Disconnecting From Work

“Disconnecting from work means having the ability to stop working and not feel obliged to respond to work issues or your employer outside of defined work hours.”
(The Canadian Centre for Occupational Health and Safety, 2022)

Why does Western have a Disconnecting from Work policy?

Western values its employees and is committed to providing an environment that promotes well-being and has adopted a Disconnecting from Work Policy to encourage employees to disconnect from work outside their work hours.

Time away from performing or thinking about work is important for one’s restoration and contributes to achieving a healthy and sustainable professional and personal life. This page includes information on the policy and best practices that can promote employees’ and their colleagues’ ability to disconnect from work.

Policy Overview

Disconnecting from work is defined in the policy as “to not engage in work-related communications, including emails, telephone calls, video calls or the sending or reviewing of other messages, so as to be free from the performance of work.”

An employee’s time away from work is established through provisions of applicable collective agreements, employment policies, individual contracts, and legislation. This policy should be read alongside these documents.

The University will take steps to ensure employees are informed of the expectation to take time away from work as required and are aware of circumstances where they may be expected to engage in work-related communications outside their work hours. Scenarios that may impact employees’ ability to disconnect from work include an emergency or other unforeseen circumstances.

Emergency is defined in the policy as “An urgent and/or critical situation, temporary in nature, that threatens or causes harm to people, the environment, University property or disrupts operations.

How to Disconnect from Work

  • Take your meal breaks, rest periods and hours free from work
    • During your work breaks, engage in activities completely unrelated to any work-related tasks. This might include going outside for fresh air; spending a few minutes reading a book, listening to a podcast, or watching a YouTube video related to your personal interests or hobbies; or engaging in a short meditative practice or activity to improve your physical and mental well-being.
  • Optimize your calendar
    • Schedule time to disconnect and build in uninterrupted protected time at some point in your day that works for your work and home life. You can schedule breaks in your calendar, use timers or auto-reminders, or whatever works to remind you to take breaks.
  • Take your vacation
    • Vacation days help provide rest and recovery to allow you to bring your best self to work and your life.
  • Be considerate of your colleagues
    • Avoid emailing or calling colleagues outside of their work hours.
    • Have ongoing conversations with colleagues to set clear expectations around your work hours and expected response times. This is an opportunity to reframe what it means to be a productive member of a team – you do not have to be 'always available' at all hours.
  • Speak with your leader
    • Connect with your leader if you feel something is preventing you from being able to disconnect from work.
    • In circumstances where this is not feasible, or the matter cannot be resolved by speaking to your leader, you can contact Human Resources, the Office of Faculty Relations, or a representative from your employee group.
  • Leverage technology (for more information on these tips look for 'How To' Tips to Help You Disconnect in the Email Templates and Tips section below)
    • Use the ‘delayed send or schedule’ feature in Outlook.
    • Update your voicemail and set an out-of-office message.
    • Include language around work hours in your email signature.
  • Separate work from home where and when you can
    • If working remotely, have protected spaces at home where you do not engage in work-related tasks.
    • It may also be helpful to use different electronics for personal use and work, if possible.
  • Bookend your day with supportive routines
    • Have a start-up routine that helps you feel organized, grounded, and ready to start an effective workday.
    • Create an end of day routine, such as taking a walk, that signals the close of the workday.

Email Templates and Tips

Email footers and out of office messages are personal to you. The following wording is meant to provide suggestions only. Using some of this language or these tools might help you disconnect from work and make it a little easier to enjoy your time outside of work a little more.

Working Hours - Email Footer

Options to consider:

“My working hours may not be your working hours. Please do not feel obligated to reply outside of your work schedule.”

“Western University supports employee wellness by encouraging staff to disconnect from work outside normal working hours. I am most responsive to emails during my working hours, which are INSERT HOURS.”

Various Out of Office Messages

Options to consider:

Away Vacation:
Thank you for your email. I am currently away from work, enjoying some vacation until INSERT DATE. I will not be responding to emails during this time off. If this is an urgent matter, please contact Firstname Lastname, at username@uwo.ca or INSERT PHONE NUMBER.  I will respond to your email upon my return.

Away Personal:
Thank you for your email. I am currently away from the office, returning on INSERT DATE. I will not be responding to emails during this time away. If this is an urgent matter, please contact Firstname Lastname, at username@uwo.ca or INSERT PHONE NUMBER. If your email requires a response, I will get back to you when I return to work.

Delayed Response:
Thank you for your email. I am currently away from the office attending meetings/at a conference/attending a course, returning on INSERT DATE. I will not be able to respond as timely as usual during this time. If this is an urgent matter, please contact Firstname Lastname, at username@uwo.ca or INSERT PHONE NUMBER. I will respond to your email as soon as I am able.

Away On Leave:
Thank you for your email. I am currently on leave from Western and will not be responding to emails during this time. Please contact Firstname Lastname, at username@uwo.ca or INSERT PHONE NUMBER and they can assist you with this email.

‘How To’ Tips to Help You Disconnect

Have questions?

If you need help understanding this policy, or have questions, please

Use ASK HR to contact Human Resources

Office of Faculty Relations – aaofr@uwo.ca or phone 519-661-2111 (x83736)

 

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