Master slide deck A resource for HR professionals and managers to create individualized - PowerPoint Presentation

1. Master slide deckA resource for HR professionals and managers to create individualized resources for their people

2. Guide to this deck Why do people not take breaks?This slide deck has been developed as a master deck for use across HIOW. The content in this deck has been used for the webinar series and has been provided here in the full form to allow you to cut and deliver segments depending on your need.

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4. Overview of resources

5. Content of the master deckSECTIONSHEADLINESSlide numberINTRODUCTIONWhy breaks are importantWhy we don’t take breaksHow we can make breaks happen – taking a shared responsibilityWHAT GOOD BREAKS LOOK LIKEWhen – schedulingWhat – optimizing break activitiesHow – changing behaviour I – WHAT CAN WE DO FOR OURSELVESWhen and how long to take a breakStrategies for rest and recoveryOvercoming obstaclesExamples tailored to staff groups – shift workers, desk-based workers, home-workers, communityG – WHAT WE CAN DO FOR EACHOTHERRole modellingChecking inBreaking social normsL – WHAT CAN MANAGERS DOStrategies for goal setting and behaviour changeRole modellingOpportunities and permissionManaging and monitoringSignposting to resourcesExamples tailored to staff groups – shift workers, desk-based workers, home-workers, communityO – WHAT CAN THE ORGANISATION DOWorkload and prioritizationCultureSpaceEvaluation O – MAKING THE MOST OF OUTSIDE RESOURCESSpaces and walking routes around sites

6. Introduction

7. Why breaks are important

8. Why are breaks important?Breaks can help us recover from the day to day demands and pressures of our work and in turn,

9. What staff say2017 Borneo et al. RCN

10. I miss talking to my colleagues – now it is all workWe often snack on convenience food during breaks, knowing it is not healthy, but it is hard to eat well. The physical working environments are often not fit for purpose. There are no windows, no heating.There is a need for managers to reinforce a rest culture, and show they also take breaks seriouslyPeople feel guilty taking their break as it means leaving others even more short staffed, therefore they are often not eating, moving or hydrating well. What staff say

11. Why do people not take breaks?HIOW research shows people struggle to take breaks because of:Thoughts, feelings and behaviourCulture WorkloadWork environmentResourcingScheduling & planningNHS research shows that 22% of people feel judged when they take a break from work (Turk, 2020)We have designed the GOOD BREAKS resources to help you to challenge some of these barriers to taking a good break.

12. When – What - HowWhat we can do for ourselves and each otherWhat good breaks look like

13. How IglooWoopDrammaTime tacticsConversationsWhenWhatRestEat and drinkSurroundings ExerciseTime together

14. When and how long to take a break – factors to consider when scheduling breaks…When

15. When - Scheduling & DurationBreaks are needed so we can cycle between focus and recoveryWhere possible, Consult with others on when breaks are preferredFor longer days, particularly when sitting behind the computer, schedule breaks earlier in the dayTake more short breaks throughout the day, rather than fewer long breaks. The most productive people work for approximately 40-50 minutes straight & then take a break.

16. How long to take a breakLonger breaksRegular longer breaks such as days off, weekends and holidays help us to replenish our resourcesIdeally: Regular weekend/mini breaks are better than longer holidays with long gaps between themImportant to have cover so that you don’t return to a big workload and cancel out the benefits.Lunch/Rest breaksHelp us to destress and re-charge for the rest of workday. They can increase job satisfaction, productivity, mental well-being and boost creativityIdeally: 40 mins More time for health habits including healthy lunch, exercise, meditate, walkMicro breaksHelp us to maintain focus and prevent fatigueIdeally:Regular short breaks of around 5 or 10 minutes Important we can choose our ownRecovery activities inculde hydrating, as having a snack, a toilet break, social connection or having a walk or a stretch

17. RESET during your break to make it a healthy break

18. R E S E TRestEat and drinkSurroundings ExerciseTime together

19. RestHaving rest and recovery time during a break is important, whether you are on your feet all day or sitting at a desk. Rest looks different to everyone. It can include:A sit down with your feet up or a napSome quiet time away from a noisy work environmentA catch up with a friendMeditation or mindfulnessThink about what is important to you?

20. Eat and drinkThere is a lot of evidence linking food and nutrition to gut health, overall physical health and mental health, energy levels and concentration. Some helpful habits regarding food and nutritionEat protein early in the dayEat lots of fruit and vegetablesReduce sugary and processed foodsEat regular, small healthy snacksWhat habits around eating and drinking could you build into your good break?

21. SurroundingsOur surroundings have a big impact on how well we rest and recover. INSIDE consider seating or beds, fresh air, daylight, space to store or purchase food and drink.OUTSIDE consider green space, walking routes, seating areas or exercise equipment.Where is your preferred surrounding?

22. ExerciseMoving during your break has been found to have a positive impact on:Memory and thinkingSelf-esteemSleepEnergy levelsRelieves stressResilience

23. Exercise – walking breaksDid you know that even a moderate walk can increase your brain activity?Increased accuracy, attention, cognitive processingRegular exercise leads to an improvement in neurological health and reduces the risk of burnout symptoms (Deloitte Neuroscience Institute)

24. Time togetherTalking is one of the most efficient recovery methodsSeveral studies have found that spending time with others has a positive impact on wellbeing and energy. Social support reduces the impact of work demandsSocial activities allow you to switch off from work focus Helps to keep an eye on “who am I – when I am not working”.

25. Break outcome – type of activity

26. R E S E TRestEat and drinkSurroundings ExerciseTime together

27. Strategies needed for rest and recovery to protect mental health and well-beingHow do we make good breaks happen?

28. Level Responsibility to…Individual Understand and take action to maintain health and work needsVoice and share needs appropriately to access to breaksGroupBehave considerately towards others Advocate and support of colleaguesCheck in and role model good breaksLine managerBehave in a way that promotes and protects healthRole modelMonitor and take action to provide break opportunities consistentlySignpost support where neededOrganisationProvide access to policies and monitor consistency of practices within local areasDevelop employees with the knowledge and skills to fulfil their responsibilitiesMonitor and take action to develop opportunities for all staff to take breaksOutsideCommunity spaces and local areas Taking a shared responsibility by building an IGLOO for good breaksChanging the way staff rest and recover from work needs a systems approach. People can impact change at different levels in an organisation to make a positive difference.The IGLOO framework helps us look at the whole system: the Individual, the Group, the Leader and the Organisation and the Outside world. The IGLOO helps us understand the different responsibilities for taking a good break at each level

29. WOOP your breaks

30. Create some DRAMMANewman et al., 2014

31. Use a TIME TACTICS

32. Talk about:How you work at your best When and how you need to take a break during the day Talk about breaks with your manager & colleagues22% of workers feel judged when taking a break from work in the middle of the day Over 9 in 10 employees were more likely to stay at a job if their managers encouraged people to take breaks This will help to:Set expectations Role model to others around you that breaks are an important part of the working dayWork well and stay well

33. Three ways to help your colleagues take a good break

34. Three ways to support your colleaguesRole modelBreak the normsCheck-inDon’t normalise bad break practices (eg. that is just the way it is around here)Avoid rewarding bad breaks practices (eg. they're such a trooper, they never stop!)Incorporate breaks into ‘work as normal’ - when talking to new staff and work planningTake your breaks - micro breaks, lunch breaks, holidaySet boundaries and keep them – schedule breaks, don’t respond to emails OOOTalk about how you RESET - let others know what you are doing in your breaks Talk about breaks and find out about needs and preferences Suggest ideas ‘Shall we have lunch together’ or ‘I’m going to take my lunch outside today, what are you doing?’Look out for signs and signals and support others in taking their break

35. Three ways managers can support good breaks

36. Take your breaks - put your own oxygen mask on before helping othersSeek out opportunities to RESET – Rest, Eat&Drink, Surroundings, Exercise and Time togetherTalk about breaks - Make break- taking part of the conversationLess than half of managers think that work breaks can improve their own performance 1. Role modelling good breaks But… people who believe that taking breaks have a positive impact are more likely to take them

37. 2. Use EAST to change break-taking behaviourEasySchedule breaks so there is clarity when staff can take their break, what the etiquette is, what cover is arrangedMake breaks predictable and part of their routineGive permission for people to RESETAttractiveRaising awareness of how breaks can benefit wellbeing Understanding different needs in the team (eg need for walk, gym, creative space, quiet sit down)TimelyMake sure people have breaks before they get exhausted, hungry or thirstyRemind people to take thier breaks SocialCan you arrange for people to have breaks together?

38. 3. WOOP your team’s breaks

39. How can OD/HR professionals help good breaks happenPolicies and practices that support good breaks

40. Lead a culture changeMaking break-taking a priority will require culture change To make breaks part of everyday routines, consistently we need to take all individuals on a journeyBreaks just happen around here, no need and too much to doA break might help, I am exhaustedI plan to go on a walk at lunchtime..I’m on my walkI missed my break because it was too busyI take breaks regularly

41. Supporting Good Breaks as an OrganisationThe following actions could help to ensure good breaks happen:Review policies and procedures on breaks to ensure they are easy to follow and are being followed consistentlyConsider breaks in wider decisions, when looking at resourcing, workload, task prioritizationProvide managers with support and guidance to help make breaks happenCreate and maintain appropriate break spaces & facilitiesLight, Ventilation, Quiet, Space to sit or lie down, Space to eat and drink, Storage of food and drink, Available healthy food to purchaseMonitor and Evaluate the impact of break taking behaviourRetention, absence, staff wellbeing and engagement, Mental and physical health, patient safetyKeep sharing good practice and keep up to date on guidance

42. Learnings for a successful implementation42Implementation Learnings - What works best? WhatMultiple options to allow people to take their own good breakWhere and whenIn work, in work timeEngagementSupport from line managers and colleaguesDeliveryTrusted sources, responsive to needDesignBespoke to format, to fit different rolesCommunicationMultiple avenues, multiple occasionsResourcesProtected budgets, staff pressures well managed

43. Spotlight on sleep

44. Just one night of lost sleep is associated with..Benefits of good sleepGood sleep is associate withSocial wellbeing Physical health Emotional controlHigh levels of creativityDecision-making ability Memory consolidation

45. Getting a better night sleep

46. Good sleep habits start with exposure to morning sunlight, because it…regulates circadian rhythms and encourages good sleeppromotes early cortisol release which drives focus and alertness, sets off the metabolic system, and is good for our immune responseelevates moodAim to: :get outside within 30-60mins of wakingview morning sun for 5-10mins on sunny days and 15-20mins on overcast daysdon’t need to view directly, do as you feel comfortableSleep - the basicsHow our sleep cycles workMost of us need between 7-9 hours sleep a nightAge, genetics and many other factors influence how much sleep we needSleep occurs in cycles (typically 90 minutes each) and all stages of sleep are necessary to keep us well. Stage 1 non-REM sleep: changeover from wakefulness to sleepStage 2 non-REM sleep: light sleep before you enter deeper sleepStage 3 non-REM sleep: restorative deep sleep that you need to feel refreshed in the morning REM sleep: first occurs about 90 minutes after falling asleep. Most of your dreaming occurs during REM sleep, and your arm and leg muscles become temporarily paralysed to prevent you from acting out your dreams. How sleep works

47. Good Sleep Habits – 10 top tipsNighttime routines that promote better sleep7. Get the temperature right: Our body temperature begins to drop during sleep to conserve energy. Keeping your room cool at night signals to the body that bedtime is approaching. Aim for around 18 degrees Celsius. Cool showers before bed can help too.8. Wind-down routine: 60-minute wind-down routine20 minutes of closing down tasks and reflecting on the day20 minutes of hygiene practices like brushing and getting ready for bed20 minutes of relaxation through reading, meditation or breathing practices.9. Unplug from electronics: Aim to go tech-free 60 minutes before bedtime. Cell phones, tablets, and laptops cause mental stimulation that is hard to shut off. Electronics also generate blue light that may decrease production of the hormone melatonin which is vital for sleep. 10. Block out light and noise: Use heavy curtains or an eye mask to prevent light from interrupting sleep. Having a bedroom that is not dark enough can disrupt the sleep cycle because light suppresses melatonin.Daily habits that promote better sleep1. Fix your wake-up time: Try to keep the time you wake up consistent during the week and at the weekend. A fluctuating schedule disrupts your sleep rhythms. 2. Get morning sunlight: Sunlight tunes our body clock. Going outside within 30-60 minutes of waking helps to regulate our sleep-wake cycles.3. Cut down on caffeine in the afternoon and evening: Avoid caffeine within 8-10 hours of bedtime, as it can take up to 12 hours before caffeine is fully metabolised. 4. Keep naps short: Long naps can disrupt a good night’s sleep. To avoid this, keep naps relatively short (10-15 minutes) and try not to nap later than 2 pm. 5. Reduce alcohol consumption: Regulate drinking late in the evening, as alcohol can lower your overall sleep quality.6. Prioritise Sleep: Don’t skip sleep in order to work or socialise. Calculate a target bedtime based on your fixed wake-up time and do your best to be ready for bed around that time each night.

48. Considerations and strategies for different staff groupsGood breaks look different

49. Good Breaks can look different for everyoneIndividual differences and preferences and different staff groups have different needsStaff on wardsDesk based staffHome based staff/hybrid workersStaff doing shift patterns/night shifts

50. Good break tips for ward based and non-office based staffIt is important to think about whether indoor and outdoor spaces provide somewhere for:A comfortable to sit downQuietAccess to a phone or computerAccess to food/drink/kitchen facilitiesFor staff on the wards and those on their feet all day, a break is an opportunity to sit down, rest and have something to eat or drink.

51. Scheduling breaksConsider:A team break taking charterScheduling breaks in advanceStaff cover for breaksIndividual preferences

52. Good break tips for shift workersShift work has a big impact on our energy levels, physical health and mental health. To manage the impact and increase wellbeing there are some key areas to look out for:Routine Having a sleep schedule and getting enough sleep before a night shiftNapping Having a quiet space with beds to lie down and have a nap, not too long, around 15 minutesNutrition Eating small portions of healthy food regularly

53. Sleep tips for shift workersWhy is sleep complex for shift workers?When work schedules fall outside the normal daytime hours this can disrupt the natural sleep-wake cycleOver 60% of shift workers report short sleep cycles; and on average 18.5% night shift workers suffer from insomnia compared to 8.4% daytime workersWorkers on night, early morning, or rotating shifts often report sleep difficulties but there are small steps you can take to improve sleep.Top tips to stay alert during night shiftsGet as much light as possible: Light helps tune the circadian rhythm, try to get as much natural sunlight as possible on waking. If you cannot access natural light, get exposure to artificial light.Use caffeine strategically: Moderate intake of caffeine can provide an energy boost at the beginning of your shift, taking effect within 15-20 minutes. Moderate amounts of caffeine every one to two hours will be more effective than heavy amounts. Avoid caffeine 4 hours before going to sleep. Get moving: Even a small amount of exercise can provide an energy boost. If you have enough time during a scheduled break, consider a brief workout or a jog around your workplace. Strategies to improve sleep1. Sleep consistency: Keeping sleep-wake cycles consistent helps to maintain your circadian rhythm, even on your days off (as far as possible). 2. Find out what works for you: Everyone is different. You could: Stay up for a few hours after arriving home rather than immediately going to bed. This way you can wake up closer to the time you start work. ORTake a split-nap schedule. Take a short nap when you get home and then sleep for longer in the hours leading up to the next shift’s start time.3. Avoid strong lights: To help encourage the rise of melatonin in the hours leading up to sleep, switch from overhead lights to table lamps and block out light from coming in through the window.

54. Good breaks for desk-based staffBreaks should provide an opportunity to get up and move around, go outside, get away from your desk and computer screen.Research shows that regular short breaks work well in the morning (once an hour) whereas a longer break works better in the afternoon when we start to lose energy and focus.

55. Tips for planning breaks Desk-based staff can benefit from:Autonomy over breaks and when to schedule them makes them more effective.Blocking out time in the diary for breaksKeeping boundaries - this means respecting time blocked out in everyone’s diaryGetting some time away from your desk and from your work during your breakPlanning breaks into long online meetings

56. Good break tips for staff working from homeTaking a break when you are working from home can be challenging. It can be harder to switch off and manage the boundaries between work and home.It can be helpful to:Have a routine and schedule breaksTake breaks away from desk and screenTake care not to do chores instead of having a breakSet and protect boundariesConsider audio only meetings to allow walking or movementCreate rituals to start and end the working day to help separation

57. OUTSIDEMaking the most of outside resources

58. Making the most of your outside resourcesEvidence shows going outside and going into nature strengthens mental and physical healthPeople who spend 120 minutes a week in nature report higher health and wellbeing Look for opportunities for movement, from gentle walking and outdoor meetings, to more organized exerciseResearch has found that a 15 min walk in nature can lift mood and improve problem solving

59. Examples of Good PracticeAcross HIOW

60. Going home checklistEnd of shift checklist could include:ReflectionGratitude Need for supportDetach and switch off

61. There are many walking routes onsite and in the local areas, for example: AWMH map - Click hereBNHH map - Click here RHCH map - Click hereOr you could signpost local cafes or lunch spotsWalking routes

62. Wild BreaksCase study to follow

63. Roof GardenCase study to follow

64. Outside gyms near you

65. Examples of Good PracticeOutside of HIOW

66. The NHS Employers back to basics campaign can be found here: https://www.nhsemployers.org/articles/back-basics-healthy-working-environment-infographicRest, rehydrate, refuel project: NHS Employers

67. HALT CampaignNHS Guy’s and St Thomas’ LondonBaverstock, A. et al. (2020). How do we encourage a change of behaviour around colleagues taking breaks? BMJ Open Qualityhttps://www.guysandstthomas.nhs.uk/news/guys-and-st-thomas-staff-encouraged-take-regular-breaks-new-halt-campaignWhy do people not take breaks?WHAT: HALT campaign (Hungry, Angry, Late, Tired). The HALT campaign reiterates commitment to ensuring that all staff take their breaks, and to create a ‘take a break’ culture at the Trust.WHY: Increasing evidence that as well as crucial to staff wellbeing taking breaks helps to provide the highest standard of patient care, by putting staff in a position to make the best decisions for patients.HOW: Four workshops during a wellbeing conference with background information, positive benefits of taking a break, introduction to mindfulness, barriers and enablers to taking a break.OUTCOME: The workshops provided the additional motivation needed to change the intention to take a break. Analysis of pre and post workshop data showed that four months after workshops colleagues reporting always or mostly taking a break was up by 13%.

68. Fair Breaks for security officers at a UK airportWHAT: An independent expert consultation into what constitutes a fair break for security staff, considering impact on employee wellbeing and productivity.WHY: Perceived staff unhappiness at changes to breaks schedules, impact on wellbeing and morale.HOW: Data gathering through literature review, observation, stakeholder data, focus groups and a survey.OUTCOME: Recommendations put into practice aroundlength of breaks, timing of breaks, breaking content specific to shift length and job tasksfacilities and supporting awareness of health and well being in staff and managers.

69. Why are breaks important?When work demands and pressures are not matched by our available resources, we can experience stress Over time, if not the demands are managed well this can lead to burnout. We need resources to recover from the pressures of work, these resources include time away from work, good nutrition, exercise and sleep.highPerformance ZoneFeeling enthusiastic and engaged. A sense of optimism and confidence in the face of challenges. Burnout ZoneFeeling mentally and physically exhausted. A sense of emptiness, sadness, hopeless, helpless, and depressed. Recovery ZoneA sense of being able to cope with challenges. Generally, a carefree, peaceful state of mind. Feeling peaceful and relaxed.Survival ZoneWhen you often feel impatient, irritable and frustrated. Sometimes you can be angry and defensive and anxious that things might go wrong. lowENERGISING/ACTIVATINGEMOTIONShigh