[YOUR EMAIL SIGNATURE] - Workplace Strategies for ... · Web viewEach episode can be completed at your convenience over several weeks. I will also complete each episode, and I look

Managing Mental Health Matters - Email 1:Introduction to the program

[You have subscribed to receive the online series of Leader email templates for Managing Mental Health Matters (MMHM). Suggested content for the first email that you could send to your management team is below. Refer to the MMHM Leader's Guide for more information. PLEASE REMEMBER TO REMOVE THIS GREY TEXT BEFORE SENDING TO YOUR MANAGEMENT TEAM.]

Hello,

I am committed to helping fulfill our responsibility to contribute to a psychologically healthy and safe workplace. Part of our approach will focus on education and awareness of managing workplace mental health issues.

Every few weeks I will send you a new link to one episode of Managing Mental Health Matters (MMHM) . This video and story-based program focuses on helping us learn to more effectively recognize and manage mental health-related issues in the workplace, such as return to work, accommodation, performance management, conflict resolution and our own responses to each of these situations.

This week, I'd like to get things started by asking you to do a pre-evaluation. It will help us measure how comfortable we are today with managing mental health issues in the workplace. I encourage you to answer the questions as honestly as possible. This will help to establish a starting point for measurement.. Please send a copy of the completed pre-evaluation to me by [Date] and keep a copy for your records.

There's no need to do anything else right now. Watch for my email in the coming days that will have the subject line: Managing Mental Health Matters: Introduction.

[YOUR EMAIL SIGNATURE]

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The information in this e-mail is intended solely for the addressee(s) named, and is confidential. Any other distribution, disclosure or copying is strictly prohibited. If you have received this communication in error, please reply by e-mail to the sender and delete or destroy all copies of this message.

60 Osborne Street North Winnipeg, Manitoba R3C 1V3

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Managing Mental Health Matters - Email 2:Introduction to MMHM

[You have subscribed to receive the online series of Supervisors' email templates for Managing Mental Health Matters (MMHM ). The suggested content for the next email that you could send to your management team is below. This EMAIL should be sent out a few days after Managing Mental Health Matters - Email 1: Introduction to the program series. Refer to the MMHM Leader's Guide for more information. PLEASE REMEMBER TO REMOVE THIS GREY TEXT BEFORE SENDING TO YOUR MANAGEMENT TEAM.]

Hello,

Previously, I emailed you about contributing to a psychologically healthy and safe workplace. Part of our approach for this year will focus on education and awareness of workplace mental health issues.

This is the first in a series of links to episodes that I’ll send you for the program. You'll be following John, a new manager, through the process of his introduction to his new job that includes learning the principles and practicalities of effectively managing issues related to the mental health of some of his employees.

Each episode can be completed at your convenience over several weeks. I will also complete each episode, and I look forward to meeting with you to discuss what we've learned and its application in our unique work environment.

Please take a few minutes of your time to review the Introduction and start thinking about any challenges you might have experienced at work or have seen within your work team. In the coming days, I'll be sending you an email with guidelines to get started on the first episode.


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Managing Mental Health Matters - Email 1:Managing Emotions - what you can do

[You have subscribed to receive the online series of Supervisors' email templates for Managing Mental Health Matters (MMHM). The suggested content for the next email that you could send to your management team is below. Refer to the MMHM Leader's Guide for more information. PLEASE REMEMBER TO REMOVE THIS GREY TEXT BEFORE SENDING TO YOUR MANAGEMENT TEAM.]

Hello,

Part of our approach to contributing to a psychologically healthy and safe workplace will focus on education and awareness of workplace mental health issues and, in particular, helping us learn to more effectively recognize and manage mental health-related issues in the workplace.

This is an invitation for you to start the episode - Managing Emotions. This episode was developed with an understanding that dealing with distressed employees may be one of the biggest challenges that you can face, especially when it is in addition to the full range of regular tasks you are required to manage on a daily basis. There are strategies that can be used to reduce your own stress, while positively impacting the stress levels and well-being of your team.

This episode has three main sections and, for now, I'd like you to do the skills assessment and then review the video modules.

Please have your review of these two sections completed by [add date approx. 10 - 15 days from this EMAIL] so that we can continue to move through the program. Around that time I'll send you an email to complete the next section of this episode under the subject line: Managing Mental Health Matters: Managing Emotions – Four skill areas.

Thank-you,


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Managing Mental Health Matters - Email 2:Managing Emotions – four skill areas

This EMAIL should be sent out approximately two weeks after Managing Mental Health Matters - Email 1: Managing Emotions - what you can do. [The suggested content for the next email that you could send to your management team is below. Refer to the MMHM Leader's Guide for more information. PLEASE REMEMBER TO REMOVE THIS GREY TEXT BEFORE SENDING TO YOUR MANAGEMENT TEAM.]

Hello,

I'm hoping that you've completed the first part of the Managing Emotions episode and are ready to move on to the final part of this section, Managing Emotions – Four skill areas . This section provides key information, including strategies and exercises that are structured around the following skill areas: Dealing with Other People's Negative Emotions and Reactions, Communicating Effectively, Understanding Your Reactions and Managing Your Reactions.

I'd like you to explore the resources in this section and write out an action plan for improving emotional intelligence as it pertains to your job. To arrive at this, you could choose to do some of the activities or read some of the resources included along the right-hand side of the web page. In your action plan, I'd also like you to think about how we can measure success of any of the goals you set. I'd like to establish this process as part of an ongoing skill development effort that we'll revisit each year.

Please have your review and action completed by [add date approx. 10 - 15 days from this EMAIL]. After that time, I'll send you a meeting request so that we can get together [as a team OR individually] to discuss your plan and do some exercises together to evaluate what we've learned. [Confirm who else may be assisting in the meeting if this might include other supervisors, HR, occupational health or union representatives.]

Watch for my next email that will come to you with the subject: Managing Mental Health Matters: Managing Emotions – Next steps.


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Managing Mental Health Matters - Email 3:Managing Emotions series – next steps

To be sent out approximately two weeks after EMAIL Managing Mental Health Matters - Email 2: Managing Emotions - four key areas. [The suggested content for the next email you could send to your management team is below. Refer to the MMHM Leader's Guide for more information. PLEASE REMEMBER TO REMOVE THE GREY TEXT BEFORE SENDING TO YOUR MANAGEMENT TEAM.]

Hello,

I hope you have now completed your review of the first episode of Managing Mental Health Matters – Managing Emotions.

We can begin to measure our success if we now have strategies for:

Engaging in non-judgmental, active and reflective listening to better understand what an employee is trying to communicate and why.

Responding more effectively to employees who are distressed or, at minimum, avoiding reactions that make a situation worse.

Understanding common barriers to responding effectively to emotionally distressed employees (e.g., uncertainty about what to say or do, lack of clarity about appropriate role, lack of organizational support).

Providing and receiving negative feedback in a constructive and respectful manner. Resolving emotionally charged disagreements between and with employees. Understanding how to more effectively manage the emotional dynamics of a team or group. Understanding how what managers say and do may affect employees' reactions, and how workers'

reactions may impact managers.

To make this a continual learning process, I'd like us to get together [as a team OR individually] on [Date] to review the action plans you've created, do some exercises, evaluate what we've learned and set some goals to address any issues. [Confirm who else may be assisting in the meeting if this might include other supervisors, HR, occupational health or union representatives.]

I would also like you to consider your thoughts or ideas for each of the following questions and come to the session prepared to discuss:

1. What should be our process to develop emotional intelligence in managers? 2. What should be the expectation or threshold for emotional intelligence? 3. How should we measure the outcomes related to emotional intelligence and how should this impact

performance reviews? 4. How do you cope at times of emotional distress or pressure?

In order to have the opportunity to offer your perspectives and benefit fully from this learning opportunity, your presence is required at this meeting. I look forward to our time together,






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Managing Mental Health Matters - Email 1:Managing Accommodation – what you can do

[Suggested content for the next Managing Mental Health Matters (MMHM) email that you could send to your management team is below. Refer to the MMHM Leader's Guide for more information. PLEASE REMEMBER TO REMOVE THIS GREY TEXT BEFORE SENDING TO YOUR MANAGEMENT TEAM.]

Hello,

In this episode, we'll look at how important it is to be aware of what may be necessary or prudent when providing workplace accommodations. When developing or implementing accommodations with employees, we need to understand what is acceptable regarding approach, attitude and language.

Please view and complete all of the exercises within the videos for Managing Accommodation by [10-15 days from date of email]. This includes the videos and related information, as well as the episode quiz. I'll send you a meeting request so that we can get together [as a team OR individually] to do some exercises to evaluate what we've learned. [Confirm who else may be assisting in the meeting if this might include other supervisors, HR, occupational health or union representatives.]

Watch for my next email that will come to you with the subject: Managing Mental Health Matters: Workplace Accommodation – Next steps.


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Managing Mental Health Matters - Email 2:Managing Accommodation – next steps

To be sent approximately two weeks after EMAIL Managing Mental Health Matters - Email 1: Managing Accommodation - what you can do. [Suggested content for the next Managing Mental Health Matters (MMHM) email that you could send to your management team is below. Refer to the MMHM Leader's Guide for more information. PLEASE REMEMBER TO REMOVE THIS GREY TEXT BEFORE SENDING TO YOUR MANAGEMENT TEAM.]

Hello,

I hope you now have completed your review of the second episode of Managing Mental Health Matters – Managing Accommodation.

We can begin to measure our success if we now have strategies to:

Stay calm and focused on the workplace situation rather than on the personal characteristics of the employee.

Respect the employee's right to privacy, as well as his or her right to disclose and discuss his or her mental illness at work.

Differentiate between appropriate and inappropriate questions when speaking with an employee about mental health issues in the workplace.

Be aware of the various possible accommodation strategies for employees experiencing a mental health issue in the workplace.

Engage employees in developing the accommodation plan to allow for their commitment to its success.

I'd like for us to get together [as a team OR individually] on [Date] for the purpose of evaluating our learning, setting goals and measurements, and determining any issues we need to address in our unique workplace. [Confirm who else may be assisting in the meeting if this might include other supervisors, HR, occupational health or union representatives.]


1. How will you approach an individual when you think a mental health-related accommodation may be needed?

2. What will be your process to develop an accommodation plan for your employee and who is involved from our organization?

3. Who can you share personal information about your employee with?4. How will you monitor an ongoing accommodation plan?5. How will you respond to an employee in crisis?6. How will we measure the success of an accommodation?

I look forward to our time together,


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Managing Mental Health Matters - Email 1:Managing Performance – what you can do

[Suggested content for the next Managing Mental Health Matters (MMHM) email that you could to your management team is below. Refer to the MMHM Leader's Guide for more information. PLEASE REMEMBER TO REMOVE THIS GREY TEXT BEFORE SENDING TO YOUR MANAGEMENT TEAM.]

Hi there,

Addressing performance issues with an employee can be uncomfortable and even stressful for some managers at the best of times. This can particularly be the case when the employee is experiencing emotional distress.

Please view and complete all of the exercises within the videos for Managing Performance by [10-15 days from date of email]. This includes the videos, as well as the episode quiz.

I'll send you a meeting request so that we can get together [as a team OR individually] to do some exercises to evaluate what we've learned and to sets some goals. [Confirm who else may be assisting in the meeting if this might include other supervisors, HR, occupational health or union representatives.]

Thank-you,


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Managing Mental Health Matters - Email 2:Managing Performance – manager's checklist

To be sent approximately two weeks after EMAIL Managing Mental Health Matters - Email 1: Managing Performance - what you can do. [Suggested content for the next Managing Mental Health Matters (MMHM) email that you could send to your management team is below. Refer to the MMHM Leader's Guide for more information. PLEASE REMEMBER TO REMOVE THIS GREY TEXT BEFORE SENDING TO YOUR MANAGEMENT TEAM.]

Hello,

Continuing on our review and completion of the third episode of our mental health in the workplace program, I would like you to complete the attached Manager's checklist. This checklist has been developed by Dr. Martin Shain, a leading expert in psychological health and safety at work. Completing this evaluation is primarily for your own benefit and consideration, but I am happy to review it when we meet to look at what this episode has taught us and to assess our next steps in implementing performance management practices that consider the mental health needs of our team.

I look forward to discussing this episode more when we meet in the next few weeks. Watch for my email inviting you to a meeting for further discussion and sharing of our ideas and perceptions.

Many thanks,


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Managing Mental Health Matters - Email 3:Managing Performance – next steps

To be sent out approximately two weeks after Managing Mental Health Matters - Email 2: Managing Performance - manager's checklist. [Suggested content for the next Managing Mental Health Matters (MMHM) email that you could send to your management team is below. Refer to the MMHM Leader's Guide for more information. PLEASE REMEMBER TO REMOVE THIS GREY TEXT BEFORE SENDING TO YOUR MANAGEMENT TEAM.]

Hello,

Thank you for taking time to review the video and exercises for Managing Performance, the third episode of the Managing Mental Health Matters program.


Recognizing when performance issues may be related to mental health issues. Dealing with an emotionally distressed employee. Effectively identifying barriers to success at work and strategies to overcome them. Implementing a supportive, rather than punitive, approach to performance management. Collaborating with employes to develop strategies to deal with any future concerns, should they arise.

It's now time for us to get together [as a team OR individually] on [Date] to do some exercises and repeat the process we've conducted for the previous episodes. All of this feedback and learning is helping to strengthen our team, and address issues or concerns we might have that are unique to our workplace. [Confirm who else may be assisting in the meeting if this might include other supervisors, HR, occupational health or union representatives.] As I indicated, it's critical you attend this meeting to have the opportunity to maximize your learning and share your perspective.


1. What will be your process when performance issues arise? 2. How will you consider mental health issues before beginning discipline? 3. When would you feel discipline is necessary and how would you proceed? 4. What resources or information do you access to assist you with performance management? 5. How should we measure effective management of performance issues?

I value your input and look forward to our time together,


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Managing Mental Health Matters - Email 1:Managing Conflict – what you can do


Hi,

It is common for managers to notice that employees experiencing mental health challenges have difficulty maintaining healthy co-worker relationships. When one is experiencing mental health issues, thoughts and perceptions can be distorted in such a way that it can feel like others are judging, criticizing, and/or threatening you and/or your work. Learning to facilitate and mediate the resolution of conflict between co-workers in the workplace is an important skill for managers to learn.

Please view and complete all of the exercises within the videos for Managing Conflict by [10-15 days from date of email]. This includes the videos, as well as the episode quiz. As we've done previously I'll then plan some time for us to get together [as a team OR individually] to evaluate what we've learned and to discuss the actions we think need to be looked at for our workplace. [Confirm who else may be assisting in the meeting if this might include other supervisors, HR, occupational health or union representatives.] Watch for my next email that will come to you with the subject: Managing Mental Health Matters: Workplace Conflict – Next steps.


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Managing Mental Health Matters - Email 2:Managing Conflict – next steps

To be sent out approximately two weeks after EMAIL Managing Mental Health Matters – Email 1: Managing Conflict – what you can do. [Suggested content for the next Managing Mental Health Matters (MMHM) email that you could send to your management team is below. Refer to the MMHM Leader's Guide for more information. PLEASE REMEMBER TO REMOVE THIS GREY TEXT BEFORE SENDING TO YOUR MANAGEMENT TEAM.]

Hello,

By now you should have completed your review of the video and exercises for Managing Conflict, the fourth episode of the Managing Mental Health Matters program.


Addressing issues of conflict in the workplace in a timely manner to prevent a situation from further deteriorating.

Keeping employees focused on solutions and generating viable options to help avoid the trap of going over and over the same problems and complaints.

Securing agreement and commitment from employees involved in conflict to increase the likelihood that they will follow through.

Let's get together [as a team OR individually] on [Date] to review this episode. I know that I've learned a lot throughout this process and I am looking forward to once again discussing what we've learned and the next steps to be considered for our overall workplace mental health program. [Confirm who else may be assisting in the meeting if this might include other supervisors, HR, occupational health or union representatives.]


1. What will be your process when conflict arises? 2. How will you consider whether conflict may be related to mental health issues and will this change your

approach? 3. Under what circumstances would you feel discipline is necessary and what would be your process? 4. What resources or information do you access to assist with conflict resolution? 5. How should we measure effective conflict resolution?

I am looking forward to your input,

[YOUR EMAIL SIGNATURE]*********************************************************************






Managing Mental Health Matters - Email 1:Managing Return to Work – what you can do


Hi,

Once again, I want to thank you for your ongoing commitment as we continue to work towards improving workplace mental health. This episode will look at some of the accommodations and strategies that can be used when an employee is returning to the workplace after a leave where mental health is a factor. While this might not be relevant to you currently, these strategies, like all of those we've looked at over the past several months, can help strengthen our understanding and awareness of the specific needs of employees during times of emotional upset.

Effectively supporting an employee's successful return to work following a period of disability is an important part of your role. When an employee is returning after a long or short-term disability, they may feel nervous, vulnerable or full of self-doubt about their role at work, their ability to perform their role effectively or how their co-workers will respond. This episode looks at strategies for addressing these concerns and others in our workplace.

Please view and complete all of the exercises within the videos for Managing Return to Work by [10-15 days from date of email]. As in previous episodes, this includes the videos, any additional information and the episode quiz. You can then watch for the meeting request I'll send you in the next few weeks to review this material and discuss our future plans. [Confirm who else may be assisting in the meeting if this might include an HR or other occupational health or union representative.]

[YOUR SIGNATURE]

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Managing Mental Health Matters - Email 2:Managing Return to work – next steps

To be sent approximately two weeks after EMAIL Managing Mental Health Matters – Email 1: Managing Return to Work – what you can do. [Suggested content for the next Managing Mental Health Matters (MMHM) email that you could send to your management team is below. Refer to the MMHM Leader's Guide for more information. PLEASE REMEMBER TO REMOVE THIS GREY TEXT BEFORE SENDING TO YOUR MANAGEMENT TEAM.]

Hello,

By now you should have completed your review of the video and exercises for Managing Return to Work, the fifth episode of the Managing Mental Health Matters program.


Understanding the possibilities and limitations for accommodating a return to work when mental health issues are a factor.

Interacting effectively with the employee for an effective return to work. Reducing workplace stressors or triggers that could affect the returning employee's mental health. Engaging and empowering the returning employee to develop a plan for his or her own success. Managing co-worker reactions, including curiousity, fear, frustration or hostility.

We will meet [as a team OR individually] on [Date] to repeat the process we've conducted for the first three episodes. Over the past few months, we've set the stage for creating a much healthier workplace for all employees, and have considered individual needs for those experiencing mental health concerns at work. [Confirm who else may be assisting in the meeting if this might include an HR or other occupational health or union representative.]


1. What will be your process while someone is off work due to mental health issues? 2. When will you begin discussion about return to work and what will be your process? 3. Who from the organization will be involved in the return-to-work process? 4. What is your process if the return to work is not going well? 5. What resources will you access to assist with the return to work? 6. How will we measure effective and sustainable return to work strategies?

Looking forward to our meeting,


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Managing Mental Health Matters - Email 1:Final Evaluation – test your knowledge


Hello,

We now want to assess where we are with our Managing Mental Health Matters program through Test Your Knowledge. Because this is an evaluation of all of the skills that we've learned, I think it's important that we also get together to discuss the results, once you've had time to complete the evaluation.

Please take some time to review your notes and consider what you've learned and experienced over the past several months, as we've worked individually and as a team through this program. The purpose of this evaluation is to measure how comfortable we are today with managing mental health issues in the workplace now that we've been through several months of learning. We'll also be comparing your feedback at this stage to the pre-evaluation you completed when we began the program. Please send a copy of the Test Your Knowledge evaluation to me by [add Date approx. 10 -15 days from this EMAIL], and keep a copy for your records.

I'll send you a meeting request to review your final evaluation and to discuss where we go from here.

I look forward to our meeting,


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Managing Mental Health Matters - Email 2:Final Evaluation – wrap up and meeting request

To be sent approximately 2 weeks after EMAIL Managing Mental Health Matters – Email 1: Final Evaluation – test your knowledge. [Suggested content for the next Managing Mental Health Matters (MMHM) email that you could send to your management team is below. Refer to the MMHM Leader's Guide for more information. PLEASE REMEMBER TO REMOVE THIS GREY TEXT BEFORE SENDING TO YOUR MANAGEMENT TEAM.]

Hello,

By now you should have completed the final evaluation for the Managing Mental Health Matters program.

Let's get together [as a team OR individually] on [Date] to do the last set of exercises and review the post-evaluation results.

This is an ongoing process, so this meeting will also serve as an opportunity for us to to set measurable goals and determine what we need to do to make workplace mental health a sustainable commitment and priority for our team. [Confirm who else may be assisting in the meeting if this might include an HR or other occupational health or union representative.]

I thank you for your resilience and commitment to this process over the past months.

I am looking forward to getting together,


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Documents

[YOUR EMAIL SIGNATURE] - Workplace Strategies for ... · Web viewEach episode can be completed at your convenience over several weeks. I will also complete each episode, and I look