How To Implement A Virtual Wellness Program In 6 Steps
From surveys to vendors, what you need to know for a successful program launch
Virtual employee wellness programs offer a level of flexibility, convenience, and accessibility that on-site ones can’t quite match. They make it possible to boost your workforce's physical, social, and emotional well-being, whether your team is remote, in-person, or a mixture of the two.
Regardless of whether you're operating a local business or are a nationwide organization, a virtual wellness program can help promote a healthier workforce and reduced healthcare expenses.
However, there’s just one very important thing leaders have to iron out: how to implement an employee wellness initiative. Below, we’ve provided must-know insights for leaders looking to launch a successful remote program and reap its benefits.
1. Identify employee needs and interests
One of the biggest mistakes leaders make when launching a wellness program is “assuming” what their workforce wants and needs.
While you might have a sense of what they’re looking for, it’s not ideal to just go with your hunch. After all, evidence shows that one reason employees don’t engage in wellness initiatives is a lack of perceived relevance. If they can’t discern how a program would benefit or relate to them, the program will have lower participation rates, no matter how convenient it is.
When there’s a disconnect between employee utilization and program availability, organizations miss out on the benefits the program is supposed to offer.
How to determine employee wellness needs
Data tells a story and can reveal a lot about what employees are looking for. Chances are, you already have some valuable sources of data readily accessible to you, such as:
Employee turnover rates
Exit interviews
1:1 meeting feedback
Current wellness program participation rates
Number of sick leave days: Data shows that, on average, almost 60% of employees 18 to 30 took up to five sick days in one year.
In addition to reviewing one or more of the above, organizations could create and send out staff well-being surveys. These surveys ask open and closed-ended questions about physical and mental health, personal interests, and more.
However, it’s important to keep these surveys anonymous to keep in compliance with privacy laws like HIPAA.
2. Form an employee wellness program committee (optional)
Once data has been captured, you can choose to assemble a wellness initiative team to review it. The team should consist of human resource (HR) leaders and employees from all levels and different departments who can represent their coworkers.
Their role is to act as a liaison between employees and leaders, ensuring their coworkers' concerns are shared and supported, and the organization's workforce culture goals are met.
It’s believed that the optimal number of team members is between five and twelve, depending on the size of your organization. In some situations, it might make sense to split it into two groups:
Employee wellness program committee: These individuals provide oversight, aid in executing the program, and encourage employee participation. They can assist with training administrative staff on new offerings as well.
Employee wellness planning team: They focus more on the behind-the-scenes duties, such as the budget, and ensure that certain program functions are completed based on one’s job role. For instance, an HR employee might research benefits options and coordinate with vendors, while someone from occupational health would aim to identify and prevent workplace safety risks.
3. Select employee wellness offerings
Once the team reviews the data, it’s time to determine which options to pursue based on survey results. Virtual wellness programs are versatile, allowing them to be fully customized to address the unique challenges your employees face.
Some examples include:
Fitness challenges
Mental health workshops
Smoking cessation
Preventive health screenings
Weight management
Chronic condition programs
Stress relief activities such as meditation
4. Partner with a vendor
Once you identify what your employees want, you need to find a vendor. Truthfully, your virtual wellness program will only be as good as the vendors you partner with. Look for vendors that offer the following:
Customizability: The best vendors do more than personalize their platform to match your logo and branding colors. They can tailor their offerings to fit your company’s needs.
Diverse service offerings: A great vendor can help you launch anything from 24/7 urgent care to a sexual health and wellness program.
Solid telehealth infrastructure: Their full-stack platform should be user-friendly, reliable and secure, and able to launch and scale seamlessly.
Compliant with state and federal guidelines: Numerous rules and laws must be followed to operate a wellness program. A responsible vendor will not only be aware of them but also comply with those policies. Look for certifications like LegitScript or accreditation from organizations like the NCQA.
Expansive provider network: Finding healthcare providers on your own can be time-consuming and confusing. This hiccup alone can set the launch of your wellness program back for years. A vendor that extends round-the-clock, 50-state provider coverage will make it possible to get started within months.
5. Set measurable goals
You can’t manage what you don’t measure, so it's imperative to establish goals for the outcomes your organization hopes to achieve by having a wellness program.
Therefore, if the company expects to increase productivity, reduce workers' compensation claims, or lessen healthcare costs with wellness initiatives, ensure there are things in place to capture this data.
Program participation rates and the return on investment should also be monitored. This can help with buy-in amongst leadership later. Ultimately, the wellness programs’ goals and the company's strategic priorities need to align.
It’s also important to be clear about what you’re trying to improve, as it’s not enough to say, “We want to decrease absenteeism with XYZ wellness initiative.” We recommend setting SMART objectives, which stands for:
Specific
Measurable
Achievable
Realistic
Time-specific
Here’s an example:
Reduce employee absenteeism related to preventable health issues by 15% over the next 6 months by implementing a personalized virtual weight loss and wellness program, including access to GLP-1 medication and lifestyle coaching.
6. Promote program participation
If your employees aren’t engaged, your company won’t be able to reap the benefits that wellness programs are supposed to provide. To encourage participation, try the following strategies:
Get managers and senior leadership involved
Implement gamification
Encourage group/team-based activities and challenges
Offer incentives
Hold wellness workshops
Recognize milestones at end-of-year wellness gathering
You should also keep the following in mind:
Communicate about the program frequently and on an ongoing basis.
Use multiple communication channels. Some employees prefer brochures, emails, or Slack, while others rely on flyers, posters, and even social media for their information.
Secure a virtual wellness program with a trusty vendor
The workplace landscape is changing, so companies looking to stand out in this competitive marketplace must hone in on their employee needs.
A remote workplace wellness program allows organizations to broaden their scope and offer something for everyone, encouraging high participation rates and reduced healthcare costs.
At OpenLoop, we help companies achieve a positive return on investment while also meeting the evolving demands of their workforce. Our scalable, white-label telehealth infrastructure can make your remote employee wellness initiatives possible within months, making you a leader amongst the competition.
Want to learn more? Contact us today!
Our full suite of white-labeled virtual care services includes: