How to deal with stress among employees

We collaborate with PsykiatriFonden This booklet has been produced in collaboration with PyskiatriFonden and is directed to you as manager. In the booklet you will find facts about stress and ideas as to what you can do if one of your employees suffers from stress. PsykiatriFonden is a private, humanitarian organization (NGO), which purposively works to make it more acceptable to be mentally ill in Denmark. PsykiatriFonden is behind several activities, all with the purpose of prevention and information about mental illnesses.

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When an employee suf fers from stress There may be many reasons why an employee is not happy or doing well. If it has something to do with stress, it is important that you, as manager, identify this and step in as fast as possible. Stress over a long period of time can result in serious health consequences, for example depression. The longer it takes for someone to intervene, the more serious it can become. Do you know the symptoms? Symptoms of stress and depression are not always easy to identify and, unfortunately, the symptoms are often overlooked. As manager, you need to pay attention over a period of time (since often the symptoms do not occur on a daily basis).

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In particular, you should be aware, if an employee exhibits any of the following symptoms: • continuous physical symptoms • difficulty concentrating • forgetfulness • easily annoyed • fails to meet deadlines • lacks a broad view of things • is more quiet than usual • avoids breaks and social events • changeable behaviour.

Remember … It is important to make appointments and to follow-up on conversations. This way, the employee feels that he/she is being taken care of. You should also talk to his/her colleagues about showing consideration for the employee in question.

Fast treatment is important The faster you react – the faster your employee can recover. The right kind of treatment is very important as well as helping the employee understand what has caused the stress. It could be the working conditions or it could be private relations. But it can also be a combination of both. Intervene – and show consideration Stress is a condition that may lead to depression or other illnesses, if nothing is done. When a person suffers from stress, the body begins to produce stress hormones. If this goes on for a long period of time, it affects the function of the brain. Treatment is not the work place’s responsibility. But it is your responsibility to take care of an employee, who is not doing well, and to show the necessary considerations, such as helping to prioritize and organize the tasks and the work differently, so the employee can continue the work, despite his/her symptoms.

What you can do • Talk to the employee about the symptoms you have noticed • Listen to how the employee experiences the situation • Advise the employee how the workplace can support • Prioritize and adjust the tasks together with the employee • Help the employee find information and advice about stress • Recommend the employee seeks treatment, if necessary. How can Danica Pension assist? If an employee is suffering from stress and is treated by e.g. a psychologist, the treatment is often covered by Danica Health Insurance.

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When an employee is reported sick Remember … It is important that the offer of support is genuine. Many offers depend on finances and it is an advantage, if you have checked the possibilities of financial compensation to the workplace and/or to the employee beforehand.

Stay in contact and show interest Stress and depression can lead to sick leave for a short or long period of time. In such case, it is important that you, as manager, show consideration and respect for the employee. The most respectful and helpful thing you can do, is to stay in contact with the employee and show interest. Many people on sick leave are saddened that they hear nothing from their workplace. It only reinforces the anxiety for the future and can diminish the employee’s trust in him/herself. This is what you should do • Stay in contact – both by phone and by inviting the employee to come and visit the workplace

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• Talk about the employee’s difficulties • Ask about the employee’s expectations in the light of the illness • Advise what the workplace can offer • Have the statutory 4-weeks-conversation – at this meeting you can suggest to make a so-called “mulighedserklæring” describing tasks, the employee can undertake • Refer to counselling with the employee’s own doctor, psychologist, the municipality or the social workers in Danica Pension.

How can Danica Pension assist? You and your employee are welcome to contact our social workers for counselling. Furthermore, the employee has the possibility of receiving a benefit payment from the disability cover. In this case, the money will be payable to the workplace, as long as the employee is still employed and is receiving the same salary as usual.

When an employee returns to work on a part time basis Remember … It is important that you inform the colleagues in the department about the employee’s situation (naturally, subject to the agreement of the employee in question). The Jobcentre in the municipality can help you prepare a course, which can make the employee’s return as easy as possible.

Help the employee through a difficult time It may be difficult to return to work after a period of stress or depression. Often, going to work will reactivate the feeling of stress – even if the employee only has to work a few hours to begin with. This feeling can be quite frightening, but usually it is a passing reaction. As manager you can do many things to help your employee through the difficult period and this way, the employee can return to work as soon as possible.

This is what you should do • Engage in regular conversations with the employee • Talk about your expectations • Make an agreement about working hours and support and treatment, if necessary • Make sure to specify and prioritize the tasks • Give clear and concrete feedback • Discuss what the limitations mean to the rest of the department.

How can Danica Pension assist? Our social workers can advise as regards aid from the State. If the employee needs to see a psychologist or be treated by another specialist, it may be covered by Danica Health Insurance.

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When an employee is well again Support and follow-up Your employee may be mentally affected after a period of stress or depression. Often, the employee feels unsure of his/her own judgement, due to the fact that he/she has not been able to look after him/herself. This uncertainty will be even greater, if the employee’s surroundings also failed to react, when it was most needed. It is important that you support your employee when well again – especially in the beginning – and that you continue the follow-up on his/her progress.

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This is what you should do • Ask how he/she is doing • Talk about prevention of the same happening again • Follow-up on the tasks and the guidelines • Give continuous feedback • Advise the employee where he/she can obtain support, if needed. How can Danica Pension assist? You are welcome to contact your daily contact person if you need help regarding stress policy or other preventive initiatives.

Do you want to know more? Did you know that … Stress is an increasing public health problem according to the State’s Institute for public health. The costs are high – both the human and the financial costs. With a stress policy you can determine how you wish to prevent stress and what should be done, if an employee suffers from stress. This way, you can bring down the total sick absence.

Stress and depression In the booklet “Are you absent due to stress?”, we have, together with PsykiatriFonden, collected advice for employees, who suffer from stress or depression. You can find the booklet on danicapension.dk/brochures. You can also find more information on psykiatrifonden.dk.

4-weeks-conversation and “mulighedserklæring” The National Labour Market Authority has produced a guide about sick leave “Når en medarbejder melder sig syg – nye muligheder og pligter” (only in danish). In this guide you can read more about rules in force as of 1 January 2010. Should you need a “mulighedserklæring”, you can find it on ams.dk.

Call for advise As manager, you can call advisers of PsykiatriFonden’s Erhvervsrådgivning. You can also call the company’s Corporate Care, if you have a specific problem relating to stress or depression.

Public benefits Call our social workers on 45 13 17 17.

PsykiatriFonden’s Erhvervsrådgivning: 20 34 68 97, Monday - Thursday from 9 a.m. to 4 p.m. and Friday from 9 a.m. to 3 p.m.

Prevention Are you interested in “Danica Sundhedsfremmer?”. Check danicapension.dk – or contact your adviser in Danica Pension.

Notice of illness On danicapension.dk you can find information and report illness. Grant to treatment by a psychologist Call our Health Group on 70 25 02 03 – and find out what is covered by Danica Health Insurance.

Corporate Care: 21 46 30 29, Monday – Friday from 9 a.m. to 4 p.m.

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Danica Pension Parallelvej 17 2800 Kgs. Lyngby Telefon 70 11 25 25 Fax 45 14 96 16 www.danicapension.dk

Forsikr ingsselskabet Danica, Skadeforsikr ingsakt ieselskab af 1999, CVR-nr. 25 02 06 34, København DK Danica Pension, Livsforsikr ingsakt ieselskab, CVR-nr. 24 25 61 46, København DK

DAN90433 . 2011.03