Workplace digital health: Unplug to recharge

Imagine this – it’s 9 pm and just as you’re about to tuck yourself into bed with a good book, your phone buzzes with an email notification. Do you ignore it or do you quickly respond, just to “get it out of the way”? If you choose the latter, you’re not alone. And therein lies the crux of our digital health dilemma.

So, how can we create a workplace environment that respects our need for downtime while leveraging the benefits of technology? Let’s explore some strategies to achieve a digitally healthy workplace, one that prioritizes well-being without sacrificing productivity.

The impact of technology on work-life balance

Technology has undeniably changed the way we work. Gone are the days of 9-to-5 jobs confined to office cubicles. With remote work, flexible hours and global teams, technology has made it possible for work to happen anytime, anywhere. Meanwhile, digital tools like email, instant messaging and video conferencing have revolutionized how we work, making communication faster and more efficient. But this flexibility comes at a cost and with smartphones in our pockets, we’re always connected, which can make it hard to switch off from work, even after hours.

A 2021 study by the World Health Organization (WHO) and the International Labour Organization (ILO) found that working long hours is a significant occupational health risk, with a 29% increase in the risk of stroke and a 17% increase in the risk of dying from heart disease among those working 55 hours or more per week. The study highlights how constant connectivity can lead to overwork, which in turn affects both mental and physical health.

Similarly, a survey conducted by the American Psychological Association (APA) revealed that nearly two-thirds of employed adults reported that work-related stress had a significant impact on their mental health. The constant pressure to be available and responsive can lead to burnout, anxiety and a diminished quality of life.

But it’s not just employees who suffer – employers also pay the price. Burned-out employees are less productive, less engaged and more likely to take sick leave. In fact, the World Economic Forum estimates that burnout costs the global economy approximately $1 trillion annually due to lost productivity.

Strategies for a digitally healthy workplace

So, how can we harness the power of technology without letting it control us? It’s all about balance and setting boundaries, while both employers and employees have a role to play in creating a digitally healthy workplace.

Here are some practical strategies to consider:

1. Implement “email-free” periods

One of the simplest yet most effective ways to reduce digital overload is by implementing “email-free” periods. This could be as straightforward as establishing a company-wide policy that discourages sending or responding to emails after a certain time in the evening or on weekends. It could also involve setting designated times when employees are encouraged to step away from their inboxes and focus on deep work without interruptions. Constant email checking disrupts focus and productivity, so by setting aside specific times for emails, employees can better concentrate on tasks and reduce the stress associated with an overflowing inbox. On the other hand, for employers, this sends a strong message that the company values work-life balance and respects employees’ personal time.

2. Promote “tech-free” meetings

We’ve all been in meetings where half the attendees are more focused on their laptops or smartphones than on the discussion at hand. Not only is this frustrating, but it also diminishes the quality of the conversation and leads to less effective outcomes. Encouraging tech-free meetings can lead to more focused and productive discussions, as well as more genuine interactions. In fact, without the distraction of phones and laptops, participants are more likely to engage in the meeting, contribute meaningful ideas and collaborate effectively. It also helps to shorten meetings, as people are less likely to get sidetracked by emails or social media. For employers, this can lead to better decision-making and a more cohesive team dynamic.

3. Establish clear communication channels

With so many communication tools available, it’s easy for employees to feel overwhelmed by the sheer volume of messages they receive each day. To combat this, companies should establish clear guidelines on which communication channels should be used for different types of messages. For example, Slack or Microsoft Teams might be used for quick, informal communication, while email is reserved for more formal, detailed messages. By delineating these channels, employees can better manage their communication load and reduce the feeling of being constantly “on”.

Meanwhile, employers should also encourage the use of “Do Not Disturb” settings during focused work periods, which will allow employees to concentrate on their tasks, while it signals to others that they should refrain from interrupting unless it’s truly urgent.

4. Set clear boundaries for remote work

Remote work has become the norm for many, but without clear boundaries, it can lead to overwork. Employers should establish guidelines that help employees create a distinction between work and home life. Clear boundaries prevent work from spilling over into personal time and by setting expectations around availability, employees can enjoy the flexibility of remote work without the risk of burnout. As an employer you can provide resources on how to create a dedicated workspace or stick to regular working hours and communicate these boundaries to employees. This approach has resulted in high employee satisfaction and productivity.

5. Encourage regular digital detoxes

Just as our bodies need rest, our minds need a break from the constant barrage of digital stimuli. Encouraging employees to take regular digital detoxes – whether it’s a weekend without screens or a few hours each day without checking emails – can significantly improve mental health and well-being. By simply setting aside time each day to unplug can have great benefits.

6. Foster a culture of digital wellness

Creating a culture of digital wellness means encouraging behaviours that promote balance and well-being. This could involve offering workshops on managing digital stress, providing resources on healthy tech habits or simply leading by example. When employees see that their company values their well-being, they are more likely to adopt healthy digital habits and a supportive environment makes it easier to maintain a balance between work and technology.

For instance, Google has long been known for its focus on employee well-being. They offer mindfulness programmes, digital detox sessions and even in-house life coaches. These initiatives have helped the company maintain its reputation as a top employer while ensuring that employees remain healthy and engaged.

7. Provide training on digital health

Many employees may not be aware of the impact that constant connectivity can have on their well-being. Providing training on digital health can help raise awareness and equip employees with the tools they need to manage their digital lives more effectively. Some companies even offer training on how to use technology more mindfully, such as limiting notifications or using apps that promote focus and productivity.

Creating a digitally healthy workplace

For employers – leading by example

As an employer, your actions set the tone for your organization’s approach to digital health. Here are some tips on how to lead by example:
Model healthy behaviour: if you want your employees to unplug, you need to show them how it’s done. Set boundaries for yourself and encourage your team to do the same.

• Set boundaries: respect your employees’ personal time by avoiding after-hours communication unless it’s urgent. Your actions show that you value their well-being.
• Encourage breaks: promote regular breaks during the workday to prevent digital fatigue. Simple initiatives like “walk and talk” meetings or encouraging outdoor breaks can make a big difference.
• Promote digital detoxification: encourage employees to take regular breaks from screens. Offer wellness programmes that include mindfulness, meditation or yoga.
• Invest in digital wellbeing tools: there are plenty of apps and software that can help employees manage their digital habits. Consider providing access to these tools as a benefit.

For employees – take control of your digital health

As an employee, it’s essential to take charge of your digital well-being. Here are some practical tips:

• Take control of your inbox: unsubscribe from unnecessary email lists, create folders to organize your inbox and set aside specific times for checking email.
• Prioritize tasks: focus on high-impact tasks during your most productive hours and save less critical tasks for later. This will help you manage your time effectively.
• Unplug regularly: make it a habit to step away from screens during breaks. Even a few minutes away from your devices can refresh your mind.
• Set boundaries: let your colleagues know when you’re unavailable. Use out-of-office messages effectively and learn to say no to additional tasks when you’re already overloaded.
• Practice mindfulness: incorporate mindfulness practices into your routine, such as deep breathing or meditation, to help manage stress and maintain focus.
• Create a digital sanctuary: designate a specific space in your home as a tech-free zone. This can be a bedroom, living room, or even a designated corner of your workspace.

Is your family spending too much time on screens? Check out this guide for tips on how to do a family digital detox.

As technology continues to shape the way we work, it’s essential that we find ways to balance the benefits of digital tools with the need for rest and relaxation. A digitally healthy workplace isn’t just about avoiding burnout, it’s about creating an environment where employees can thrive both professionally and personally.

Remember, technology is a tool, not a master. Let’s use it to our advantage without letting it control our lives.

Sources:
Long working hours increasing deaths from heart disease and stroke
Striving for mental health excellence in the workplace
Improving workplace productivity requires a holistic approach to employee health and well-being