Studio 24 handbook

Menopause policy and guidance

Introduction

Studio 24 is committed to providing an inclusive and supportive working environment for everyone who works here.

Most individuals experience symptoms during perimenopause and menopause due to changes in hormone levels. With the right support and medical treatment for their symptoms, their experience at work will improve.

Menopause should not be taboo or ‘hidden’. We want everyone to understand what perimenopause and menopause are and to be able to talk about them openly, without embarrassment. This is not just an issue for women, it will affect trans men and some non-binary people, and all men will be affected by it indirectly.

The changing age of the UK’s workforce means that between 75% and 80% of menopausal people are in work. Research shows that the majority of individuals affected are unwilling to discuss menopause-related health problems with their line manager, nor ask for support or adjustments that they may need.

This policy sets out the guidelines for members of staff and managers on providing the right support to individuals to help them manage perimenopause and menopause symptoms at work. It is not contractual and does not form part of the terms and conditions of employment.

Aims

The aims of this policy are to:

  • Foster an environment in which colleagues can openly and comfortably initiate conversations or engage in discussions about perimenopause and menopause.
  • Ensure everyone understands what perimenopause and menopause are, can confidently have open and supportive conversations and are clear on Studio 24’s policy and practices.
  • Educate and inform managers about the potential symptoms of perimenopause and menopause, and how they can support individuals at work.
  • Ensure that anyone suffering with symptoms feels confident to raise the issue and ask for support and any adjustments so they can continue to be successful in their roles.
  • Reduce absenteeism due to perimenopause and menopausal symptoms.
  • Assure people going through perimenopause and menopause that Studio 24 is a responsible employer, committed to supporting their needs.

This policy applies to all Studio 24 staff at every level.

What is menopause?

The menopause is when someone stops having periods. It occurs when the ovaries stop producing eggs and as a result, levels of hormones called oestrogen, progesterone and testosterone fall.

  • There are four key stages:
  • Pre-menopause: the time in life before any menopausal symptoms occur.
  • Perimenopause: when menopausal symptoms occur due to hormone changes, but periods still happen (even if irregular).
  • Menopause: when there has been no period for 12 consecutive months.
  • Postmenopause: the time in life after 12 months with no periods.

The average age for someone to reach menopause is 51, but hormonal changes in the perimenopause phase mean that many experience symptoms for around 10 years prior to this. One in 100 women enter the menopause under 45 years and one in 1000 women before 40 years.

Symptoms of menopause

Over 80% of women, trans men and some non-binary people experience symptoms due to changes in hormone levels. 25% of these experience symptoms which could be classed as severe and have a significant impact on their daily life.

There are many symptoms including, but not exclusively, anxiety, brain fog, fatigue, hot flushes, trouble sleeping, poor concentration, headaches or migraines.
Heavy periods, aching muscles and joints, and loss of confidence and self esteem can also occur.

It is important to remember that reduced levels of oestrogen last forever. This is not a phase that people go through and ‘come out the other side’. Without replacing hormones, ongoing symptoms can occur for the rest of someone's life. Lack of oestrogen has a further effect on future health as it is linked with loss of bone density (leading to osteoporosis), heart disease, diabetes and dementia.

Roles and responsibilities

Colleagues

All colleagues are responsible for:

  • taking personal responsibility to look after their own health

  • familiarising themselves with the menopause policy and guidance

  • being open and honest in conversations with managers/HR

  • if a colleague is unable to speak to their line manager, or their line manager is not supporting them, they can speak to a member of the HR Department

  • contributing to a respectful and productive working environment

  • being willing to help and support their colleagues

  • understanding any necessary adjustments their colleagues are receiving as a result of their menopausal symptoms.

Line managers

All line managers should:

  • be ready and willing to have open discussions about perimenopause and menopause, appreciating the personal nature of the conversation, and treating the discussion sensitively and professionally
  • follow any perimenopause and menopause related guidance provided by Studio 24, before agreeing with the individual how best they can be supported, or what adjustments might be required
  • record adjustments agreed, and actions to be implemented
  • respect colleague’s right to privacy and confidentiality, ensure all information shared with colleagues, line managers and HR regarding experiences of staff members is treated as confidential
  • ensure ongoing dialogue and review dates are put in place between the manager and individual
  • ensure that all agreed adjustments are adhered to.

Where adjustments are unsuccessful, or symptoms are proving more problematic, the line manager will consult with Emma Lane, Client Services Director:

  • discuss a referral to Occupational Health
  • if consent is obtained refer the employee to Occupational Health
  • review Occupational Health advice and implement any recommendations where reasonably practical
  • update the action plan with the line manager and advise for this to continue to be reviewed.

Emma Lane, Client Services Director will:

  • offer guidance to managers on the interpretation of this policy and guidance
  • have open discussions with colleagues about perimenopause and menopause, and offer guidance, support, or adjustments in an attempt where possible to support the individual’s requirements
  • respect worker's right to privacy and confidentiality, ensuring all information shared with colleagues, line managers and HR regarding experiences of staff members is treated as confidential (special category data)
  • update the policy and effectiveness of this policy when required
  • attend appropriate training if required.

Supporting an individual

If a colleague wishes to speak about their symptoms, or just to talk about how they are feeling (they may not recognise themselves that they are symptomatic) or if a male colleague wishes to speak about a family member, please ensure that you:

  • allow adequate time to have the conversation
  • find an appropriate room to preserve confidentiality
  • ask simple, open, non-judgemental questions
  • listen actively and carefully
  • be prepared for some silences and be patient
  • avoid judgemental or patronising responses
  • speak calmly and maintain good eye contact
  • avoid interruptions – switch off phones, ensure colleagues can’t walk in and interrupt
  • encourage the employee to talk, openly and honestly
  • give your colleague ample opportunity to explain the situation in their own words
  • focus on the person, not the problem
  • show empathy and understanding
  • suggest ways in which they can be supported (see symptoms below). See our list of helpful resources and support groups
  • consult with Emma Lane in advance of agreeing any actions/adjustments that fall outside of those that you can accommodate without changing contractual terms and conditions
  • document the meeting and email a copy to Julie Moir, Emma Lane and Simon Jones, ensuring that this record is treated as confidential
    mutually agree if other colleagues should be informed and by whom
  • ensure that designated time is allowed for a follow up meeting.

Symptom support

Studio 24 recognises that every person is different and will experience the perimenopause and menopause in a unique way. As your employer, we want to provide support and offer flexibility at work to help you manage during this time. Below outlines some of the ways in which we can support you at work. Symptoms can manifest both physically or psychologically, including, but not exhaustively or exclusively:

Hot flushes

  • provide temperature control for their work area, such as a fan or moving closer to a more ventilated area, or away from a heat source
  • easy access to drinking water
  • have access to a rest room for breaks if their work involves long periods of standing or sitting, or a quiet area if they need to manage a severe hot flush.

Heavy/irregular periods

  • ensure that a form of sanitary provision is always available in the toilets in case of emergencies
  • colleagues can bring their own sanitary items and store them within the toilets if necessary
  • change of clothes can be left on premises, try to ensure that adequate storage space is available.

Headaches

  • ensure drinking water is easily accessible
  • offer a quiet space to work, noise reducing headphones may be considered in open offices
  • have time out to take medication if needed (this cannot be administered by the business).

Difficulty sleeping

  • consult with Emma Lane on what flexible working arrangements could be considered.

Low mood

  • offer ‘time out’
  • identify a ‘time out space’ for the colleague to be able to clear their head
  • identify a ‘work buddy’ for the colleague to talk to

Loss of confidence

  • ensure that there are regular personal development discussions with colleagues
  • have an open-door policy so that colleagues can discuss any personal issues with you
  • ensure that you allocate appropriate time to follow up on a colleague’s wellbeing if you have spoken to them.

Need for more frequent trips to the toilet

  • understand that colleagues may need toilet breaks more often, and urgently at times.

Poor concentration / brain fog

  • discuss if there are times of the day when concentration is better or worse and consult with Emma Lane on adjusting working patterns/ practise accordingly
  • review task allocation and workload
  • provide resources for task based lists, action boards or other memory assisting equipment
  • offer quiet space to work and noise cancelling headphones in open offices

Anxiety

  • identify a ‘work buddy’ for the colleague to talk to
  • psychological therapies such as Cognitive Behavioural Therapy (CBT) can be effective at reducing anxiety. Encourage the staff member to access talking therapies, available at https://www.nhs.uk/mental-heal...
  • there is a list of urgent mental health helplines here: https://www.mind.org.uk/inform...
  • allow the colleague time to undertake relaxation techniques or talk to someone to try and alleviate the anxiety, such as taking a break and doing breathing activities, or going for a walk.
  • discuss whether the member of staff has visited their GP or another clinician. If they have visited their healthcare professional, and are being supported by them, it may be helpful at this point to discuss whether a referral for an Occupational Health assessment is required. AP Partnership can support with guidance on this.
  • If they have not seen a healthcare professional about their symptoms, encourage them to do so. There are effective and safe treatments available on the NHS.

External Links and helpful resources

Policy review

This policy will be reviewed annually.

Date written: 12th January 2024 by Emma Lane, reviewed by Simon Jones.