Your how-to: Setting up a simple peer support contact list
A simple peer support contact list is a directory of employees who are readily available, willing and trained to provide support and guidance to their colleagues in need. This informal mentorship or buddy system is centred around fostering an accepting workplace culture and promoting mental wellbeing. It serves as a primary point of contact for employees who might be dealing with stress, personal problems, or mental health issues where they can directly reach out to an empathetic peer for advice or simply a listening ear.
The idea is not to replace professional mental health services but to offer an immediate, internal support system that can help reduce the potential impact of stress and emotional difficulties on work performance. It is also important to remember that such a list should comply with Australia's privacy laws and confidentiality guidelines, ensuring that any information shared is kept strictly confidential and used appropriately. Proper training should also be provided to these peer supporters about maintaining confidentiality, active listening, and when to refer a colleague for professional help.
Step by step instructions
Identify Interested Employees: Engage with your employees to see who would be interested in participating in a peer support system. It is important that these are individuals who are willing to be understanding, compassionate and open-minded to their colleagues' issues.
Create a List: Craft a simple list or register, noting down employees who have consented and completed mandatory training. This list will include their contact details, such as their name, email address and preferred method of contact within office hours.
Promotion and Reiteration of Objectives: Spread awareness about this new support system within your organisation through appropriate channels, for instance, internal newsletters, meetings or emails. Reiterate its goals - to provide immediate internal support for employees dealing with stress, personal issues, or mental health conditions and remind employees that this does not substitute professional mental health services.
Pause to Evaluate Progress: Take regular pauses to evaluate the progress of the process. Use these moments to gather data on outcomes and solicit feedback from participants. Reflecting on metrics like engagement, satisfaction, and effectiveness will provide insights into what's working well and what might need adjustment.
Gain Consent and Training for Confidentiality: Discuss with the interested employees about the responsibilities that come with being part of a peer support system. Ask them for consent to be listed as a contact in the peer support list and provide them with adequate training related to maintaining confidentiality, active listening and providing appropriate advice. This is essential for ensuring they are prepared to deal with potentially sensitive situations.
Sharing the List and Maintaining Confidentiality: The peer support contact list should be shared within your organisation but must be handled with utmost confidentiality. As per the Australian Privacy Principles (APPs), it's critical to protect the privacy of those involved and ensure the contact list is used appropriately. It would be worth taking time to remind all employees about the importance of confidentiality and respect when using this list.
Review and Monitor: This is an ongoing process and should be periodically reviewed to monitor its effectiveness. Listen to feedback from employees involved, assess if it's meeting its objective, and adjust the system as necessary.
Reflect and Breathe: This step can be challenging, so it's important to take a moment to breathe and reflect. Pause to consider the progress made, the obstacles encountered, and the lessons learned. This reflection will not only help in gaining clarity but also in maintaining a balanced perspective, allowing for thoughtful and deliberate decision-making moving forward.
Use this template to implement
To ensure you can execute seamlessly, download the implementation template.
Pitfalls to avoid
Poor handling of sensitive information can lead to a breach of privacy. In Australia, you must comply with the Privacy Act 1988 which deals with handling personal information. Be sure to establish strong privacy settings, control who has access to the contact list, and secure it against potential data breaches.
Poor communication can result in lost opportunities for peer support. Clearly explain the purpose and benefits of the contact list to your employees and encourage them to use it. Regularly remind and update them about the list.
It's important to ensure that the peer support system is inclusive, with a wide range of ages, genders, ethnicities, and backgrounds represented. This will help to make everyone feel comfortable seeking support.
If your employees are not adequately trained in peer support, the support system may not function effectively. Educate your staff on the values, methods and benefits of peer support. Train them on how to handle difficult situations, conflict resolution, and maintaining professionalism.
A contact list that is not regularly updated can create confusion and inefficiency. Make sure the contact list is accurate, with no typos or mistakes, and keep it up to date, removing anyone who leaves the company and adding new staff promptly.
Understand that not everyone might be comfortable in a peer support setting. Respect individual preferences for privacy or the choice to work independently and, where appropriate, offer alternatives for support.