One of the toughest parts of a leader’s job is managing situations in which substance abuse takes place in the workplace. First, it can be difficult to spot. People who abuse substances are often practiced at hiding their addiction. Second, none of us like to think that a colleague could be experiencing problems with drugs or alcohol. Third, we’re unsure how to handle it sensitively and legally.
Consequently, many leaders take ‘the easy route’ by denying that substance abuse is taking place in their company. Denial is a powerful coping mechanism and can hinder the most insightful among us. But there’s a high cost to that denial.
Substance abuse inflicts staggering costs on American Business, and the toll is greatest on small companies. According to various studies, it is estimated that substance abuse drains from $60 to $200 billion from the economy. So, this is an issue that no leader can afford to ignore.
Dealing with substance abuse in the workplace requires a change in organizational culture, and that change is instigated at the top. As a leader, you need to set policy, reinforce healthy behavior, hold people accountable for unacceptable behavior, provide resources, and encourage people to come forward for help.
It’s no small task, so let’s look at four essential steps to achieving this.
4 steps to providing a cost-effective, safe, and healthy workplace
1. Conduct a workplace needs assessment
The best place to start is by evaluating the needs of your organization. All companies are different, and your industry may have more or less prevalent substance abuse issues than others. Involve all major segments of your workforce in this assessment to find out where the (potential for) problems are.
Tackle this not only from a problem– solving perspective but also a health and wellness perspective. You want to encourage your employees and set them up for success. Setting up a drug-free workplace team that accurately represents your entire organization is a recommended approach. SAMSHA has some good tips on forming such a team.
2. Develop a written substance abuse policy
Make sure your organization has a solid policy that details how to address substance abuse issues on a preventative and reactive basis. If you have a small team, get professional support. Maybe you have an employee assistance program that you could tap into, or approach the National Drug-Free Workplace Alliance, which has some great resources for business leaders.
There’s no need to reinvent the wheel when drawing up your policy. Go to a reputable online resource for a template and then modify it to ensure that it matches your needs assessment and complies with local and federal laws. If you’re not sure where to start, try SHRM. It has a comprehensive substance abuse policy template available to download and customize.
Your policy should include at least the following:
- Purpose of the policy (e.g. to provide a cost-effective, safe, healthy, and productive workplace)
- Scope of the policy (e.g. all employees and all applicants for employment)
- Employee assistance (e.g. how your company will support employees who seek help before becoming subject to discipline or termination)
- Work rules (e.g. what substances are prohibited, and where and when)
- Consequences for violating policy (e.g. what happens if an employee refuses to be tested or whose test is positive)
When working on your policy, you’ll want to consider if testing is to be a requirement. This may or may not be suitable for your company. If you think that it is, decide when it should be done (e.g. pre-employment, reasonable suspicion, post-accident) and how and where the tests are to be conducted.
3. Train your managers, supervisors, and human resources staff to implement policy
Once you have a solid policy, you need to train your entire leadership team in order to implement it. The Substance Abuse and Mental Health Services Administration recommends seven general guidelines for employers, supervisors, and HR officers to maximize the effectiveness of your drug-free workplace policy and program:
- Knowyour company’s policy and program
- Be aware of legally sensitive areas (state, federal, industry)
- Recognize potential problems (know the signs)
- Document in a systematic and fair manner (record steps taken)
- Act in a confidential way (work on a need-to-know basis)
- Refer to appropriate services (seek professional help)
- Reintegrate into the workplace (give assistance)
If any of your managers and supervisors have a reasonable suspicion that an employee is under the influence, your organization’s unique policy should be able to guide them through each specific step they need to take.
4. Educate your employees about your substance abuse policy
A substance abuse policy will only be effective if everyone knows that it exists, knows its purpose, and understands the benefits. You’ll want to give some thought to the format of this education. A mix of methods is usually effective, such as team briefs, workshops, video tutorials and newsletters.
It’s important to get everyone on board. Getting everyone to buy into the policy will encourage positive change throughout the company. Finally, consider providing continuing training in this area (and keep it alive). We all need to be reminded of good practice and the rules from time to time. You could even tie in your top-up training to coincide with national programs such as National Substance Abuse Prevention Month.
As leaders, we have a moral imperative to provide a safe workplace for all employees. And we can’t afford to ignore the crippling impact of substance abuse left unchecked. If you’re a small business leader, you don’t need to walk this road alone. Be sure to lean on your human resources, employee assistance, and legal professionals to give you the best roadmap for success.