Technology, the healthy way

Technology - particularly social media - is the great enabler when it comes to making work more flexible, keeping in touch with teams across different offices and getting feedback from employees. However, there can be too much of a good thing, an issue many HR professionals find themselves having to address. Unlimited social media use actually affects the brain, drastically reducing productivity and heightening workplace stress - but no one wants to become Big Brother. When it comes to the use of technology at work, it's important to strike the right balance, one that will keep employees motivated and engaged and create positive outcomes for your organisation.

Once we recognise the dangers of excessive dependence on technology, there are ways to ensure we're using it effectively - both for our teams and for our employers.

Educate employees around healthy social media use

Neuroscientist Daniel Levitin has written about the "powerful and diabolical illusion" of multi-tasking. Our brains are simply not equipped for constant notifications and emails. Regularly switching between different tasks produces the stress hormone cortisol, as well as adrenaline to fog thought processes. While we think we're getting a lot done, what we're doing is completing a lot of small tasks with instant rewards, but losing the ability to concentrate on larger ones. Moreover, that "reward" is addictive, meaning we're more liable to seek distraction. Levitin points to research that shows a single unread message in your inbox - even if you're trying to ignore it - will lower your IQ by an average of 10 points, making it much more difficult to focus.[1]

Most of us will also know that social media interactions are less effective at forging relationships than face-to-face conversations. While technology is a great way to boost visibility and social networks, the more time we spend on social media, the more our feelings of loneliness and disconnection can increase as we compare ourselves to others.[2]

The key is to set parameters at work, educate people on the effective use of face-to-face interactions where possible, and equip your teams with self-management skills. As more younger people enter the workplace without having developed these skills, it will be up to employers to provide training and create policies to minimise unnecessary use of social media rather than face-to-face interactions. Follow the example of my daughters' school, which has introduced face-to-face Fridays for Year 13 students, where no devices are allowed at school. Wi-fi use is limited at all times. Although technology is core to the curriculum, school leaders have recognised the impact too much exposure to social media can have, encouraging students to learn the level that's best for them.

Research your audience

Used right, technology can strengthen the connection between employees and employers and build great contact networks. The essential thing is to choose the right channels and platforms. We can now work and learn more flexibly from wherever we are, access real-time feedback, easily monitor employees' progress and collaborate via social networking. Social media also allows us to engage with a wider range of customers who are either more geographically isolated, or prefer not to communicate directly, opening up far more avenues than ever before. Its importance to recruitment, especially for younger generations, cannot be overstated. The New Zealand Police have recently proven how effective a clever YouTube video can be at reaching audiences, with more than a million views.

But before you invest in technology, understand who it is you're wanting to reach. I'm the mother of four young people aged 12-18, and for their generation, texting or social media are how they interact. I once saw four young friends sitting together at a café, but instead of talking to each other, they were all on their phones. When I remarked to my son how rude that was, he didn't find anything unusual about it at all. Finding the right technology tools to engage your staff comes down to researching their needs and understanding that one size does not fit all.

Be clear about your expectations

At work, the tendency to compare our social profile with others can lead to disengagement with our teams, and some may use social media channels as a way to look busy and productive, when this is not necessarily the case.[3] It can become a competitive sport, where the urge to appear more productive can drive teams to adopt an "always on" approach to technology day and night, as the expectation is that any communication should get an instant response. This isn't healthy for anyone.

Every HR professional should ask themselves whether they're role-modelling the correct use of technology themselves. It would be great to introduce gadget-free days to our workplaces, but even where this is not possible, we need to be clearer about employer expectations when it comes to availability, especially after hours. Educate employees that unless it's essential to your business, an "always on" approach is unlikely to benefit the organisation or themselves in the long run.

Reflect your organisation's values

s a profession, we're all still feeling our way in this new world to some extent, but it's important that our technology practices reflect our organisation's values. Supporting our people's wellbeing is core to Staples Rodway, and we've tried to walk the talk by offering wellbeing workshops that include tools for developing resilience in the face of countless demands on our attention. We've also introduced one-hour lockouts during the week. The concept is to get fresh air and just spend time with each other away from technology. We've gone down to the park and shared a picnic, some have played cricket or outdoor chess, and others have played the piano in a rec room at the park. Admittedly, the photos have been posted on our Facebook page, being excellent from a recruitment perspective!

Ultimately, technology and social media are essential to every modern workplace, as long as we don't fall into over-reliance. Teaching your colleagues management strategies, such as switching off for a while and embracing the 'face to face', will help give your team the right balance.

Andrea Stevenson, Senior Manager, HR at Staples Rodway Hawkes Bay

Andrea Stevenson, Senior Manager, HR. Her bio is below:

Andrea is a qualified executive coach who heads the Human Resources Division at Staples Rodway Hawkes Bay. She provides support to clients in the development, management and growth of people in their organisations, including building cohesive teams. Andrea previously worked as a career coach and an organisational psychology consultant, specialising in profiling personalities to find the right fit for any team.

[1] Levitin, Daniel - Why the Modern World is Bad for Your Brain, The Guardian, January 18, 2015.

[2] Dohyun Ahn, Dong-Hee Shin - Is the social use of media for seeking connectedness or for avoiding social isolation? Mechanisms underlying media use and subjective well-being, Computers in Human Behaviour, November 2013.

[3] Social Media Use in the Workplace: A Study of Dual Effects, Journal of Organizational and End User Computing, January 2016.