How Can Facilities Managers Better Manage Work-Related Stress?

A stressed man sitting at his desk, hands behind his head By Solicitor Sophie Wahba from regional law firm Wright Hassall.

Managing mental wellbeing is a matter of growing concern for many facilities managers, as the stress of the last 18 months has taken its toll on the workforce.

The number of working days lost to work-related stress, depression, or anxiety in the UK has steadily increased since 2017, peaking at 54% in the Health and Safety Executive’s (HSE) latest Labour Force study.

The COVID-19 crisis has only perpetuated this trend, with the Stress Management Society identifying workplace disconnect, isolation, and lack of control during lockdown as key contributors for a surge in stress at work.

So with a bourgeoning mental-health emergency now on the horizon, what can facilities managers be doing better to help protect the welfare of other office workers? And what can people do if they feel that their wellbeing is not being fully considered?

What Are The Common Causes Of Work-Related Stress?

Firstly, it’s important to understand what stress actually is, and how it can manifest itself. The Health and Safety Executive (HSE) defines work-related stress as "the adverse reaction that workers have to excessive pressures or other types of demand placed on them".

According to statistics, ‘workplace politics’ (37%) is the most common cause of stress, followed closely by ‘lack of communication’ (34%), then ‘the performance of others’ (33%).

Curiously, ‘Long working hours', which ranked as the most likely reason for stress in 2018, is now only the 7th most likely cause, perhaps in part because of the shift in working patterns that have become the norm since lockdown was introduced in Spring 2020.

But whilst poor communication and toxic working relationships may well boost stress, there are a large number of potential triggers to be aware of:

  • Promotion over and above skillset/experience;
  • When a business undergoes a major change or restructure;
  • Poor working environment, lacking in air or light, or that is overcluttered or overcrowded;
  • A reduction in resources, or cuts in budget;
  • Failing technology, or lack of provision;
  • When workers lack autonomy or have no control over the way that they carry out their work;
  • An increase in workload or changes in performance benchmarks;
  • Lack of support from senior management or colleagues;
  • Financial concerns;
  • Bullying and harassment;

What Does The Law Say About Work-Related Stress?

Legally speaking, employers are responsible for the health and safety of their employees, both physically and psychologically. This means adherence with a series of laws including The Health and Safety at Work Act 1974 and The Management of Health and Safety at Work Regulations 1999.

These laws dictate that employers must carry out workplace risk assessments to identify any potential risks and to undertake, as far as is practical, any measures which may control or minimise such risks. This is where the role of a facilities manager is key, as they will have the ability and to drive change and deliver marked improvements to office environments.



What Actions Can Facilities Managers Take To Help Create A Stress-Free Workplace?

There is no simple answer when it comes to tackling the problem of stress in the workplace as each person will be unique in their ability to cope with pressure, and of course, that ability may fluctuate over time depending on personal or professional circumstance.

Regardless, it is still advisable that all businesses implement a robust, coherent stress-management procedure that will enable line managers to better monitor any red flags and ensure no team member feels undervalued whilst at work. Any stress management framework should of course be fully supported by facilities managers, who can in themselves assist in altering an office’s culture.

Actions that may be helpful include:

  • Ensure the air quality is good through better ventilation and by installing a greater number of plants throughout the building;
  • Consider investing in software that automates maintenance schedules and reports, as this can significantly reduce a manager’s workload. Having the confidence that operations have already been planned in using preventive maintenance scheduling should minimise the amount of failures;
  • Structure office spaces so that they allow the free and easy movement of people, making clear, wide walkways and removing unnecessary obstacles or clutter;
  • Provide more meeting areas and quieter spaces. This is particularly important in open-plan offices and it gives people the opportunity to escape or work in a more secluded environment;
  • Many people become stressed from working in clinical, lifeless, and mundane offices. Blue and green are natural calming colours. Consider painting areas within the office in this colour palette to help employees feel calmer and more focused;
  • Introduce additional or improved social spaces, be that break-out rooms, gyms, or community gardens. Socialising in less structured surroundings facilitates relaxation and encourages staff to unwind or build social interaction;
  • Consider introducing a hybrid working policy or offering more flexibility with working hours
  • Consider any statutory flexible working requests made by employees;
  • Schedule regular one-to-ones managers to establish any ongoing concerns, or maintain an “open-door policy” so that employees know they can speak to someone at any time;

What Can You Do If Your Employer Fails To Acknowledge Your Work-Related Stress?

One 2020 survey suggested that an astonishing 79% of British adults commonly experience work-related stress to some extent, and anyone who believes that steps haven’t been taken to prevent it, or improve the situation may have the right to take legal action against their employer under the legal acts outlined above.

Facilities managers have the ability to halt the situation from getting this far by maintaining an open-door policy with both a business unit’s hierarchy and the facilities other employees. By having honest conversations in-house, the importance of maintaining mental health at work will be given the prominence it deserves.

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How Can Facilities Managers Better Manage Work-Related Stress?