Seven Surprising Business Tactics for Better Mental Health

Introduction

Can the way you save your files impact someone’s mental health? I say yes!

In today's fast-paced work environment, productivity can often precede well-being. But do productivity and mental well-being always have to be seen as separate? As a change manager and advocate for mental health in the workplace, I've witnessed firsthand how implementing regular business practices in mindful ways can significantly enhance mental well-being and increase the productivity of teams. In this article, we'll explore seven strategies you may not have initially associated with mental health and how they can make a profound difference in fostering a positive work culture to support your team's mental health.

1. Cultivating Transparency and Connection through Internal Communications

Creating a healthy work environment requires effective internal communication. By establishing clear channels for communication and encouraging open dialogue, organizations can foster transparency, connection, and trust among employees. 

Whether using email, Slack, or an internal site, ensure your team knows where and when to expect communications. It is great to have multiple communication channels as long as your team knows which tools to use and when. I have been in too many roles where every team uses a different communication channel with no rhyme or reason, leading to confusion, frustration, and even distrust as messages get lost. With expectations set, your team may know they can send a Slack for quick questions but expect important company-wide announcements to come in the Friday email digest. Clear usage guidelines cut out the concern that important messages are getting lost.

Through a solid internal communications structure, employees can feel more at ease knowing they will get the information they need on upcoming changes, milestones, or events. Knowing you are getting the same information as your peers and not falling through the cracks does wonders in fighting anxiety, feelings of isolation, and fear. 

And remember that your internal channels can also be a great place to build a culture of celebration and recognition. Use your communications to give shout-outs when teams complete projects or employees receive a great review from a client. Remember, not everyone likes public accolades, so find the best celebration style for your team and culture.

2. Streamlining Meetings with Efficient Meeting Policies

Meetings are notorious for eating up valuable time and contributing to employee burnout. Organizations can optimize productivity and reduce stress by implementing efficient meeting policies, such as meeting only when necessary, avoiding scheduling meetings over lunchtime, and providing built-in break time. 

At one of my previous companies, we experimented with shorter, more focused meetings. We saw a significant improvement in employee engagement and satisfaction. We ensured meetings ended at 25 or 45 minutes to provide a break for those who may have had back-to-back meetings. We also created a great system to help us prepare by setting the meeting intention, developing a solid agenda with time points, and emphasizing the importance of using the "parking lot" to house ideas that may not be relevant to the specific topic. These actions made the meeting much smoother and allowed us to end on time. It also didn't hurt feelings when the team moved to the next agenda item because we had met the allotted time.

Not only do efficient meetings, and fewer of them, feel better for our mental health, but for those of us with anxiety, who may need extra prep time, or who may need accommodations, a well-outlined meeting helps us prep on our end. Add a note-taker who shares meeting minutes with action items, and suddenly, meetings aren't the bain of your work day.

3. Prioritizing Clarity and Control through Project Management

I can not stress enough the incredible value of a good project manager. Having someone who knows how to move a project from beginning to end by herding all of us cats is like magic. Who else can take the information to build a comprehensive schedule and manage scope, cost, resources, risk, quality, and all those stakeholders? Your magical project manager. I could go on.

But in essence, there is even greater value in project management than moving a project forward. Project managers can create a sense of safety and order in today's hectic world. Clear priorities, expectations, and workflows are essential for reducing uncertainty and empowering employees to feel in control of their work. Organizations can enhance motivation and satisfaction by setting transparent timelines, defining roles and responsibilities, and demonstrating the value of individual contributions. Allowing employees to understand their specific value to the larger project plan also helps build a sense of purpose and meaning as they see their active contributions to company goals.

Let's hear it for the project managers in our lives: keeping things running, looking around corners, and guiding us back on track when we stray.

4. Navigating Change with Empathy and Resilience

I can easily discuss the importance of change management for mental health. I have been shouting it from the rooftops for years. Like project management, having a plan can significantly ease anxiety. Having a plan developed with the emotional concerns of your team baked in is the perfect compliment to the structure and forward movement created by project management.

Organizational change can be disruptive and stressful for employees. However, organizations can mitigate resistance and foster a smoother transition by approaching change with empathy, resilience, and strategic communication. 

Implementing feedback loops, providing support resources, and prioritizing training and skill development are effective strategies for equipping employees to adapt successfully. These are also tactics that come up repeatedly in workplace mental health discussions and research.

Regular formal or informal check-ins allow employees to voice their concerns, share ideas, and feel heard. At a previous company, we built a question-and-answer period during our monthly staff meeting where employees could ask questions and share concerns, creating a sense of community and belonging and addressing the team's concerns.

5. Leveraging Technology for Efficiency

Technology plays a significant role in enhancing security, efficiency, and employee well-being in the workplace. By investing in user-friendly tools, ensuring data security and privacy, and establishing clear guidelines for technology usage, organizations can streamline processes and reduce cognitive load. 

But technology is only good if your team knows how or when to use it or what it is for. Create a cheat sheet to help your employees better understand your tech stack. Provide the list of tools they can access, where they can find the tools, what your team uses them for, and where they can find learning resources. Technology can create enormous shifts in efficiency that help reduce stress, develop more robust teams, and foster trust. But it can only do so if everyone is on the same page.

Remember that people learn at different paces and that with our multigenerational workforce, technology can be challenging for some. Provide easy-to-find learning resources and develop a robust change management plan when introducing new technologies.

6. Ensure Continuity Through Document Storage and SOPs 

I have such a nerdy sense of joy when I view a well-organized document management system. Does your team know where you store that quarterly report they are supposed to send? What if Kira goes on vacation, and Tai has to find it? Like your technology tools and internal communications, ensure your team knows where to find what they need and how to access it.

One of the most unacknowledged issues regarding people not taking time off for health or vacation is worrying that they can't pass on their current work or projects. What if something happens? In the ideal world, the individual responsible will document standard processes and procedures to help anyone step in if needed. Not only will they have helpful instructions outlining the task process, but all required documents will be available and easy to find. 

Like internal communications, many teams and individuals use their personal systems for document storage. Having multiple storage systems across groups and computers means that if someone has to step out for an emergency and the critical report is on their desktop, you are either out of luck or have to make a very uncomfortable phone call. Cut down on the stress of these situations and provide the comfort that anyone on your team can help you out in a pitch. Yes, they may not do it your way, but isn't that worth a bit of relief when you have to take your kid to the doctor?

Want to make this even better? Go beyond a well-written Standard Operating Procedure and highly organized document filing system and cross-train your team to cover the essentials.

7. Prioritizing Smooth Transitions with Onboarding 

Smooth transitions during onboarding are essential for maintaining employee morale and engagement. By welcoming new employees with comprehensive onboarding programs and providing support and guidance for departing employees, organizations can ensure a positive experience for everyone involved. 

With a strong onboarding program, new employees can feel safe learning as they go. While I'm sure many wish they could "hit the ground running," no one knows everything, and joining a new company with new tools, culture, relationships, and structures takes time to understand. Create a buddy system for new hires, pairing them with experienced employees who could provide mentorship and support during their transition. Provide training and regular check-ins with the supervisor and the immediate team, and give time to sit and learn. For those of us who may need extra time to process and transition, having time to sit and digest new information can do wonders.

Conclusion

Viewing these basic business practices through the mental health lens improves productivity, drives business, and enhances employee mental health and overall well-being. Organizations can cultivate a positive work culture through transparency, connection, and support, which empowers employees to feel valued and motivated to thrive. Using systems and technology as catalysts for mental health can increase the usage and engagement with these efficiency tools while building a strong and healthy team. As leaders, it's our responsibility to prioritize the mental health of our teams and foster an environment where everyone can succeed. Together, we can build healthier, happier workplaces for the benefit of all.

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Looking for more tailored guidance? Contact Linea to consult with your team, train managers, or give a keynote at your next company event.

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