When it comes to staff wellbeing and EAP, no two companies are exactly alike. While it is often considered best practice to offer a self-referral EAP, Newport & Wildman understands that some organisations prefer a Manager-Referral EAP arrangement. Due to the often highly sensitive nature of the services we deliver, it is important that a Manager-referred EAP program is clearly understood by both the referring managers and the employees seeking their guidance. The following steps will walk you through how to effectively and confidentially run a Manager-referred EAP.
1.)Determine Who Can Refer Employees to the EAP
Many organisations successfully leave this responsibility to the HR Manager or Director however, it is important to consider how visible the referring managers you choose are to your workforce. It is important that referring managers be accessible and widely known throughout your organisation. Some organisations like to engage their team managers with this responsibility as they often have a more personal relationship with employees and will more easily be available to them on short notice. Additionally, team managers are often the first to witness a change in an employee’s behaviour or performance which may lead them to proactively recommend the EAP. This method of early intervention allows an employee struggling personally or professionally to access effective support sooner.
2.) Educate Referring Managers on EAP
It is important that any manager with the responsibility of referring staff in need to the EAP be properly and formally educated on the service, the booking process, and confidentiality. While referring managers are often equipped with EAP promotional materials (i.e. brochures and wallet cards), it is very helpful and comforting for managers to be able to provide some insight to the EAP process as the employee seeking assistance may be uncomfortable or nervous about what lies ahead. This can be done by booking an Onsite EAP Awareness for Managers session to take place at your workplace or by requiring attendance to one of our monthly EAP Awareness for Managers Webinars. In these sessions we discuss the booking process, how to comfortably and confidentially refer an employee to the EAP without stigma as well as how we can support managers through a difficult referral process through the Manager Support Line.
3.) Communicate to and Educate Staff
Once your referring managers have been appointed and educated on the EAP, it is time to inform staff not only of the EAP service available to them, but to whom they can speak with about gaining a referral. This information must be sent to each employee and listed in a common area (i.e. the intranet, the break room, etc.) so employees know how to access support when they need it. Ask your Relationship Manager about a customisable launch or re-launch letter to send to staff with this information.
4.) Regularly remind staff of EAP
EAP is the type of service that will vary in relevance to each employee throughout the year. In light of this, it is important to remind staff of this valuable service quarterly. Many organisations choose to do this through e-mail campaigns, onsite EAP Awareness sessions, using their intranet or in drawing attention to the service and how to access counselling at their company-wide staff meetings. Your Relationship Manager can discuss with you how we can assist in delivering these communications.