequent breaks. This
How should I plan for their return to work?
could be for additional time out or to take
medication.
Returning to work after an episode of mental ill health can
Moving some of their duties to someone else either
be difficult even with adjustments in place; therefore we
on a temporary or permanent basis.
should do everything we can to make this less daunting
Avoiding direct customer contact, if this makes them
for the colleague. Some things you could consider are:
anxious (e.g. not working on customer services or
the checkout).
Having flexible working arrangements.
another store/site or coffee shop.
This could
Gradually you
be to support periods of extreme tiredness or when
should encourage the colleague to come into their
medication causes drowsiness.
home store/site, even if it’s just to the coffee shop to
Time off for medical appointments, counselling
begin with.
sessions etc.
Arranging any meetings at a neutral venue, such as
Arrange for them to come in for lunch or a team event just so they start to connect with other colleagues
Redeployment to another role, where it is clear that the role and/or team are a cause of the issue.
Creating a return to work plan.
Removing some or all managerial responsibility on a
Discuss
anything
could
potentially be
changed
affects –
their
temporary basis.
condition
Additional training or coaching.
somethings may be beyond your control, so be
Giving more praise or positive feedback.
honest
that
that
Agree how their progress will be monitored.
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however
Update them on what’s been happening at work.
If they need further or additional training on anything,
Equal Opportunities and Diversity Policy
Reassure them that if they need anything that you’re
Supporting Disability
Agree whether they want other colleagues to be aware of why they were off and if there is anything they need to know going forward.
the
colleague
before
they
return
to
work,
documented on the return to work/support plan form and reviewed regularly.
14.
16.
Useful contacts
Mind – the mental health charity for England and Wales. Info line 0300 123 3393 (Monday – Friday 9am -6pm),
The return to work plan must be discussed and agreed with
Related reading
arrange this. there to help and support them.
15.
web site. mind.org.uk. First Steps to Freedom – the Anxiety Action line. Helpline 0845 120 2916, offers advice and information to help with anxiety.
What do I need to be aware of, if a colleague is prescribed with medication?
Mental Health Foundation - web: mentalhealth.org.uk
Mental Health conditions can sometimes take a long time
No Panic – helpline 0800 138 8889, web: nopanic.org.uk,
to diagnose and/or treat and you should be aware that
help and local self help groups for people experiencing
colleagues may be prescribed with a variety of treatment
anxiety.
(this can include counselling, cognitive behavioural therapy, medication etc.) until they find the right one that
Stress management society tel 0203 142 8650 web.
helps to control their condition.
Stress.org.uk – helps people to tackle stress
Where medication is prescribed, it can take a while to get the right type and dosage and often the colleague will experience some side effects. It’s important to separate out any side effects the medication may have from the effects of the condition.
Depending on how long the
medication will be taken for, it may take a period of time until the colleague knows whether this will have any impact on their ability to do their job.
Guide information. Version No.
Date of change
Summary of change
1
4 Feb 2016
New document
Guide owner:
[email protected] Ownership and confidentiality This document shouldn’t be shared with anyone externally without permission from your Director. This policy and any associated documentation remains the property of Tesco and should be returned if requested.
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