Workplace Mental Health Toolkit Resources – Work Organization

RESOURCES

Work Organization

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Influence
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Possibilities for Development
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Meaning of Work
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Commitment to the Workplace (Engagement)

Do you or your workers have any influence over the amount of work and how best to accomplish it? Are you/they able to learn new things and show initiative? Do you/they feel that the work being done is important or meaningful?

Influence refers to having influence over the amount of work assigned to you and the process by which you complete that work.

IDEAS for ACTION

Ideas for increasing worker influence (control):

  • Ensure workers are able to have input in how the work gets done
  • Gather and consider worker input prior to introducing new procedures and technologies
  • Provide outcome goals and allow worker input on how to achieve them
  • Support strong team interactions and problem-solving
  • Avoid micro-management
  • Provide and respect direct communication links between all levels of the organization
  • Ensure worker representation on boards and committees responsible for making strategic decisions

Source: Canadian Centre for Occupational Health and Safety (CCOHS)

ILO CHECKPOINT 11

Engage workers in decision-making about their work organization.

WHY

  • Workers will enjoy their work more and be more productive if they can control how they do it.
  • Workers may be more knowledgeable than others about the work process and therefore their suggestions for improvement may result in more effective work organization and higher productivity.
  • Engaging workers in the decision-making process about their work organization may increase workers’ self-esteem.

HOW

  • Ensure that workers make suggestions or influence changes to work organization.
  • Examine how work organization is set up and where it might be improved. Then organize group discussion about how workers can be more actively involved in continually improving work organization.
  • When and where possible, allow workers to determine:
    •  how work is performed;
    • the working schedule;
    • whom they work with;
    • whether it is possible to work in small groups;
    • the choice of tools, equipment, furniture, etc.
  • Encourage workers to present their ideas about improving their work organization through brief suggestion sessions or by organizing small group discussions.
  • Keep records of all the changes to work organization, and evaluate them regularly.
  • Make proposals and contributions known to all workers as well as the results of the implementation of such proposals. This will encourage further participation.

SOME MORE HINTS

  • Involve workers in the decision-making process.
  • Consider providing workers with increased mobility so they can learn different jobs and have different experiences, giving them opportunities to participate in decision-making about the work organization and the working conditions and environment.
  • Discuss with workers the different measures being considered to change the work organization and the working environment.
  • Provide information and training that will help workers participate in the decision-making process.

POINTS TO REMEMBER

Involving workers in the decision-making process about working conditions and work organization will increase workers’ self-esteem and, at the same time, lead to decisions that have a broad base of support.

 

GET THE APP     |    VIEW PDF     |     DOWNLOAD PDF
Source: International Labour Office (ILO)

 

ILO CHECKPOINT 12

Improve workers’ latitude and control over the way they do their work.

WHY

  • When workers can decide how and when their work is done (for example, in relation to working methods and pace), they actively mobilize their skills and experience and are more likely to be highly motivated at work. Increasing latitude and control of work is important in preventing stress.
  • Through experience, workers usually know well how to maintain the quality of their work and avoid mistakes, particularly when they can organize their own way of completing assigned tasks. Workers will enjoy working and feel less stress if they can influence and control their own situation at work.
  • Work is often done by a work team. When team members jointly decide how different tasks are to be assigned and completed, they can work in a collaborative manner and produce good results. This is far less stressful than when each worker is obliged to repeat fragmented tasks according to the pace of machines and within very short deadlines.

HOW

  1. Plan the work tasks for a group of workers so that each worker or each subgroup can decide how, in which sequence and when the tasks will be done. This is better than assigning to each worker or subgroup fragmented tasks to be completed at a predetermined pace.
  2. Hold brief meetings of the whole work group or team to jointly plan individual work assignments and time schedules. These can be held daily at the beginning of work or at regular intervals during the working week, the month or some other time, until the deadline is met.
  3. Allow workers in the work group or team to influence the choice of tools, equipment, furniture and work methods. Group discussion is useful in achieving this and reaching feasible decisions.
  4. Rearrange the work process so that individual workers or subgroups of workers can control the pace of work and execution of tasks.
  5. Form autonomous work teams by assigning each team the responsibility to decide how to do the work.
  6. Encourage workers to propose ideas about the way work is done within a group, section or team. Organize group discussion to rearrange work methods, taking into account the proposed ideas and other practicable options.

SOME MORE HINTS

  • Collect good examples of autonomous work teams with information about changes made and their positive results. Disseminate these examples through notices on billboards, newsletters, leaflets and e-mails.
  • With the participation of workers, evaluate the achievements of those work teams which have latitude and control over the way their work is done.
  • Show appreciation for the initiatives of individual workers and work teams about work methods and autonomous procedures.
  • Provide learning opportunities for workers to upgrade their knowledge and skills about their work tasks and autonomous ways of working.

POINTS TO REMEMBER

Workers should be able to influence the way their work is performed and the quality of their results. Increased latitude and control over work greatly increases motivation and work quality, and reduces stress at work.

 

GET THE APP   |  VIEW PDF    |    DOWNLOAD PDF
Source: International Labour Office (ILO)

ILO CHECKPOINT 14

Encourage the participation of workers in improving working conditions and productivity.

WHY

  • When work demands are high and workers have limited or no control over their work, the potential for stress increases.
  • Workers can feel more in control if they are able to participate in the decision-making process.
  • Workers are probably the most knowledgeable about their workstations and tasks. Their involvement in planning and carrying out changes to these conditions can lead to useful improvements in productivity which might not otherwise be achievable.

HOW

  1. Create work processes in which workers can control their own work pace and execution of tasks.
  2. Determine the extent to which workers are involved in the design and planning of work. Organize discussions on how they can be more actively involved in work organizational issues such as work methods, pace and pauses.
  3. Where possible, in consultation with management, allow workers to:
    — jointly plan work assignments and time schedules;
    — determine the method, speed, cycle and sequencing of work;
    — determine where the work is done.
  4. Through small group discussions, allow workers to influence the choice of tools, equipment and furniture.
  5. Establish a process whereby workers and managers can jointly discuss means of improving the working environment along with productivity.

SOME MORE HINTS

  • Urge workers to take responsibility for the work process, working conditions and productivity.
  • Allow workers to control such work features as task assignment, pacing, priority and sequencing of individual work.
  • Encourage workers to report challenges in working procedures and also assist in searching for solutions to such problems.

POINTS TO REMEMBER

A key to reducing stress at work is to allow workers to have more control over their work and working conditions.

 

GET THE APP   |  VIEW PDF    |    DOWNLOAD PDF
Source: International Labour Office (ILO)

ILO CHECKPOINT 15

Organize regular meetings to discuss workplace problems and solutions.

WHY

  • Workers can provide a great deal of positive input to the solution of problems and play an important role in their practical application.
  • Solutions proposed by workers tend to be inexpensive, practical and easy to implement.
  • Where there is provision for meetings of task teams, workers feel more in control, which may translate into less stress and greater productivity.
  • Workers have the expertise to assess the time and resources necessary for a job or task to be completed. When there are constraints and problems, they are in a unique position to offer realistic solutions.

HOW

  1. Schedule regular meetings for workers to outline problems related to their work and suggest possible solutions.
  2. Form a small working group which would ask workers and supervisors to develop solutions to workplace problems.
  3. The working group may need information or technical advice to resolve a problem. Provide adequate support, information and technical advice if needed
  4. Once the working group has completed its work, request feedback on the solutions it has proposed from all workers, managers and supervisors involved in the process.

SOME MORE HINTS

  • Organizing a group of workers and supervisors to address a specific problem is productive and will address the problem from different perspectives.
  • If workers know that they may be able to participate in a working group on a problem related to their work, they may be more ready to report work problems and seek solutions.
  • The working group should be ready to seek the advice of others who have experienced in solving similar problems.

POINTS TO REMEMBER

Involving workers in solving problems may lead to rapid, inexpensive and effective solutions to problems and, at the same time, encourage worker participation.

 

GET THE APP   |  VIEW PDF    |    DOWNLOAD PDF
Source: International Labour Office (ILO)

ILO CHECKPOINTS

STRESS PREVENTION AT WORK CHECKPOINTS – CHECKPOINT 6
Adjust the total workload taking into account the number and capacity of workers.
GET THE APP   |  VIEW PDF    |    DOWNLOAD PDF
Source: International Labour Office (ILO)


STRESS PREVENTION AT WORK CHECKPOINTS – CHECKPOINT 7
Rearrange work assignment to prevent excessive demands on workers.
Source: International Labour Office (ILO)

FACTSHEETS

JOB BURNOUT
Source: Canadian Centre for Occupational Health and Safety (CCOHS)


ADDRESSING CONFLICTS
Source: Canadian Centre for Occupational Health and Safety (CCOHS)


HAVING COURAGEOUS CONVERSATIONS
Source: Canadian Centre for Occupational Health and Safety (CCOHS)


PODCASTS

A MENTALLY HEALTHY WORKPLACE
Source: CCOHS


PEER-TO-PEER SUPPORT and MENTAL HEALTH IN THE WORKPLACE: An Interview with Steve Tizzard
Source: Canadian Centre for Occupational Health and Safety (CCOHS)


SOCIALLY BRIDGE THE PHYSICAL DISTANCE
Source: Canadian Centre for Occupational Health and Safety (CCOHS)


SUPPORTING MENTAL HEALTH IN THE WORKPLACE
Source: Canadian Centre for Occupational Health and Safety (CCOHS)


Possibilities for development refers to being able to learn new things related to your work and take initiative.

IDEAS for ACTION

Ideas for improving development opportunities:

  • Acknowledge workers with skills and education over and above the requirements of the job
  • Develop skill and certification development plans and provide the means to accomplish them
  • Encourage workers returning from training to share their insights and knowledge
  • Foster a life-long learning culture in the workplace
  • Develop succession strategies to ensure that vital knowledge is retained when experienced workers retire or leave the organization
  • Ensure workers who require certifications have access to sufficient continuing education opportunities to maintain/improve their certification statue

Source: Canadian Centre for Occupational Health and Safety (CCOHS)

ILO CHECKPOINTS

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Meaning of work refers to whether or not you feel your work is considered important and meaningful.

IDEAS for ACTION

Ideas for improving workers’ sense of meaning at work:

  • Communicate how each person’s work fits into the overall purpose of the organization
  • Respect and value everyone’s contributions, including those performing tasks considered administrative or routine
  • Involve workers in teams and ensure teams maintain a positive working climate
  • Foster an inclusive environment when it comes to decision making, problem solving and goal setting
  • Choose workers with the appropriate interest and skill level for the job
  • Avoid creating jobs dominated by simple, repetitive or monotonous tasks. Divide those tasks among different jobs if they cannot be eliminated.

Source: Canadian Centre for Occupational Health and Safety (CCOHS)

ILO CHECKPOINTS

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Commitment/Engagement refers to whether or not you feel your workplace make a positive contribution to society.

IDEAS for ACTION

Ideas for fostering commitment to the workplace:

  • Communicate the overall purpose of the organization simply and effectively
  • Ensure that every worker knows their contributions are valued and appreciated
  • Involve workers in teams and ensure teams maintain a positive working climate
  • Foster an inclusive environment when it comes to decision making, problem solving and goal setting
  • Choose workers with the appropriate interest and skill level for the job
  • Avoid creating jobs dominated by simple, repetitive or monotonous tasks. Divide those tasks among different jobs if they cannot be eliminated.

Source:  Canadian Centre for Occupational Health and Safety (CCOHS)

Ideas for fostering commitment to the workplace:

  • Communicate the overall purpose of the organization simply and effectively
  • Ensure that every worker knows their contributions are valued and appreciated
  • Involve workers in teams and ensure teams maintain a positive working climate
  • Foster an inclusive environment when it comes to decision making, problem solving and goal setting
  • Choose workers with the appropriate interest and skill level for the job
  • Avoid creating jobs dominated by simple, repetitive or monotonous tasks. Divide those tasks among different jobs if they cannot be eliminated.

Source:  Canadian Centre for Occupational Health and Safety (CCOHS)