Beating the blues in the season of good cheer
Staying motivated in winter can be hard for businesses and employees; we suffer the winter blues for a range of reasons. Burnout is a specific problem requiring medical help. But diet, being active, socialising — plus small interventions by ordinary companies — can help too.
Whatever the weather, deep mid-winter can be a time of low spirits as well as joy at work, at home and out and about. Some negative feelings have clinical roots. For other work colleagues, it is a matter of hanging on until light nights and longer days reset their biological clocks.
However, there are also steps recommended by health professionals, plus simple things that individuals and companies can do, to help us work more happily and safely in the dark times.
While the days get longer
The journey through December, Christmas and the early New Year can be a rollercoaster ride for many people that now leads up to the informal day of Blue Monday on the basis that the third Monday in January could be seen as the least inspiring day of the year once winter festivities are finally over.
True or false, the date may be a good time to be looking out for tell-tale signs that some co-workers may be suffering from seasonal strains and stresses for reasons beyond their immediate control more than others and need extra support.
The turn of the year for most workers is probably not a time they want to spend thinking about work. However, for many, workplaces can be an essential source of support, reassurance and friendship.
For the second year running, winter, 2021/2022 is overshadowed by Covid-19 restrictions, concerns about a mixed economic recovery, plus climate change anxieties that have gathered around the COP26 climate summit and its long-term fallout.
A spectrum of conditions
Many people suffer physical and mental winter health impacts for a number of reasons, from straightforward worries, to burnout which the World Health Organisation (WHO) now classifies as a bona fide medical condition, plus SAD (seasonal affective disorder) which is said to affect up to 1 in 10 people.
Identifying and avoiding burnout
Burnout, it is now generally agreed, is an occupational phenomenon rather than a medical condition caused by excessive or prolonged work-related stress which is seen in combinations of physical, emotional and mental exhaustion. This means that employers have a duty of care.
The SAD truth
Exposure to daylight is a key factor. According to the NHS, the winter blues — or seasonal affective disorder (SAD) — may affect around two million people in the UK and more than 12 million across northern Europe
The NHS lists key symptoms as: depression; sleep problems; lethargy; overeating; irritability; plus feeling down and unsociable.
The Seasonal Affective Disorder Association says SAD affects people differently, but, adds that there is usually something that will help; it suggests it is important “…not to give up if the first remedy doesn’t work. Just keep trying.”
The NHS offers basic advice steps. The first is to keep active. Research shows a daily one-hour walk during the day could be as helpful as exposure to light for coping with the winter blues.
Its second tip is to go outdoors into natural daylight as much as possible, especially at midday and on bright days; indoors, pale colours can be used to reflect outside light into rooms, but sitting near windows is advised whenever possible.
Keeping warm is also important. With bad symptoms, it is important to see a GP. However, cold adds to depression; staying warm can halve the winter blues. Hot drinks and food help, as do warm clothes and shoes. Ideally, rooms should be kept at between 18°C and 21°C (64° F and 70°F).
Unsurprisingly, healthy eating can be a mood booster that gives the body and mind more energy without putting on winter weight. A craving for carbohydrates — pasta and potatoes — must be balanced with plenty of fresh fruit and vegetables
Light therapy — sitting in front of a light box for up to two hours each day helps some people. Light boxes are around 10 times stronger than ordinary home and office lighting, and, according to the NHS, cost around £100. Dawn simulators can be used to mimic sunrise and waking up gradually.
A good night’s sleep and regular sleep patterns help too. The advice is to go to bed and wake up at the same time every day, while trying to relax during the day with moderate exercise, yoga or meditation.
Active minds ward off SAD; taking up new hobbies offers something to anticipate and concentrate on. Socialising with friends and family — accepting invitations to social events — is shown to be positive for mental health and keeping the winter blues at bay.
Talking treatments, such as counselling, psychotherapy or cognitive behavioural therapy (CBT) are a further option.
Another is joining a support group to share SAD experiences with people who empathise.
If symptoms become so bad that normal life is not possible, seeking medical help is vital.
Practical workplace advice
Many large companies also have advice to share with smaller companies, particularly around productivity issues that can be hit hard by even a few employees who, beyond their immediate control, suffer from SAD in short winter days with limited hours of sunlight.
The advice here is to remove morning stress by going out of doors early. This can be a positive environment for setting the right tone for successful days, and reviewing — or perhaps, where possible, removing — challenging tasks.
Another suggestion is to follow simple routines, such as organising tomorrow’s clothes today, or preparing lunch in advance. Forward-planning can help in putting the best foot forward.
Another tip is to decorate offices and workplaces with low-maintenance plants that distract from gloomy outdoor weather. Setting goals in the New Year and beyond can also help to lift horizons.
Being a social butterfly and moving from comfort zones can break the mould too, even when it is freezing outside.
Every little helps
Although largely considered to be a myth and commercial distraction from the real effects of mental illness, “Blue Monday” is said to be more-or-less the day in the year when morale and good feeling are probably at their lowest. However, firms can help their staff and their own productivity in a number of simple ways.
They include inserting a “wellbeing break” into the daily work programme and encouraging teams to invest their personal “me” time in fitness workouts, activities with children, or meditation.
Opening up is important too. According to Bupa’s Workplace Wellbeing Census, 71% of people say having an approachable manager in the past made them feel comfortable enough to raise their own specific wellbeing issues.
Staff also have different homeworking situations that may include caring for children or a vulnerable person. Speaking to employees individually about their responsibilities, needs and flexible workloads can help.
Working from home can be lonely; 50% of employees say colleagues have a positive impact on their wellbeing at work which makes staying connected important. This can be achieved by checking in with each other on daily work plans and non-work news … or team events such as virtual coffee.
Creating fun events, recognising good work, keeping happiness levels up through the year, and maintain good leadership and management habits can make a big difference too.
Takeaway
Winter with its festivities is generally a time of joy and fun. However, for many employees it is also a season of anguish, tiredness and poor motivation that can seriously lower the quality of their lives, as well as the productivity of places where they work.
Though the symptoms in some cases are very similar and not easy to diagnose without a trained medical opinion, burnout, SAD (Seasonal Affective Disorder), and generally low spirits, can be distinct mental, physical and emotional states where the best remedies differ.
What will you be trying over the Christmas period?
Contact us if you require further information.
Fire door inspection regime
Question We have several properties that are fitted with numerous timber-based fire doors. It has been suggested that we should be inspecting these regularly. Is this the case and how often should this be done as it could have significant resource issues?
Answer A fire door is a complex structure that consists of various elements that must be designed, installed and, very importantly, maintained so as to ensure the fire resistance performance requirements are achieved when required to do so.
Apart from maintaining compartmentation, the other main function of fire doors is to allow access and pedestrian traffic flow. This can lead to deterioration, wear/tear and damage to fittings or door elements due to repeated operation and/or abuse.
Article 17 of the Regulatory Reform (Fire Safety) Order 2005 (or its equivalent in Scotland and Northern Ireland) requires the responsible person to ensure that the premises and any facilities, equipment or devices are subject to a “suitable system of maintenance and are maintained in an efficient state, in efficient working order and in good repair”.
BS8214:2016 Timber-based Fire Door Assemblies. Code of Practice makes reference to this requirement while guidance from the Chief Fire Officers Association states that maintenance regimes should include “inspection and testing by a competent person, as necessary at suitable intervals”.
To meet this regulatory requirement, there are various good practice guides that can be followed to inform the responsible person as to frequency of inspections.
For example, BS9999:2017 Fire Safety in the Design, Management and Use of Buildings. Code of Practice recommends that automatic release devices are tested daily and monthly, while fire doors themselves are inspected every six-months.
However, BS8214 and guidance from the Architectural and Specialist Door Manufacturers Association (ASMA) suggest that the frequency of inspection can be determined according to the risk assessment and relative to the frequency of use of the doorway.
In general, frequently used doors (eg less than 80 times in a 24-hour period) could be inspected monthly and high usage doors (eg more than 200 times in a 24-hour period) weekly.
This could have resource implications where numerous doors are involved and as such, other factors could be taken into consideration as part of the assessment including the:
Any decisions on the inspection regime should be recorded along with the rationale and kept under review to adapt to any changes in circumstances. It should be remembered that the fire strategy for buildings almost always assumes that fire doors operate as they were designed to, ie why appropriate maintenance is essential.
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Why have this talk? Every year many accidents resulting in injuries occur through slips, trips, and falls. Most of these slips, trips and falls that occur are easily preventable with a little consideration and care.
What will this talk cover? The causes and prevention of slips, trips, and falls.
Toolbox Talk: Slips, Trips and Falls
What causes slips, trips and falls?
How to prevent slips, trips and falls
Questions for employees
Do you have any questions for me?
Contact us if you require further assistance.
Why have this talk? Exposure to vibration can result in serious injury and disability.
Also, vibration and sound waves can travel through the ground and cause disturbances to the environment and local community, as well as causing structure damage over time.
What will this talk cover? The sources, effects, and methods of overcoming excessive vibration and reducing nuisance to others from vibration.
Who is most at risk? Those who regularly use high-vibration tools, equipment and machines.
Toolbox Talk: Vibration
Harm caused by vibration
Sources of vibration
Many items of equipment and plant can cause vibration.
Hand–arm vibration damage is mostly caused by hand-held power tools, for example
Whole-body vibration can be caused by, for example:
How to prevent and control vibration
Questions for employees
Do you have any questions for me?
Contact us should you require further information.
Winter’s coming: are you prepared?
This autumn there have already been incidents of severe flooding, hurricanes and even snow. Although, it is tempting to hope that such extreme weather is just a one-off, our changing climate means that we are likely to experience more severe weather, not less.
The Climate Change Committee has warned that “future UK winter weather may be dominated more often by weather patterns associated with wetter, wilder and windier winter weather”. And although bitingly cold winters are not a key part of the predictions, variability is, meaning that businesses would be wise to properly prepare for winter regardless of how cold, or snowy, it might be. The cold, icy conditions experienced during the winter of 2018/19 — which led to temperatures plummeting to -14°C in the Cairngorms in Scotland and bringing some cities to a halt — were estimated to have cost the UK economy £1 million for every day of disruption.
Preparing for winter
To prepare for inclement weather, a winter plan should be put together with an associated risk assessment. This should be carried out well in advance, and revisited and revised throughout the cold period. The winter plan will be part of the suite of contingency plans already in place that outline what could happen in worst-case scenarios, and how these risks are mitigated and managed. For example, how would the business fare if power supplies went down?
Due to the impact of Covid-19 and the resulting lockdown, last year’s winter plan was likely to have been radically different to those preceding it. Some aspects may be still relevant; others may need adapting based on the current and anticipated measures for Winter 2021/22. As part of any planning process, include a review of how the plan fared last year, as well as the year before, so that new approaches can be adopted where processes were less than ideal.
Some areas that could be addressed as part of winter planning are outlined below.
Preventive maintenance
Bad weather and high winds can expose any building flaws, especially in areas such as roofs or windows. Before winter comes, carry out a condition survey to identify any potential problems, and prioritise them for repair.
Similarly, regularly inspect heating systems and any other plant required for emergencies, such as back-up generators. Proactive maintenance and regular inspections will help reduce the chance of failure when these bits of kit are most needed. Consider setting additional “winter” KPIs to help track and monitor those tasks that need to be given higher priority during this time.
Proper ventilation will also be crucial this winter to help reduce the spread of Covid-19. Options such as opening windows may become less appealing as it turns colder, and so mechanical ventilation will be relied upon. Again, preventive maintenance will help ensure that all systems are functioning well.
Slips and trips
Snow and ice are two obvious winter problems that can be a hindrance to any business. Make sure that supplies of grit are fully stocked, and that weather warnings are regularly checked so that the grit is used when needed. Staff employed to spread grit need proper personal protective equipment (PPE) as well as a map of where to grit, and priority areas. Keep records of where and when gritting takes place and fully train staff. Also ensure that any gritting is carried out in a Covid secure manner, for example, by providing individual PPE.
Do not forget inside the building too — staff bringing snow and ice in on their shoes can create slippery surfaces, so consider adding extra mats at the front doors to help keep the building clean and to absorb any extra wetness.
Remember that slips and trips are not just isolated to times when snow falls. Darker mornings and evenings can cause more accidents, as can autumnal leaf fall. As part of maintenance checks, ensure external lighting is adequate and that entrances and pathways are kept clear of leaf litter and debris.
Staff working outdoors
As part of the maintenance team there might be people who are regularly working outdoors. Although minimum working temperatures do not apply for these workers, there is, however, still a duty of care to ensure that people are not working in unsafe conditions. This could mean that managers need to look at rotas to avoid staff working outside in the cold for long periods of time, as well as making sure there are adequate facilities for people to warm up and take a break. The availability of facilities is especially critical if breaks need to be staggered due to Covid-19, or if the usual facilities have changed. Additional PPE to account for the weather can also be appropriate — for example, having good waterproofs.
Managing sickness
Along with bad weather comes the dreaded winter flu. This year, seasonal flu may also coincide with another wave of Covid-19 infections meaning that managing sickness will be more important than ever. Health and Safety representative and managers can play an important, if not visible, role in reducing the impact of staff illness spreading. For example, by stocking up on soap and alcohol gels and working to promote “hands, face, space” messaging and other good behaviours to reduce the spread infections.
Winter doesn’t always mean catching a cold. For some, it can also bring about the onset of Seasonal Affective Disorder (SAD) as well as a propensity for less exercise and a change in diet. The impact that Covid-19 has had on mental health is well documented, and the onset of winter can make any pre-existing condition worse. Keep this in mind; perhaps renew or re-launch any wellness campaigns or promote any mental health support that is offered by the business.
In short, plan ahead. Make sure that a winter plan is in place, any maintenance is carried out and that the business is ready should the worst happen. If bad weather does strike, then remember to review how it went afterwards and implement any changes that might be necessary.
Contact us for further information or advice.
