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Building trust and learning from the younger generation

In the first of a series of interviews with business leaders Bianca Shead, Senior Director of Global Marketing and Communications at The Nature Conservancy tells us what she and her team have learned by working to improve their digital wellbeing…

Before the Shine Offline programme, my team had spent a lot of time thinking about our digital behaviour. What we thought about was how we operate, and less about how it affects us. We are a very geographically dispersed team, and so we were online all the time and really good at thinking about things like meeting norms and time zones. What we were less good at thinking about was us as individuals and how all of this online working was impacting on our productivity and wellbeing.    

I was always very ON. Consciously on, but always on. My colleagues are all over the world, and therefore I believed that being on as much as I could be was the right thing to do.

One of the most important takeaways for me from digital wellbeing training was that more does not equal better. It sounds like common sense, but I am not always going to be doing my best work just because I’m present and online. Working with Shine Offline reminded me of the importance of taking time away, to think, to plan and also to model the right kind of behaviour for other people.

A change that I have made is having offline time to work and to think. I had forgotten how much I enjoy working, actually spending time on a task with no distractions. It has improved the quality of my work but also my enjoyment of it. 

Amongst the team we have encouraged a lot of specific behaviour changes. 

The first thing that we all came away with was the idea that as individuals and team member we are empowered to make the decisions that are right for you. Then what we’ve been able to do is really encourage offline working time, to encourage delayed delivery of emails and encourage people to use their out of office a lot more.  

We use the Out of Office as a communications device – it’s not a blocker its actually an enabler of better working practises. 

People were hungry for change. I was surprised at just how open people were to change, not just me and my team but our peers and our leadership. Everybody was excited about the potential to work better, to work more efficiently to be more happy in our work.   

We have a few challenges because we are a geographically dispersed team and we’ve always worked remotely. Two things have been implemented that help us manage the multiple time zones and make sure that people are not working ridiculous hours. The first is the email signature that says we work across time zones but there is no expectation of reply. That is part one, But that is just the beginning, part two is modelling that through other behaviours like email scheduling, letting people know that you don’t want a response and also letting people when you are simply not working! The role of the leader is to model the behaviour first. 

In order for teams to feel empowered to make changes they need to feel that you trust them, and in order to build that trust you have to be a bit vulnerable.

A leader needs to say ‘I’m switching off my computer this weekend don’t expect to hear from me’. By modelling the right behaviour and being a bit vulnerable you can show your team you trust them to make the right decisions.

In order to build that trust and openness and culture of transparency I choose to make my calendar accessible to everyone in our organisation. I want people to know that if I go for walk at lunchtime I choose to make that available and I would encourage others to do the same. I know that people around me trust me to get my work done and I really want to spread that throughout the team.

Trust comes from showing people you are also human and not a machine.

In the future I really hope that organisations get a handle on their platforms. We are currently working across four maybe five different digital platforms and I know that if we were able to consolidate those that would also improve things.

I’m really encouraged by the younger generation. I see amongst the younger members of our team and the younger people I work with they are already much better at carving out time for themselves and setting boundaries between work and home. Those of us of a certain age who have a different journey to this digital workplace can learn from the younger people who have never known a different world, in carving out work time and my time and feeling empowered to make that distinction.


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Always on? Taking control of technology for improved work life balance

Technology’s ability to help and harm in all aspects of our lives depends entirely how we choose to use it – and to sometimes step away from it altogether. 

The move to hybrid working as a default for most businesses has increased our reliance on digital technology to meet, collaborate and work. Hybrid and flexible working is here to stay. And no wonder when it saves commuting time, creates opportunities for focused work without distractions of the office and allows us to fit our working time around our personal lives. In theory we should all be feeling improvement in our work life balance. Unfortunately however this is not the reality for most. 

  • 86% of people tell us they have been working longer hours since working remotely
  • 62% tell us that their work life balance has been negatively impacted by flexible working

In a constantly connected world we need to carefully manage our use of technology and make conscious choices to switch off, otherwise the ability to work anytime, anywhere can start to feel like we are working always, everywhere. 

“Working from home people don’t feel the separation between their professional and personal environments and as a result mental health and wellbeing are becoming eroded. Its hugely important that we actively encourage our teams to separate work from their home and personal life and this can only be achieved by being in control of your digital communications.”  Michael Hopkins, Partner in law firm Pinsent Masons commented.

Why is it so hard to switch off?

  1. Flexible and hybrid working – With no hard and fast rules anymore regarding working hours cultures can develop where it is perfectly normal to email at weekends and evenings.   According to the Harvard Business Review, in a study of 2000 workers, senders of out of hours emails underestimated how compelled recipients feel to respond straight away
  2. Expectations of availability – When not physically present many people feel the pressure to be contactable and responsive at all times.  Whether these expectations are real or perceived it is driving cultures of digital presenteeism in the workplace where people feel unable to switch off
  3. Ambition – In workplaces where responsiveness is equated with loyalty and dedication evening and weekend work becomes normalised and creates pressure for people to be available around the clock as a sign of their commitment
  4. Compulsive behaviour – Checking in on our work communications has become habitual for many rather than being a conscious choice. This is exacerbated if we have our inboxes on our smartphones, allowing work to follow us to the sofa in the evening, to the pub with friends and even on holiday.  Are you one of the 58% of people checking your work email in bed?
  5. Time zones – Employees working across global time zones face extra challenges to their work life balance in our 24/7 connected world.

Protecting your work life balance and respecting that of others

Businesses need to try and move away from an always on culture and move towards a culture of working smarter, not longer hours. For businesses and their people to thrive they need to encourage conscious, balanced use of technology.

9 digital behaviours for improved work life balance

  1. Take personal responsibility – Put some hard edges in your day and decide when your work stops and personal life starts
  2. Keep your bedroom a tech free zone to remove the temptation of looking at your phone before you go to sleep, in the middle of the night and first thing in the morning
  3. Take work email off your phone and if possible have two phones to separate your professional from personal
  4. Shut down work tech at the end of the working day and try and resist logging back on. If you are working in an office why not leave work tech there?
  5. Manage expectations of others around out of hours
  6. Draft and schedule non-urgent communications if working out of hours – it shows respect to the recipient’s off time and creates a healthier culture
  7. Be sympathetic to the time zones of others when sending communications or arranging meetings.
  8. Everyone needs a holiday no one should be indispensable. A proper handover means that people can have a true rest and only expect to be contacted in real emergencies. This is extra important if you are the boss!
  9. Managers need to lead my example by modelling good behaviours themselves and questioning the out of hours behaviours of their team.

Business Leaders share their thoughts

On holidays…

“I used to pride myself being online 24/7 when I was on holidays. All that does is reinforce in the team an expectation that when they are off they should do the same.”
Michael Hopkins, Partner, Pinsent Masons

On switching off at the end of the day…

“There are a number of people in my team now who shut down at the end of the day – even put on an out of office on a daily basis so that they are communicating it to others.”
Bola Gibson, Head of Inclusion and Corporate Responsibility at Osborne Clarke

On the role of leader…

“If a leader or manager is routinely sending emails in the evening or on weekends this signals to everyone else that this is the norm and the way they should be behaving – I expect you to be “always working”. If leaders log in when on annual leave not only does this give the message that this is the expected behaviour but speaks to a lack of trust in colleagues to ‘hold the fort’.”
Richard Martin, Executive Officer, Mindful Business Charter

We don’t live in digital bubbles

Your digital behaviour not only impacts your own wellbeing and work life balance but also that of other people. Talk to your colleagues about why this topic is so important and what you are doing to improve your digital habits and try to make collective changes so that everyone feels able to step away and enjoy proper rest and downtime.

Good luck! 

Any question or comments? Drop us a line at hello@shineoffline.com

Shine Offline and the Mindful Business Charter

Shine Offline are proud to be the digital wellbeing partners of the Mindful Business Charter (MBC). Initially launched in 2018 by Barclays, and law firms Addleshaw Goddard and Pinsent Masons and now with over 120 signatory businesses, the MBC is a set of best practice, behavioural principles to tackle unnecessary workplace stress that impact employee mental health and wellbeing. For more information and if you are interested in joining the MBC community visit www.mindfulbusinesscharter.com

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Hacking back – 6 great tricks and apps to improve digital wellbeing

A study of 11,000 RescueTime users found we spend on average 3 hours and 15 minutes a day on phones. If you work in front of a computer and enjoy the evening bingeing the latest Netflix drama it is easy to see how we can spend most of our waking hours in front of a screen.

Technology is incredible but it is so easy to get sucked in which can negatively impact our productivity, leave us with less time to do the things we love and keep us from really connecting with those around us. Of course, you could just put the tech away – but it is not always all that easy. Ingrained habits and behaviours, alongside persuasive design and features designed to keep us clicking, scrolling and consuming, mean that sometimes willpower is not enough.

Here are some simple but effective ways of managing your relationship with your smartphone and other devices. And ironic though it sounds, you might find the best solution is an app. It’s time to hack back your attention and live life the way you choose

1. Pomodoro Technique
In the 1980’s, long before the smartphone, Italian student Francesco Cirillo used his tomato-shaped kitchen timer to set himself 25 minutes of focus free study time before taking a 5 minute break. This kept internal and external distractions at bay and helped him stay refreshed. We use this technique in the office using a simple sand timer but there are dozens of Pomodoro apps on your phone or laptop. We like the Timer 25: The Minimalist Timer Google Chrome extension. 

2. Digital Wellbeing features on your smartphone
Android’s Digital Wellbeing and Apple’s Screen Time are the native digital wellbeing services that can be accessed from the settings of modern smartphones. These tools provide stats on screentime, app usage and frequency of use. By making you more aware of the time spent on your device you can see where you might want to regain some control. Both offer additional features such as daily app timers, bedtime mode, grayscale and focus mode, and can be a useful tool for managing kids’ smartphone use as well as your own. 

3. Forest
This is one of our favourite apps! Forest works by encouraging you to resist temptation and take periods of abstinence from your phone. You plant a tree in the app that starts as a little sapling. It will keep growing on your screen as long as you ignore your phone for the allotted time. If you cave in the tree withers and dies. The more trees you grow, the more credit you build that you can use to unlock different species of tree. It’s a great app if you like a bit of gamification. Forest also lets you pay with credits earned to plant real trees. Amazing. The reason this app is so clever is it makes you care. ‘This will kill your cute, little tree. Are you sure you want to give up?’ it asks if you go to quit the application. Awwwwww, who needs cat videos anyway? 

4. ActionDash and Digitox
ActionDash and Digitox are examples of user friendly apps that help you better understand your habits and what you need to cut back on by showing you stats based on usage and which apps are sucking your time.

ActionDash has some useful features such as setting timers on app usage, set up app locks and also identifies which apps are bombing you with notifications so you can consider switching them off. 

Digitox makes a distinction between the productivity apps on your phone such as work tools and junk apps. 

5. Freedom and Stayfocusd
This desktop and smartphone productivity duo work together to block websites and apps on your Mac, Windows, Android, iOS and Chrome devices. You can set timers and limits on what you know to be the most time consuming and distracting apps, so that you can focus on what matters and reduce screen time.

6. Offtime
Offtime promises to let you ‘focus and find digital balance in a hyperconnected world’. Very simple but clever and effective, this app enables users to block everything that distracts them from whatever it is they are trying to focus on. For a chosen period Offtime filters and disables calls, notifications and apps on the smartphone but lets you select apps you may want in that time – Spotify or a running tracker for example. Crucially you can customise this to suit you to remain contactable to people who may need to reach you in an emergency.  

Like all apps that block access to your phone you can of course override this but you’ll be have to wait for a one minute count down before access is restored in case you should change your mind.

Have fun experimenting with some of these apps and good luck moving towards a more balanced and controlled relationship with your technology! x

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A partnership between Shine Offline and the Mindful Business Charter

Shine Offline are thrilled to announce that we have become digital wellbeing partners to the Mindful Business Charter. The collaboration will aim to help MBC signatory organisations transform their digital workplace cultures and the working practises that are impacting the mental wellbeing, work life balance and performance of their people. 

About the MBC
Initially launched in 2018 by Barclays, and law firms Addleshaw Goddard and Pinsent Masons, the MBC is a set of best practice, behavioural principles to tackle unnecessary workplace stress that impact employee mental health and wellbeing. Signatory organisations, which now comprise over 120 employers, are committed to improving communication, respecting rest periods and being considerate of the delegation of tasks.

In recent years Shine Offline have worked with a host MBC signatories including Ashurst, Stone King, Visa, Osborne Clarke, Allen & Overy, Hogan Lovells and founder members Barclays, Pinsent Masons and Addleshaw Goddard. The new partnership will continue to help managers, teams and staff to bring awareness to their digital behaviours and support them to make the changes that help embed the Charter. 

An exciting new chapter
Richard Martin, Executive Officer of The MBC said “As part of our ongoing efforts to enhance the value of MBC membership to our signatory organisations, I am delighted that we are linking up with digital wellbeing specialists Shine Offline. They have already worked with a number of members over the past few years and their work around helping us navigate and enhance our relationship with technology is obviously very closely aligned with many aspects of the MBC.”

Shine Offline co-founder Laura Willis who had the inspiration to set up Shine Offline in 2016 following her own burnout, added “Shine Offline have been big supporters of the MBC from the start and there is an obvious synergy between us. We are beyond excited to collaborate with them and support MBC signatory businesses to embed the charter in their workplace.” 

The next steps
Shine Offline will be delivering MBC Digital Wellbeing sessions throughout the year to membership signatories, the first to be held on Monday 18th July 2022. Framing digital wellbeing and management under the MBC pillars, the session will help support businesses wanting practical and tangible solutions to help them embed the Charter. 

Signatories can now download a Shine Offline Digital Wellbeing Pack designed to help implement and embed the Charter into their organisation by improving the digital culture and habits of their organisation. 

In addition, as the MBC’s digital wellbeing partners Shine Offline have developed a suite of learning programmes for signatories focussing on teams, leaders and all staff training. Sessions have been designed to create a digital wellbeing programme to support employees in MBC signatory organisations. 

Be part of the change
If you are interested in joining the MBC or are a signatory wanting to attend the Shine Offline MBC sessions please get in touch with Richard on richard@mindfulbusinesscharter.com for more details. Businesses interested in Shine Offline’s core training or our MBC collaboration get in touch at hello@shineoffline.com  or mbc@shineoffline.com

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How to minimise digital presenteeism when working in a hybrid way

HYBRID WORKING AND DIGITAL TECHNOLOGY
Hybrid is on everyone’s lips as the new model of working, but actually working in a flexible way is no new thing. Since we launched Shine Offline in 2016 we’ve been supporting businesses who have introduced a flexible approach to work for their staff. Digital technology has enabled this flexibility and it got us through the coronavirus pandemic. And now that we’re working in a hybrid way, digital will enable us to continue doing our jobs, whether we’re working from the office, home or client side. Although flexible working has many benefits, both for employers and employees, it also comes with potential downsides. The technology that has allowed us to work in this way can also create unprecedented stress with staff finding it hard to put boundaries in place between work and home and use the tech in an efficient and effective way to maintain and develop colleague and client relationships. 

TRUST AND PERSONAL RESPONSIBILITY IS KEY
For this reason businesses need to ensure employees understand the need for healthy digital workplace behaviours, understanding of individual differences when it comes to working styles, personal responsibility for digital boundaries and an open dialogue so trust can be built amongst colleagues when they spend less time together in an office environment. 

SMALL ADJUSTMENTS REAP HUGE BENEFITS
Since Covid, the team at Shine Offline have been busy helping organisations and their people make the necessary adjustments to digital habits to ensure performance, collaboration and the potential to rest are maximised. As we enter this new normal, there are very simple things people and their teams can do to take control of the digital technology that is central to their work. 

HOW YOU SPEND YOUR TIME AT WORK
73% of people have told us in the past 18 months that they feel overloaded by their work technology – most work with their inbox open, instant messenger chat live and their phone on the desk throughout the day. Digital presenteeism, feeling the need to stay connected to work through digital communications, is a real thing and more prevalent in remote workers. This results in employees being distracted and not being in control of their focus and attention which impacts performance, collaboration and the chance to recharge. Encouraging staff to work out how they can manage their digital distractions during the working day to get focused work complete is essential. Spending home-based days working on solitary tasks without the distractions of the office seems like a good idea for most. But putting your phone on flight mode, working offline on email and starting to use do not disturb on instant messenger can be done whether working remotely or in the office to ensure people’s are able to truly focus and work at their best. 

COLLABORATING WITH OTHERS
When it comes to collaborative work an obvious rule is to encourage team members to plan office-based days together to avoid wasted commuter time and maximise their time together. Great, but digital presenteeism and distraction can also impact this. With nearly two years having passed with colleagues not working side by side it’s imperative that team rapport is built on in-office days and people start to really learn from colleagues and managers and collaborate well together. The phones and laptops that usually accompanied people into meeting rooms pre-pandemic may be best left at the meeting room door if colleagues are to reconnect and build trust face-to-face. Most people suffer from what psychologists have coined ‘continuous partial attention’ and find it hard to fully focus at any given moment because of the digital distractions around them. With hybrid working video conferencing and other digital communications will still be used more than they were pre-pandemic. Colleagues still need to connect with each other when some of the team are at home and others in the office and video conferencing seems like the obvious answer. Having smart meetings, not too many, breaks in between, capping attendee number and being clear on meeting objectives will all help. But encouraging people to minimise digital distractions when on video calls will be a game changer to keep morale and team spirit up. We all know when our colleague is answering an email during a video meeting. So let’s be present with each other virtually on those days when we’re not sitting together.

REST IS NOT FOR THE WICKED
Digital presenteeism is paramount in the majority of employees’ personal time. 69% tell us their work life balance has been negatively impacted by remote working, with people working longer days and struggling to put boundaries in place for themselves and switch off at the end of the day. Open communication around this topic is vital if we are to make the most of a hybrid working style and avoid the potential for burn out due to an inability to rest. Understanding individual preferences for people who like to manage their work schedules in a non-traditional way; empowering people to own their own digital management and not be “on” because their colleagues are; pulling up those members of the team who habitually send non-urgent communications past 6.30pm.  If we can bring some real consciousness to these behaviours and the impact they’re having then hybrid can work. 

LEADERS MUST LEAD BY EXAMPLE
Managers must lead by example and take the time to think about their own digital habits and improvements and understand the impact their behaviours have in creating the culture of the team. Digital technology is here to stay and so improving the role it plays for us in our jobs needs to be top of the agenda for any business wanting to reach their full potential and care for their people. 

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Creating a healthy digital workplace culture

In early March 2021 Laura was interviewed by John Waterfield, KPMG’s Strategic Relationships Director, for their new podcast The Virtual Commute where she talked about why digital wellbeing and management is so critical now and the role of the employee and the leader in building a healthy digital workplace culture. Listen to the 20 minute interview here.

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Positive parenting in today’s digital world

As the global Coronavirus situation continues to unfold many of us are now working from home. This comes with its challenges for all. But for those with children this can be even trickier – whether you are home schooling little ones or trying to cope with volatile teens. As parents of young children ourselves, the Shine Offline team are in this boat with those of you out there who are trying to work out how you are going to do your work, deal with your children and maintain your sanity!

There are lots of people offering advice online on keep kids entertained in the coming weeks and months – what a perfect example of the positive power of digital technology! Our focus at Shine Offline is specifically on digital wellbeing. Time and time again we get programme participants asking us for advice for positive parenting in a digital age. We aren’t experts in this field – it is a very different ball game and there are many psychologists and specialists out there who have great books and podcasts on the topic.

In this current climate though we feel it is our duty to share our own knowledge and personal practises with anyone struggling with making sure their kids aren’t spending all day on screens. So here we go…!

  1. Be realistic. We are experiencing an unprecedented situation and a huge amount of stress. Our children have their own digital behaviours and in a time of upheaval they will want to spend time on their devices whether to entertain, to game, to escape from own feelings of stress or to connect with friends. Also, if you have work to do, especially if you have younger children, getting them to spend some time playing on their iPad or watching cbeebies will come in very handy

  2. Don’t demonise the technology – this is something we are very passionate about at Shine Offline. Celebrating digital technology and using it to improve our lives and experiences. Rather than worrying about the repercussions of too much screen time focus on how you could encourage your kids to use the technology with real intention and purpose. Could they make funny stop motion videos on a tablet? Play a game online with friends? And who has been enjoying Joe Wick’s youtube PE lessons??!

  3. Create new guidelines for the home – these will depend on who is living in your house, their ages, current digital behaviours, etc but some things to bear in mind:

    • Set time limits for younger children’s screen time and use a stopwatch or egg timer to manage this. And always give the 10 and 5 min warnings!

    • If you have older children who are used to spending quite a lot of the weekend on their phone or other device put yourself in their shoes. Being at home = screen time. That is what is normal for them. And also their worlds have turned upside down too so having some solace online isn’t necessarily a bad thing. Keep an eye on the gaming but it can also help to reduce stress and get them interacting with their friends. And in times of crisis connecting with your friends is more important than ever.

    • Make sure they are aware of the importance of screen free time for their mental health and to watch out for fake news, gossip and online Chinese whispers which could add to their stress and overwhelm

    • Consider writing some screen management guidelines together. These could include screen time times in the day and areas in the home; time limits on screen activity; digital sundown and sunrise times – with devices being kept outside everyone’s bedroom in a central location.

  4. Lead by example – your children will be looking to you in the coming days to guide and reassure them. Being mindful of your own digital behaviour, know when to disconnect from work and sticking to your new family rules and supporting each other if you are struggling will be more important than ever.

These are frightening and uncertain times. For many of us we have become acutely aware that our relationships with others is what really matters in life. The distractions and entertainment possibilities that technology offers can drive us all in different directions under the same roof if we retreat into individual screens. Periods of abstinence from phones and social media as a family have the potential to bring you closer together. Talk around the dinner table. Play a board game. Curl up for a movie. In these troubling times, parents have an opportunity to redefine family life and carve out a new way of living for the younger generation.

For more information visit one of the experts on managing you children’s screen time at www.internetmatters.com

Good luck everyone.

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Time to tame your inbox!

Big or small, global or local, the same themes play themselves out when it comes to desk-based workers and the issues they have around their digital wellbeing and management. One recurring theme that is causing problems for most people is the role their email plays, the impact it has on their ability to concentrate, and the overwhelm it can cause inside work and out.

An amazing tool that has transformed the way people communicate email has brought a host of benefits to the working world. But with these come a host of downsides. An invention that was supposed to replace the fax machine and make communication much quicker and simpler is causing stress for millions of people every day. Theorists, experts and researchers are claiming that the reactionary mode many people are in, spending their day responding to emails and not being in control of their own schedules, is untenable and that something has to change.

While we wait for the shake-up and the “email revolution” there is a lot you can do to take back control of your day and improve your relationship with your inbox. Below we have outlined our favourite hacks for Outlook. Click here to read an excellent article on Computer World on better management of Gmail.

  1. Turn off email notifications to avoid your attention getting pulled away every time you get a new message
    You are chatting on a conference call or finalising the report it’s taken you a week to get around to and a little envelope appears on your screen. You Got Mail!! Don’t get me wrong, I love a bit of Tom Hanks and Meg Ryan, but when you’re trying to focus the temptation to “just have a little check” to see what has come in is sometimes overwhelming. We get a little dopamine hit every time we engage in online activity and email is no different. The slot machine effect is in full flow here. That envelope appears, you don’t know what the message is going to be – good news, bad news, a round robin about cups piling up in the office kitchen sink – and that uncertainty keeps us checking. So take back some control, turn off the notifications, and when you want to retrieve your mail hit send/receive all folders.
    Outlook – File > Options > Mail > Message arrival – decide if you want any form of notification or none at all. We would advise turning them off completely.

  2. Work offline when you need to concentrate to stop the flow of new emails
    This simple technique transformed the way that I work and is so straightforward to do – and yet when you ask a room of workshop participants who use Outlook as their email service if they know how to do this 9 times out of 10 they don’t.
    I spend most of my day with my email in offline mode which means I can view the email window, all the folders, even compose an email, but no new messages will come in because I’m “offline”. This allows me to focus my mind and stay in control of my own attention.
    Outlook – go to ‘send/receive’ and then click ‘work offline’. A little red X will appear over your outlook icon on the bottom of your screen. When you’re ready to go back online and allow the emails to come in simply click the ‘work offline’ icon in Outlook.

  3. Schedule email delivery so that you are sending messages at an appropriate time
    We live in an agile, flexible working world which has resulted in many people being more in control of their working schedules and deciding when they want to work. For many this can be evenings and weekends as the mobility of their digital technology has resulted in a loss of ‘hard edges’ marking the end of work and the start of personal time. A great perk for people who want a blended life but the downsides are huge. You’ve had a day of meetings and have just finished dinner and are taking a couple of hours to catch up with emails. You’re firing responses out and composing some new ones. You don’t intend anyone to reply – you’re just doing what suits you. But that is unclear to the colleagues you are messaging. And if in a position of seniority this out of hours email behaviour can creation uncertainty amongst the team about what is expected from them in regards to out of hours communication – the very act of opening an email in an evening or on a weekend puts the recipient in work mode. Using the “Delay Delivery” function in Outlook allows you to embargo your email. This means you can click “Send” and have that task checked off your to-do list, but the message will not be delivered until the scheduled time you have chosen e.g. the start of business hours the next business day. One thing to remember is that you need to be online for any scheduled emails to be delivered – don’t get caught out expecting something to go at 8.30 if you haven’t turned your laptop on. Another option is to save the email as a draft and send later.
    Outlook – click New Email > Options > Delay Delivery > Select date and time you’d like to send the message in the Do not deliver before section > Click Close > press Send.

  4. Re-think the cc to help reduce your own and your colleagues’ overwhelm
    Ccing colleagues in is standard email practice these days. People want to include relevant team members in a message to ensure everyone is abreast of what’s happening. An excellent tool if used appropriately, overuse of the cc has resulted in over-crowded inboxes and an uncertainty around what is important mail and what is just for reference. Next time to are about to cc a host of people in a message stop and really consider if they all need to be included. We know from many people we’ve worked with that changing your view on cc use can have an unbelievably positive impact on the amount of emails you will receive – and also help to prevent email overload for the people you are communicating with. One senior manager we worked with was feeling overwhelmed by her inbox and so told her people “I trust you. Please don’t cc me in as standard”. The result? A 60% decrease in the amount of internal email traffic she received, less email overload on her part, and a sense of empowerment for her team.

  5. Manage post-holiday overload by using the Clean-Up function
    Back to work after a well-needed rest and check me out – I didn’t go into my inbox the whole time. A proper break! Amazing. Flipside? 300 emails waiting for you in your inbox. Before you press “delete all” consider using Outlook’s clever Clean-up function which removes all email replies that are duplicated in a later thread, allowing you to read a single thread instead of dozens of individual emails. What this means is that you won’t waste time re-reading information and can cut to the chase in one email thread. Super. Rest assured: the tool is sophisticated and will not delete any emails with attachments or text that aren’t exactly duplicated in later threads, and you can always review deleted items in the trash folder if needed.
    Outlook: Home > clean up > clean up folder

Hopefully you can see how at least one of these tips will help you start to adjust your email behaviour and begin a new, healthier relationship with your inbox. Good luck!

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Why we need to re-learn how to switch off

As work returns to “normal” after the August summer holidays, employers need to revisit whether, in a world of smartphones and “always on” connectivity, workers are actually getting a proper break from work while on holiday, argues Laura Willis.

The traditional August summer holiday period is now, for many of us, rapidly fading into memory and, as work cranks back into “normal” mode, it can at times seem like you never went away.

We all know there is nothing quite like two weeks in the sun to blow away the cobwebs and recalibrate. Lying by the pool, finishing that book, a day exploring some ruins, or just lots and lots of sleep and lazing around.

However, whether you took a break over the summer or are planning to beat the inflated school holiday prices by getting away this autumn, the real challenge from a health and wellbeing perspective is actually just getting away from that little device in your pocket or handbag.

These days we carry “the office” around with us. Digital technology, and in particular our smartphones, have brought so much flexibility to our working lives resulting in there being no need to be tethered to the desk to do our jobs.

The flipside to this, however, is a growing inability to properly disconnect from work outside of office hours – be that evenings, weekends or on our annual leave – and the growing worry among health and wellbeing professionals of the negative impact this may potentially be having on people.

Inability to disconnect

Studies are already showing the impact of our inability to disconnect from work and constantly checking in to the office through digital devices.

For example, the Chartered Institute for Personnel and Development/Simplyhealth 2018 Health and Wellbeing report highlighted that 87% of people reported that an inability to switch off had a negative impact on their wellbeing.

More recently, research in the Journal of Epidemiology and Community Health concluded that working longer hours and weekends contributed to worse mental health.

The World Health Organization, too, has argued that by next year work-related stress and burnout will be amongst the world’s most prevalent diseases; in fact it has even classed burnout as an “occupational phenomenon” within its 11th revision of its International Classification of Diseases for the first time. The lack of boundaries many of us feel around our work technology is undoubtedly a hugely contributing factor to this.

The psychological rest you experience during a period of annual leave simply isn’t the same if you are checking your inbox regularly either because of an expectation from your employer or a self-imposed obligation.

If we are to perform at our best, and maintain some level of work-life balance, which is essential to our wellbeing, then it is imperative we bring some sense of control to how we are using our inboxes and other workplace communications.

Practical solutions

So, what is the answer? At an organisational level businesses need to start to address this issue properly. Rather than what is often a wishy-washy, unspoken issue in most workplaces, employers need to consider putting some standards in place for staff so that they understand the need to have a proper break from work.

The relationship people have with their inboxes is often complex and companies need to support their staff to know they can and should disconnect from work. Putting the topic on the HR agenda and instilling a level of enforcement is key.

In the banking sector, for example, employees are forced to take two weeks’ holiday annually with no online contact so their employer can carry out necessary fraud checks. The unintended consequence is employees must step off the hamster wheel and take a proper break. If banking can survive this, there is little reason why others cannot follow suit.

At individual level employees need to reflect on the impact their constant contact with the office is having when they are trying to enjoy some downtime with family and friends.

One of the simplest choices all employees can make, regardless of their work or personal commitments, is to own two separate phones – one for work and one for personal.

By creating this very clear digital boundary workers can start to feel in control of their time and put appropriate rules in place as to when they are and are not going to be contactable.

Communicating the necessity and intention to take a real break is also important so colleagues’ expectations can be managed. A colleague who makes it clear they won’t be checking their inbox whilst they are away, and so should only be called in the event of a true emergency, is unambiguous about their intention to disconnect.

Businesses with their eye on the future, who are taking the health of their employees seriously, are already starting to put digital wellbeing on the agenda. As the world continues to get faster, and connectivity becomes ever-more the norm, is the time for employers to ensure their people are embracing their annual leave – whenever they take it – so that they return to work feeling rejuvenated, refreshed and ready to continue to give their very best.

References
Health and well-being at work, CIPD and Simplyhealth, 2018, https://www.cipd.co.uk/knowledge/culture/well-being/health-well-being-work

Weston at al (2019). Long work hours, weekend working and depressive symptoms in men and women: findings from a UK population-based study, Journal of Epidemiology and Community Health, available online at https://jech.bmj.com/content/jech/early/2019/02/08/jech-2018-211309.full.pdf

Burn-out an “occupational phenomenon”: International Classification of Diseases, May 2019, World Health Organization, https://www.who.int/mental_health/evidence/burn-out/en/

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The power of mindfulness in today’s digitally distracted world

corporate-meditation1We’re all distracted. The problem is everywhere. On trains, in restaurants, in homes, in business meetings and at conferences the temptation to check your inbox, tweet your thoughts or research something is too great for most people. It’s normal now for people watching TV in the sanctuary of their homes to be invited to “get involved” with the movie or programme rather than just sit back, relax and be entertained. At work, laptops are the constant companion of most people in meetings and with new emails or slack chats coming through whilst we are physically present our minds are often pulled away from the people we are with. What does this mean? Our attention spans are shorter, many of us feel overwhelmed by the constant stream of information, and our focus and productivity are suffering. And a state of continuous partial attention means interactions with those around us can remain shallow.

This isn’t going to go away. Technology is continuing to develop at a faster and faster rate and it is up to us to take responsibility for our own attention, wellbeing, our own tolerance for information, and make the appropriate changes to ensure we have a balanced and controlled use of tech rather than feeling it is controlling us.

Mindfulness is central to Shine Offline’s ethos of understanding our relationships with our digital technology and using our devices in an intentional way that supports our goals and values. We understand the impact digital distractions are having on people’s lives but also know that this is the world we live in and that it is up to us as individuals to each manage the role it plays, how we deal with it and how much we can handle.

Reasons why mindfulness is invaluable to thrive in today’s always-on world.

It helps you to exercise your attention

The origins of mindfulness are in Buddhism but for many people these days, including the team at Shine Offline, it is practised in a secular form. Many mindfulness teachers would describe the practise as brain training. A workout for the mind. When we practice mindfulness what we are doing is finding an anchor for our attention, usually the breath as a starting point, and bringing our attention back here every time our mind wanders. Practising this exercise regularly builds our “attention muscle” and ability to focus. It is neuroplasticity in practice – the brain changes depending on how you use it and regular meditators are found to have very different brains to people who never practice mindfulness. In a world designed to distract us, with notifications pinging and live chats streaming, exercising this part of our brains is invaluable in managing our own attention.

It increases our awareness of our thoughts and behaviour

Humans live on autopilot much of the time and one behaviour that has become automated for many people is checking. Checking the phone, inbox, slack, news, social media. The mobility of our digital technology has resulted in it being very easy to check our devices, and the work and personal information coming through on them, constantly. The simple practise of mindfulness can help to increase our awareness of our thoughts and behaviours and in turn help us to change them. Through the regular mindfulness practice of coming back to the breath whenever our minds wander we can start to remove the autopilot and live our lives in a way we choose. We believe it is no coincidence that mindfulness has risen at the same time as smartphone use – our devices constantly pull us out of the present moment.

It gives us a break from the phone

In a world where there is always a post to check, an update to read, an email to make sure you haven’t missed, having a really valid reason to have a break from our digital is invaluable. Getting into the habit of putting the phone on flight mode and in the drawer every day for 10 or 15 minutes to practise some mindfulness creates an offline space in our world that so many of us crave.

At the end of every session we run at Shine Offline we ask workshop participants what their biggest take away has been from some time thinking about their relationship with their digital technology. The value of mindfulness in today’s distracted world is one of the most popular responses. And we know, first hand, why. Everyone could benefit from just 10 minutes a day of focus on the breath.

If you fancy giving it a go we would recommend this short guided meditation by one of the UK’s leading Mindfulness teachers Mark Williams.