How to Promote Healthy Habits in the Workplace

For many people, staying healthy at work feels like an uphill struggle: sitting in the same position for hours, screen glare, a stuffy or overheated office, the sixth biscuit of the afternoon. These things affect morale, productivity and how much people enjoy their jobs.

A workplace that genuinely supports health and wellbeing can improve employee satisfaction, engagement and performance. Doing so takes more than occasional initiatives. The approach needs to be practical, inclusive and built into everyday working life, starting with the basics of the building itself.

Here are the main ways employers can help people build healthier and more sustainable working habits.

1. Get the Physical Workplace Right

The physical environment has a direct effect on health, and it is the part of the picture Facilities Management controls most directly. Employers should aim to provide:

• Clean and well-maintained facilities
• Good ventilation
• Comfortable temperatures
• Appropriate lighting and access to natural light
• Ergonomic workstations
• Quiet areas for concentration
• Comfortable spaces for breaks

Plants and natural materials can make a space more welcoming, but they should complement good ventilation and building maintenance, not replace them.

Keep it clean and tidy

Cleanliness and sanitation came to the forefront during the pandemic because of their role in reducing the spread of illness. A clean, tidy office also affects mindset. Arriving to boxes and papers stacked haphazardly, mouldy mugs on the desks and a carpet that has not been vacuumed in months contributes to a general sense of stress and unease. Keeping on top of housekeeping is common sense, and it supports the business directly.

Manage the temperature

An office that is too hot or too cold makes it very hard for people to focus, and it is a reliable way to build resentment towards an employer, particularly during heatwaves. Temperature is often contentious and you will not please everyone. The Health and Safety Executive's guidance sets a minimum of around 16°C for most indoor work; aiming for about 20°C is a sensible middle ground for an office.

Make drinking water easy to get

Fatigue, headaches, dizziness and difficulty concentrating are common symptoms of mild dehydration. Employers need to make sure staff have easy access to drinking water wherever they work. Encourage people to keep a bottle with them, and to set a reminder to refill it if they need a prompt. Fruit and vegetables also add to fluid intake. How much each person needs depends on the individual, their activity levels and the environment.

Reduce glare and screen strain

Rubbing your eyes and fending off a headache at the same time each day can be a sign of too much exposure to screens or harsh fluorescent lighting. Encourage frequent breaks away from the screen and time in natural light. Looking out of a window for a few minutes every hour rests the eyes and helps morale.

Control noise

Views differ on the right level of noise at work, including whether music should be played. Some people work better with background noise; others need silence. High noise levels are generally accepted to hurt productivity. A useful rule of thumb: if you have to raise your voice to speak to someone within about three metres (ten feet), it is too loud. Where space allows, a dedicated quiet zone gives people somewhere to work in silence when they need to.

2. Provide Ergonomic Furniture and Assessments

Poorly designed workstations contribute to discomfort, fatigue and musculoskeletal problems. Employers should consider providing:

• Adjustable chairs
• Suitable desks
• Monitor stands
• Footrests
• External keyboards and mice
• Sit-stand desks where appropriate

Workstation assessments identify individual needs and make sure equipment is adjusted correctly. Buying ergonomic furniture is not enough on its own; people also need guidance on how to use it.

3. Encourage Regular Breaks

Regular breaks reduce fatigue, maintain concentration and prevent long periods of inactivity. Employers can encourage staff to:

• Step away from screens
• Stretch or walk briefly
• Take a proper lunch break
• Change posture regularly
• Spend time outside where possible

Comfortable break areas make it easier to switch off temporarily. Optional mindfulness, breathing or relaxation sessions may help some people manage stress, but they should stay voluntary and should never be presented as a substitute for manageable workloads or proper organisational support.

4. Run Behaviour-Change Workshops

Interactive workshops can help people understand how habits form and why positive changes are hard to maintain. Sessions might cover:

• Setting realistic wellbeing goals
• Identifying triggers and barriers
• Building routines gradually
• Maintaining motivation
• Recovering after setbacks

Employers can also draw on self-determination theory, which focuses on autonomy, competence and relatedness. Giving people choice, helping them feel capable and encouraging social support makes wellbeing initiatives more motivating and more likely to last. Workshops should provide practical tools rather than simply telling people what to do.

5. Offer Meaningful Incentives

Appropriate incentives can encourage participation. Options include:

• Discounted gym memberships
• Access to wellbeing programmes
• Healthy lifestyle challenges
• Additional wellbeing benefits
• Recognition for participation
• Team-based activities

The aim is to encourage healthy behaviour without making anyone feel pressured or judged. Avoid rewarding only the highest performers; recognising consistency, participation and personal progress is more inclusive.

6. Introduce Supportive Workplace Policies

Healthy habits are much easier to keep when policies support them. Employers may consider:

• Flexible start and finish times
• Hybrid or remote working where appropriate
• Protected lunch breaks
• Mental-health support
• Employee assistance programmes
• Wellbeing or recovery days
• Clear limits on out-of-hours communication

Walking meetings can work well for suitable conversations, getting people moving and making discussion less formal. The strongest policies tackle the causes of poor wellbeing rather than placing all the responsibility on employees.

7. Support Mental Wellbeing and Lead by Example

People should feel able to discuss pressure, workload and difficulties at work without fear of judgement. Managers can support this by:

• Holding regular check-ins
• Listening to concerns
• Responding early to signs of stress
• Signposting available support
• Maintaining confidentiality

Wellbeing initiatives are more credible when senior leaders take part and model healthy behaviour: taking breaks, using their annual leave, respecting working boundaries and avoiding an always-on culture.

Resources should be easy to find and work for people both on-site and remote. Useful examples include wellbeing apps, mental-health guidance, fitness sessions, educational materials, financial wellbeing support and occupational health services.

8. Support Healthy Remote Working

Remote workers need the same attention to health and wellbeing as office-based staff. Employers should provide guidance on:

• Setting up an ergonomic workspace
• Taking regular movement breaks
• Managing screen time
• Establishing working boundaries
• Avoiding digital fatigue
• Staying connected with colleagues

Where possible, provide equipment or allowances for suitable desks, chairs, monitors and other essentials. Managers should focus on outcomes rather than expecting constant online availability.

Listen to Employees

No wellbeing programme should be built on assumptions. Surveys, focus groups and confidential feedback show employers:

• The main sources of workplace stress
• Which benefits people value
• Barriers to participation
• Differences between teams and locations
• Whether existing initiatives are working

This lets organisations invest in support that reflects genuine need.

Measure the Impact

Review whether wellbeing initiatives are producing useful outcomes. Possible measures include:

• Participation rates
• Employee feedback
• Absence levels
• Staff retention
• Engagement scores
• Use of support services
• Workplace satisfaction

The purpose is not to monitor individual health choices, but to understand whether the organisation is creating a healthier and more supportive environment.

Final Thoughts

Promoting healthy workplace habits takes a combination of a well-run building, supportive policies, good leadership and accessible resources. Workshops and incentives help, but they will have limited effect if people face a dirty, overheated or noisy office, excessive workloads, poor management or a culture that discourages rest.

The most effective organisations make wellbeing part of everyday working life. By getting the basics of the environment right, listening to employees and addressing both physical and mental health, employers build a more engaged, resilient and productive workforce.

Talk to Maxwell Stephens

If you are hiring in Facilities Management, talk to our team about what the market currently expects. If you are an FM professional weighing up your next move, the Facilities Management jobs we are handling span the public, private and not-for-profit sectors.