Mission: To make health a top priority for everyone in Northern Ireland.

Name of workplace:
Ards Citizens Advice Bureau, Newtownards.

Sector and description of organisation:
Ards Citizens Advice Bureau provides information and a free, confidential and impartial advice service that covers a range of issues to the general public through services in the bureau and in the community.

Number and profile of employees:
Ards Citizens Advice Bureau has seven employees, two job share and five are full-time. We also have 19 volunteers.

Who are the people within the organisation tasked with implementing Work Well?
The Manager is tasked with implementing the Work Well initiative.

How did you identify the priority actions for your healthy workplace programme?
We worked with the HPA to identify our healthy workplace needs. Part of this process included distributing an employee questionnaire, which helped to identify some priority actions we should take. Participating in this process helped us to focus on key issues relating to our impending move to new premises, which could potentially impact on the good health and wellbeing of our staff.

What priority actions were identified?

• Alleviate stress in the workplace eg cramped conditions and the lack of adequate services.

• Improve physical comfort eg natural light and ventilation, kitchen facilities etc.

• Increase awareness of fire and health and safety procedures.

• Promote healthy lifestyles through providing information and raising awareness.

• Create smokefree premises.

• Raise awareness of company policies.

How were the actions implemented?

Stress

• Everyone was given more personal space to work in.

• We ensured there was adequate provision of equipment, eg phone lines and computers, to allow staff to do their work more easily.

• Employees were encouraged to attend a stress awareness session provided by our local health promotion department.

• Employees were given information relating to stress in the workplace, eg leaflets.

• Employees were invited to attend a lifestyle fair where they could receive a stress check.

Physical comfort

• Windows that provided natural light are present in the new premises.

• All members of staff were consulted and allowed to have an input into the move to new premises.

• Employees took ownership of the premises by actively taking a role in painting and decorating.

• Employees were encouraged to take pride in their workspace by having a decorating competition.

Fire and health and safety

• An external fire protection organisation conducted an audit on the new premises and made recommendations that were followed up.

• First aid training was provided to a number of employees.

Healthy lifestyles

• We raised awareness about the importance of daily physical activity by getting involved in the Work Well step-o-meter challenge.

• Employees were encouraged to attend a healthy lifestyle training session provided by our local health promotion department.

• A notice board was erected to provide information to staff on a number of health-related issues, eg breast cancer, diabetes and cardiovascular disease.

• Employees were invited to attend a lifestyle fair where they could receive a health check, eg blood pressure and Body Mass Index, and speak to healthy lifestyle experts.

• Kitchen facilities have been provided, including a fridge and microwave, to allow employees to bring in their own lunches.

Smokefree premises

• At planning meetings, we discussed opinions on the smoking status of the new premises and decided to go for a smokefree building.

• We posted no smoking signs around the premises.

Raise awareness of company policies

• We raised awareness about the different company policies, eg harassment and flexible working, at staff meetings and encouraged discussion around them.

Which aspects went particularly well?

• Initial discussions with the health promoting workplace coordinator on the concept of a healthy workplace happened at a very good time, as did results from the employee questionnaire. The process allowed us to focus on key issues regarding the health of our staff in the new premises, and how to get the most out of our new premises.

• Being involved in the Work Well initiative gave us access to information that we did not have before. Much of this information, eg leaflets relating to health issues, could be posted on a dedicated notice board for staff.

• Taking part in the step-o-meter challenge was a great experience and gave some staff members a taste for walking.

• The healthy lifestyle training event provided by the local health promotion department was enjoyable and successful in raising awareness about healthy lifestyles.

What problems were encountered and how were these overcome?

• The budget for moving premises was small. Relying on other people’s generosity (we received donations of paint and money for chairs) and the enthusiasm of the staff allowed us to overcome this to some extent. Employees relished the opportunity to have our own premises and were happy to come in during the evenings to help in their preparation. As a result, there is a better sense of pride and ownership among the staff.

• Initially, employees were wary of our reasons for talking about good health and wellbeing issues. By providing workers with information and gentle encouragement, and allowing them to make decisions themselves, we overcame this difficulty.

• Getting the correct telephone system in the building was fraught with difficulties. This was important for the mental wellbeing of staff, and necessary to allow them to do their work. Having discussions with BT explaining to them how the office worked and what type of service we needed helped to overcome some of the installation issues.

• It was difficult to raise staff awareness of company policies without raising their expectations about becoming involved in policy development. Explaining to staff that we are a local office and that all policies are decided and handed down by the regional office eased the difficulties in this process.

What benefits do you see for your organisation and your employees?

• Everyone is happier in their work. There are magazines and toys available for clients and a radio playing in the background, which means both staff and clients are less stressed.

• There is more natural light, fresh air and personal space for everyone to work in.

• The kitchen has allowed people to bring in their own lunches, which tend to be healthier.

• We now take a more holistic view when looking at the performance and wellbeing of our staff, rather than just focusing on what would previously have been considered ‘work’ issues.

How has success been measured?

• Staff are visibly happier.

• We can also measure success by looking at how the new premises meet the needs of the staff and clients.

• We give clients the opportunity to give us feedback - there is a book in each of the interview rooms that they can comment in.

• We get feedback from the employees each year in their annual appraisal by asking questions specifically related to their workplace health needs.

What are the key plans for the future?

• We would like to continue encouraging staff to attend training days. We have a number of training days in the pipeline, including one on good relations and another on dealing with conflict and aggression, which we believe will further benefit the good health and wellbeing of our staff.

• A workplace health policy statement needs to be developed, approved by the management board and communicated to and understood by all employees.

• Following contact with Gillian McEvoy of Belfast City Council, we would like to conduct a stress audit to inform the development of a policy on stress.

• There is now an induction programme for all new staff, which will be revised to include information on good health and wellbeing, and the workplace health policy statement.

• We plan to establish a training and development policy for staff.

• We will be training staff on how to use the fire extinguishers.

• Health checks are to be organised through the Northern Ireland Chest, Heart and Stroke Association (NICHSA).

• We want to organise a fruit week to promote the benefits of eating different fruits and vegetables each day.