Mental health ‘know the signs’ workplace poster

As a business leader, you wear many hats. You’re a strategist, a manager and a mentor. You are also often the first person to notice when someone in your team isn’t quite themselves. Understanding and recognising the signs of mental health struggles is a critical skill for any leader. It allows you to provide support early, foster a healthier workplace culture and fulfil your duty of care to your people.

We’ve got some guidance below on how you can support your teams but we’ve also created a poster that you can put up in your workplace. Displaying this poster can help normalise conversations about mental health and remind everyone to look out for their colleagues. It serves as a visual guide to the common behavioural, emotional and performance-related signs, empowering your team to offer support when it’s needed most. 

Download the poster by filling in the form on the right. 

Why recognising mental health signs at work matters

Spotting changes in an employee’s wellbeing early on can make a significant difference. Early intervention often prevents issues from escalating, leading to better outcomes for both the individual and the business. When employees feel supported, they are more engaged, more productive and more likely to stay with your company long-term. This has a direct impact on retention rates and reduces the costs associated with recruitment and training.

Furthermore, businesses in New Zealand have a legal obligation to manage risks to health and safety in the workplace, and this includes psychological health. Under the Health and Safety at Work Act 2015, you must take reasonably practicable steps to eliminate or minimise risks to your team’s mental wellbeing. Recognising the signs of distress is the first step in managing this responsibility effectively. 

A proactive approach not only helps your people but also protects your business from the legal and financial repercussions of a psychologically unsafe environment.

Common signs of mental health struggles in the workplace

Mental health is complex and everyone’s experience is different. However, there are common signs that may indicate a team member is having a difficult time. These can often be subtle changes in their normal behaviour, emotional state, physical health or work performance. Being aware of these patterns can help you identify when it might be time to check in.

Behavioural signs

Changes in how a person interacts with their work and their colleagues are often the most noticeable signs. You are in a unique position to observe these shifts because you see your team members regularly.

A previously social and engaged employee might start to withdraw. This could look like eating lunch alone, avoiding team events or staying quiet during meetings where they used to contribute actively. You might also notice increased irritability or sensitivity. They could become easily frustrated by minor issues or seem more argumentative than usual. This is often a sign that they are struggling to manage their emotional load.

Emotional signs

Emotional signs can be more difficult to spot, but they provide important clues about a person’s state of mind. Visible distress is a clear indicator. This could include a team member becoming tearful at work, which is often a sign that they are feeling completely overwhelmed.

Look for noticeable mood swings, such as shifting from being upbeat to despondent in a short period. An employee might also express feelings of hopelessness or appear to be constantly on edge and stressed. While everyone has bad days, a persistent pattern of emotional volatility or sadness warrants attention.

Physical signs

Mental distress often manifests in physical ways. One of the most common physical signs is fatigue. If an employee consistently looks exhausted, complains of poor sleep or seems to lack energy throughout the day, it could be linked to their mental state.

Other physical symptoms can include frequent complaints of headaches, muscle aches or other non-specific pains. An employee might also appear visibly unwell more often than usual or show a noticeable change in their personal grooming or appearance. These physical signs can indicate that stress is taking a toll on their body.

Performance-related signs

A person’s work is often one of the first areas affected when they are struggling. A drop in performance can be a clear signal that something is wrong. This might include a decline in the quality of their work, missing deadlines or having trouble concentrating on tasks.

Attendance can also be a strong indicator. Look for patterns of increased absenteeism, such as taking more sick days than usual without a clear physical illness. Consistent lateness or taking longer breaks can also be a sign that an employee is finding it difficult to cope with the demands of their day.

How leaders can respond when they notice the signs

Seeing a team member in distress can be confronting and it’s natural to feel unsure about what to do or say. The goal is not to become a counsellor but to open a door for conversation and guide your employee toward the right support. Following a structured approach can help you navigate these sensitive conversations effectively.

Approach with empathy and privacy

When you decide to talk to an employee, choose a time and place that is private and comfortable. This shows respect for their feelings and creates a safe space for them to speak openly. Start the conversation with genuine care and empathy. It’s important that your team member feels you are there to support them, not to judge or discipline them.

Start the conversation, don’t diagnose

Begin by stating your specific, observable concerns in a non-accusatory way. For example, you could say, “I’ve noticed you’ve been a bit quiet in our team meetings lately, and I just wanted to check in and see how you’re doing.” This focuses on behaviour rather than making assumptions about their mental state. Avoid trying to diagnose the problem. You are a leader, not a medical professional. Your role is to express concern and listen.

Listen actively and without judgment

Once you have started the conversation, give the person your full attention. Let them share as much or as little as they are comfortable with. Active listening means paying attention to what they say without interrupting, reflecting on their words and showing you understand. Validate their feelings by saying things like, “That sounds really difficult.” Avoid offering unsolicited advice or sharing your own stories. The focus should remain entirely on them.

Discuss support options and resources

If the employee is open to it, you can discuss potential support options. This could involve workplace adjustments, such as temporarily reducing their workload or offering more flexible hours. It’s also important to point them towards professional resources. Remind them about any Employee Assistance Program (EAP) your company offers, which provides confidential counselling services. You can also suggest they speak with their GP.

Follow up consistently

A single conversation is rarely enough. Check in with the employee again after a few days to see how they are doing. This shows that your concern is genuine and that you are committed to supporting them. Continue to offer support and be flexible as they navigate their situation. This consistent follow-up is key to building trust and ensuring they feel supported in the long run.

How leaders can protect their own mental health

Supporting a team through challenging times can take a toll on your own wellbeing. As a leader, you often absorb the stress of your team while managing your own workload and responsibilities. It is vital to protect your own mental health so you can continue to lead effectively. Neglecting your own needs will not help you or your team.

Define clear boundaries

It can be tempting to be available 24/7, but this is not sustainable. Set clear boundaries between your work and personal life. This means switching off notifications after hours, taking proper breaks during the day and protecting your weekends.

Lean into your communities

You don’t have to carry the burden alone. Connect with other leaders or mentors who understand the pressures you face. Having a network to share experiences and seek advice from can provide invaluable support. Don’t forget your communities outside of work, like family and friends.

Be authentic and vulnerable

Being an authentic leader means being human. It’s okay to admit when you’re having a tough day or don’t have all the answers. Vulnerability can build trust and make you more relatable to your team. It also models healthy behaviour.

Prioritise your time

Focus on what is truly important and delegate where you can. Overloading yourself with tasks is a quick path to burnout. Use time management techniques to protect your energy for high-impact activities, including supporting your team.

Use your workplace EAP

If your organisation has an Employee Assistance Program, remember that it is for you too. These confidential services are designed to support all employees, including senior leaders, with any personal or work-related challenges.

Be kind to yourself

Leaders often hold themselves to impossibly high standards. Practise self-compassion and acknowledge that you are doing your best in a difficult role. Celebrate your wins, learn from your mistakes and give yourself permission to be imperfect.

Building a mentally healthy workplace

Creating a supportive environment is about more than just reacting to crises. It requires a proactive, long-term strategy for building a culture where mental wellbeing is prioritised. This involves integrating supportive policies and practices into the very fabric of your organisation.

Start by training your managers to recognise the signs of mental distress and have supportive conversations. Providing them with the skills and confidence to handle these situations is one of the most effective ways to build a mentally healthy workplace.

Work to normalise conversations about mental health. Talk about it openly in team meetings, share resources and lead by example. When leaders are open about the importance of wellbeing, it gives employees permission to do the same.

Finally, review your policies and procedures to ensure they support mental health. This could include creating flexible working policies, promoting work-life balance and ensuring your EAP is accessible and well-known. 

By taking these proactive steps, you can create a workplace where every member of your team feels safe, valued and supported.

The information in this article is current as at 30 December 2025, and has been prepared by Employment Hero Pty Ltd (ABN 11 160 047 709) and its related bodies corporate (Employment Hero). The views expressed in this article are general information only, are provided in good faith to assist employers and their employees, and should not be relied on as professional advice. Some information is based on data supplied by third parties. While such data is believed to be accurate, it has not been independently verified and no warranties are given that it is complete, accurate, up to date or fit for the purpose for which it is required. Employment Hero does not accept responsibility for any inaccuracy in such data and is not liable for any loss or damages arising directly or indirectly as a result of reliance on, use of or inability to use any information provided in this article. You should undertake your own research and seek professional advice before making any decisions or relying on the information in this article.