Supporting Employee Mental Health Through Video Conferencing

Working under stressful circumstances, coping with pressure, handling disputes with colleagues and clients, working overtime, or simply working too much are all factors that can take a toll on anyone’s well-being and mental health. 

Table of contents

1. What is mental health?
2. Mental health at work
3. How to use video conferencing for mental health support
4. How to integrate video conferencing for employee well-being?
5. Benefits of video conferencing for workplace mental health
6. Privacy regulations for video conferencing
7. Future trends in remote workplace mental health support
8. Digital Samba - A security conscious organisation

The modern way of life is often fast and busy, which already causes stress in many private aspects of life, but when combined with work stress or when a job is affecting mental health, it can frequently impact overall health, physical and psychological.

Therefore, to have healthy, functioning, and productive employees, companies must ensure that their workforce is doing well, raise mental health awareness in the workplace and offer support. Using video conferencing for mental health in the workplace can foster a supportive environment, enabling employees to access mental health resources conveniently and confidentially.

But what is mental health, after all?

What is mental health?

But how do we define the term mental health? Basically, it encompasses our emotional, psychological, and social well-being, influencing how we think, feel, and interact with others. It is vital across all life stages, shaping how we handle stress, form relationships, and make decisions. The World Health Organisation (WHO) describes it as follows:

“Mental health is a state of mental well-being that enables people to cope with the stresses of life, realise their abilities, learn well and work well, and contribute to their community. It is an integral component of health and well-being that underpins our individual and collective abilities to make decisions, build relationships and shape the world we live in. Mental health is a basic human right, and it is crucial to personal, community and socio-economic development.” (WHO, 2022)

So in order to nourish and respect this human right, the employers are dealing with mental health issues in the workplace by offering different types of support mechanisms and structures.  

Mental health at work

Typically, a Human Resources (HR) department, if the company is large enough to have one, is responsible for overseeing employees' well-being. The department monitors, communicates with, and responds to workers’ needs, expectations, and concerns. There is, unfortunately, a lot to be concerned about: according to the “2023 Workplace Wellness Research” by the US national non-profit organisation Mental Health America (MHA), “Workers in unhealthy work environments report higher rates of psychological distress that lead to mental health concerns. In 2022, 81% of workers reported that workplace stress affects their mental health, compared to 78% in 2021. 73% of workers report that workplace stress affects relationships with family, friends, or co-workers.” (MHA, 2023)

To avoid creating an unhealthy environment with unhappy workers or, in general, to improve mental health in the workplace, there are various ways HR can help employees thrive at work. Since, in large companies, it may be challenging to conduct personal interviews with every employee, this article focuses on using video conferencing software to contribute to employees’ emotional and psychological well-being.

How to use video conferencing for mental health support

For HR specialists, video conferencing serves a broader purpose beyond interviewing; it plays a vital role in supporting current employees, especially in improving mental health. It allows staff to engage with HR or colleagues remotely, facilitating flexible work-from-home options and flexible scheduling. This virtual accessibility significantly helps employees balance work and personal responsibilities. Additionally, video conferencing allows HR to deliver mental health training remotely, meeting employees wherever they are and providing essential support. Such initiatives can increase employee satisfaction and strengthen retention by addressing wellness needs effectively.

Ideally, HR will have a detailed, organised approach for using video calls to assess employees’ emotional states and needs remotely. Here’s a structured approach:

How to integrate video conferencing for employee well-being?

It is no secret that, for example integrating mental health resources directly within video conferencing tools, such as digital wellness platforms that offer guided sessions and resilience workshops, has enhanced employee engagement and satisfaction. Platforms like Calm report that employees using these tools experience reduced burnout and feel more supported, ultimately contributing to a more inclusive and supportive work culture​.

This approach aligns with recommendations from the American Psychiatric Association’s well-being survey, which emphasises that regular check-ins and proactive support through digital platforms significantly improve workplace mental health.

When creating a mental health support system, HR departments or companies should consider using an integrated video conferencing API rather than general-purpose platforms like Zoom or Teams. Here are several key advantages to using dedicated video call software integration on a website or any other internal workplace mental health support application.

Benefits of video conferencing for workplace mental health

1. Enhanced privacy and security controls: Integrated APIs allow organisations to implement specific privacy protocols and meet regulatory standards like GDPR or HIPAA more rigorously. Mental health support often involves sharing sensitive information, so built-in encryption, tailored access controls, and dedicated data management ensure higher security levels compared to general platforms.
2. Customisation for mental health needs: An integrated API can be customised to include features like anonymous Q&A, resource-sharing portals, and on-demand video support—all specific to mental health support. This enables organisations to design an environment that is uniquely supportive and engaging, which generic tools may not fully accommodate.
3. Seamless workflow and data integration: API integration can connect with other employee wellbeing tools, HR systems, or employee management software, allowing for streamlined data flow and reporting. This integration can provide a holistic view of mental health trends and outcomes without compromising data security by moving information across multiple platforms.
4. User experience and accessibility: Tailored video calling APIs can offer a more seamless, accessible experience, reducing the barriers employees might face when navigating unfamiliar platforms. Integrated solutions embedded directly into familiar workplace software allow employees to engage with mental health resources easily, increasing participation and comfort.

An integrated API aligns the technical environment with the specific needs of mental health support, promoting confidentiality, ease of use, and a targeted approach to employee wellness.

Privacy regulations for video conferencing

According to organisations like the American Psychiatric Association (APA) and American Telemedicine Association (ATA), using secure platforms for mental health sessions is crucial to ensuring privacy and trust, which are fundamental to employee engagement in sensitive discussions. Both APA and ATA advise companies to ensure that telehealth equipment is technically prepared and appropriately arranged within clinical settings. Clear policies and procedures should be in place to safeguard the physical security of telehealth devices and protect electronic data. Furthermore, organisations must comply with relevant safety laws, regulations, and standards that govern technology and technical safety in healthcare environments.

Different countries have different regulations, so in the US, for example, it is essential that video conferencing software providers comply with the Health Insurance Portability and Accountability Act of 1996 (HIPAA), whereas in Europe, the equivalent would be the General Data Protection Regulation (GDPR). Many video conferencing API providers also offer other certifications and guarantees to ensure a secure environment. To learn more about how Digital Samba safeguards user and client data, please visit our page on data privacy and the GDPR document: https://www.digitalsamba.com/data-privacy.

Future trends in remote workplace mental health support

Only recently, employee well-being was largely seen as a personal responsibility, but today, companies are prioritising it as a core part of their culture, and we are seeing a shift towards a new era of employee well-being which is driven by strong commitments from management and HR leaders across industries. While no company has perfected the approach, the widespread focus on mental health is yielding positive impacts. While businesses are innovating and expanding support, addressing stress and anxiety amid volatile times, future trends in remote workplace mental health support are anticipated to build on accessibility, personalisation, and deeper integration with company culture. Here are some key trends:

Overall, the future of mental health support in remote workplaces will likely focus on personalised, preventive care embedded within the company culture, using technology to ensure accessibility and effectiveness.

Digital Samba - A security conscious organisation

Digital Samba video conferencing API is that technology because it is built with the privacy-first mindset and can foster a safe and private environment for workplace mental health support by focusing on rigorous security measures and customisable privacy features. Here's how it addresses key privacy and safety concerns:

• End-to-end encryption: Digital Samba employs end-to-end encryption, ensuring that video sessions remain confidential, especially vital for sensitive mental health discussions. This prevents unauthorised access and secures data as it moves between devices.
• Data localisation and GDPR compliance: As a GDPR-compliant platform, Digital Samba allows companies to manage and store data in compliance with local regulations. This is especially important in Europe, where strict data privacy standards are required for health-related information.
• Role-based access control: Digital Samba’s platform can implement strict access controls, allowing only authorised personnel to join or manage sessions. This helps in maintaining the privacy of sensitive mental health support sessions, reducing the risk of accidental exposure.
• Customised privacy features for mental health: Digital Samba can be tailored to include anonymous feedback and Q&A functionalities, enabling employees to interact without revealing their identities. This encourages participation and openness, as employees may feel more comfortable engaging without fear of identification.
• Robust logging and monitoring: Digital Samba provides tools for logging session activity securely, enabling administrators to monitor for any potential security breaches while respecting privacy standards. This ensures any vulnerabilities are addressed swiftly and that sessions maintain their integrity.

If you would like to explore Digital Samba’s video conferencing API for your mental health support needs and learn how it can enhance your HR activities, please feel free to contact our sales team for personalised advice on your use case. Alternatively, create a free account to start exploring the features on your own. If you need assistance, just reach out; we’ll be happy to guide you.

SOURCES:

1. World Health Organisation (WHO). 2022. Fact Sheet: Mental Health. Accessed on 26 October 2024 
2. Mental Health America (MHA). 2023. Report: 2023 workplace wellness research. Accessed on 26 October 2024
3. Smith L. (20 September 2021). 5 Benefits of Video Conferencing for HR [Blog]. Learning & Development, Technology. HR Daily Advisor. Accessed on 27 October 2024
4. American Psychiatric Association (APA) & American Telemedicine Association (ATA). 2022. Best Practices in Synchronous Videoconferencing-Based Telemental Health [Resource Document]. Accessed on 27 October 2024
5. American Psychiatric Association (APA). 2024. Psychological safety in the changing workplace; Work in America 2024 Report. Accessed on 27 October 2024
6. Calm. N.d. Employee Well-Being: A Guide For HR Leaders [Blog]. Accessed on 27 October 2024
7. Lewis, A. (4 January 2022). Let’s Do Better: Supporting Employee Mental Health [Blog]. Harvard Business Publishing Corporate Learning. Accessed on 27 October 2024
8. SHRM (4 May 2022). SHRM Research Demonstrates HR's Impact on Mental Health: Report shows providing mental health benefits to employees displays empathy and care. Accessed on 27 October 2024