using data to drive organizational policy changes: second-hand smoke at the workplace

2. using data to drive organizationalpolicy changes: second-hand smoke at the workplace October 2, 2013 Healthy Worksite Summit Pre-Conference Lynnwood, WA Doug Spohn Wellness Manager WA State Department of Labor & Industries

3. aka how to get everyone hopeful, scared, mad, and polarized: 59 months of making friends and enemies By: “Really Doug?”

4. aka the L&I smoking story: miracles still happen! By: “Yay Doug!”

5. The Moral of the Story First . . . we changed our policy about second-hand smoke based on data we collected. and it’s working! and it’s not mandated by law, btw.

6. We are a big ship “And we are big and slow”

7. The back-story • History & Culture • Workforce • Leadership • Unions • Laws • Readiness-to-change

8. History & culture • Roots in heavy industry • Construction trades visit a lot! • Lots of visitors use tobacco • Pro-labor environment/pro-labor state laws • Leadership has been change-adverse • Recent laws brought significant changes!

9. The workforce • 2,700 – 50/50 male and female • Average age is late 40s • 20 offices in 20 cities • Positive reaction to the Wellness 360° • 1,700 at HQ building in Tumwater <<< setting of the story

10. Our leadership • 20 executive leaders at HQ • 300 supervisors at HQ • Agency head is very influential “What does Judy want?” • New laws have brought energy, excitement, stress & chaos to the lives of leadership • How to keep our employees productive?

11. Judy

12. Our leadership • 20 executive leaders at HQ • 300 supervisors at HQ • Agency head is very influential “What does Judy want?” • New laws have brought energy, excitement, stress & chaos to the lives of leadership • How to keep our employees productive?

13. We are a union shop • 4 primary unions • 1 is huge! • Avoid surprising anyone • Pride in union/management relationship

14. We abide by the law • Smoking law of 2005 – initiative by the people • 25 feet from building entrances • But . . .

15. But . . . smoke is controlled by physics and people seek comfort and convenience! • Smokers hover at the 25 foot mark • Non-smokers walk through smoke to enter the building • Smoke gets sucked through the doors via air pressure differences • Wind currents move smoke and smoke will find non-smokers!

16. L&I’s Readiness-to-Change • Pre-Contemplation – before 2007 • Contemplation – 2007 to 2010 (Wellness 360°) • Decision – April 15, 2012 (survey commissioned) • Action – August 1 and September 17, 2012 (the executive head nod & when the signs went up) • Maintenance – September 18, 2012 and beyond

17. now, on with the story . . .

18. Easy as 1, 2, 3? • First, we gathered data • Second, we showcased our findings • Third, we carried out a decision

19. Wrangling up some data • Archiving of email anecdotal stories • Observational study by Emily • THE EMPLOYEE SURVEY!

20. Emily

21. Observational studyEmily’s Secret Mission • 2 months, October & November 2010 • Where is the smoke coming from? • Provided insight into the scope of the problem

22. Smoking policy posseBuilding a wave of momentum! • Internal Safety & Health Committee • Facilities Director • Budget Director • Union Leaders • Executive Leaders • Employees

23. The Survey!Mission Impossible • Agency survey committee • Bumps and bruised egos • Union heads-up • Last minute, “Why are we doing this again?”

24. Judy

25. The survey: what we wanted to learn • Email anecdotal data accurate? • Observational study accurate? • If there’s a problem, what’s a solution? • The overall emotional pulse of the workforce?

26. We also wanted to learn . . . • Is anyone planning to quit smoking? • Does anyone want smoking cessation resources from us? • Do ex-smokers want to help their smoking colleagues quit tobacco use?

27. Survey results • 67% of building occupants completed the survey – 1,132 employees/most were women • 71% of survey takers believed that establishing designated smoking areas was the best option – other than going 100% smoke-free • 30 current smokers indicated a desire to quit within the next 12 months

28. Survey results (continued) • 15 current smokers requested smoking cessation resources from Wellness 360° • 90 personal quit-stories were submitted for the purpose of supporting others who want to quit • 2,000 written comments – many were positive, many were mean-spirited

29. The main message • Move second hand smoke away from the building • Protect the smokers from the wet weather • Make sure the policy is very clear and easy to understand

30. The head nod heard ‘round the agency!(and now in Lynnwood) • The presentation • The questions – the answers • The pondering • “Well, should we do this?” • THE HEAD NOD! • Communication plan • Grounds preparation plan • Implementation!

32. The head nod heard ‘round the agency!(and now in Lynnwood) • The presentation • The questions – the answers • The pondering • “Well, should we do this?” • THE HEAD NOD! • Communication plan • Grounds preparation plan • Implementation!

33. Judy

34. The head nod heard ‘round the agency!(and now in Lynnwood) • The presentation • The questions – the answers • The pondering • “Well, should we do this?” • THE HEAD NOD! • Communication plan • Grounds preparation plan • Implementation!

35. People helping people • Communication plan • Wellness 360° resources • Personal quit stories • Grace and understanding

36. The main message • Move second hand smoke away from the building • Protect the smokers from the wet weather • Make sure the policy is very clear and easy to understand

41. The Power of One “Thank you Doug.  I have enrolled.  Time to get healthy for myself and become part of the solution and not part of the problem.  I appreciate what the wellness program is trying to achieve and can tell you I am walking more, eating healthier and taking out the vices one at a time.  Your program has helped give that extra push to act now, not later, because often never happens.”  Daniel, 2012 After receiving smoking cessation resources from Wellness 360°

42. TimelineFrom data to decision to implementation DATA: 2007-2010 Email archiving DATA: Oct-Nov 2010 Observational study 2011 Back burner – missed good weather window Nov 2011 Floated change idea with key leaders Jan 2012 Aligned with Internal Safety & Health Committee Jan-Apr 2012 Employee survey development Apr-May 2012 Survey administration DATA: Jun 2012 Survey analysis & publication Jun-Jul 2012 Executive leadership pitch preparation DATA: Aug 1, 2012 Facts & proposal pitched to executive leadership Aug 1, 2012 Proposal & plan accepted by executive leadership DATA: Aug-Sep 2012 Data from multiple sources communicated to employees Sep 17, 2012 New policy implemented

43. The end of the L&I story(or is it really?) • Minor adjustments for now • 100% smoke-free future? • Never-ending good will for employees • Huge leverage for Wellness 360°

44. The Final Lesson: “Don’t give up the ship” Yes, we are big and slow, but we can change course. Just give us time and space.

45. Thank You! Doug Spohn Wellness Manager Dept. of Labor & Industries Washington State doug.spohn@lni.wa.gov 360.902.6304