Talking About Mental Health at Work: Essential Scripts for Supervisors

Table Of Contents

• Understanding the Importance of Mental Health Conversations
• Preparing for Mental Health Discussions
• Opening the Conversation: Initial Scripts
• Responding to Employee Disclosures
• Follow-Up Conversation Templates
• Crisis Response Scripts
• Referral and Resource Conversations
• Team-Wide Mental Health Discussion Frameworks
• Documentation and Confidentiality Guidelines
• Building a Sustainable Mental Health Communication Culture

As workplace demands evolve and organizations recognize the critical connection between mental wellbeing and performance, supervisors find themselves on the frontlines of supporting employee mental health. Yet many leaders, despite their best intentions, struggle to find the right words when addressing these sensitive topics.

At iGrowFit, our team of psychologists, management consultants, and workplace wellbeing experts has observed that effective mental health conversations aren't just about good intentions—they require specific language, strategic timing, and evidence-based approaches. Through our work with over 450 Fortune 500 companies and thousands of supervisors, we've developed conversation frameworks that bridge compassion with productivity.

This comprehensive guide provides supervisors with ready-to-use scripts for various mental health scenarios in the workplace. These conversational templates are designed to help you navigate difficult discussions with confidence, demonstrate appropriate empathy, and connect employees with necessary resources—all while maintaining professional boundaries and organizational objectives. By mastering these conversation skills, supervisors can contribute significantly to developing psychological capital in their teams and fostering environments where employees can truly 'Hit Goals and Finish Tasks' while maintaining optimal wellbeing.

Understanding the Importance of Mental Health Conversations

The workplace landscape has transformed dramatically, with mental health now recognized as a critical component of organizational success. Research from the World Health Organization indicates that depression and anxiety cost the global economy approximately $1 trillion per year in lost productivity. Conversely, organizations that implement effective mental health support systems see an average return of $4 for every $1 invested in mental health initiatives.

For supervisors, becoming adept at mental health conversations delivers multiple benefits:

1. Early intervention can prevent performance issues before they escalate
2. Open dialogue builds psychological safety, leading to higher engagement
3. Appropriate support reduces absenteeism and presenteeism
4. Demonstrated empathy strengthens team loyalty and retention

At iGrowFit, our ConPACT framework emphasizes the integration of business goals with human capital development. Mental health conversations represent a crucial touchpoint where this integration becomes tangible—where leadership meets human need in service of both individual wellbeing and organizational objectives.

Preparing for Mental Health Discussions

Before initiating conversations about mental health, supervisors should establish the proper foundation. This preparation phase is essential for ensuring conversations achieve their intended outcomes rather than creating additional stress or confusion.

Self-Assessment Questions

Before approaching an employee, ask yourself:

• What specific behaviors or performance changes have I observed?
• Am I approaching this conversation from a place of support rather than judgment?
• Have I familiarized myself with available resources (EAP services, benefits, accommodations)?
• Do I understand my role boundaries as a supervisor versus a mental health professional?
• Have I selected an appropriate private location and allocated sufficient uninterrupted time?

Knowledge Foundation

Effective mental health conversations require basic literacy around common workplace mental health challenges. While supervisors shouldn't diagnose conditions, understanding the general signs of stress, anxiety, depression, and burnout provides important context.

Common observable indicators that might warrant a supportive conversation include:

• Uncharacteristic errors or missed deadlines
• Increased absenteeism or tardiness
• Social withdrawal from team interactions
• Visible fatigue or changes in appearance
• Difficulty concentrating or making decisions
• Expressions of being overwhelmed or hopeless
• Irritability or emotional reactivity

Opening the Conversation: Initial Scripts

The initial approach sets the tone for the entire conversation. These opening scripts are designed to create psychological safety while clearly communicating support.

Script 1: General Wellbeing Check-In

"Hi [Name], I wanted to check in with you about how you're doing overall. I've noticed you seem [specific observation without judgment, e.g., 'more quiet than usual in meetings' or 'to be juggling a lot recently']. I'm not trying to pry, but I want you to know that your wellbeing matters to me and the team, and I'm here to support you if there's anything you'd like to discuss."

Script 2: Performance-Related Approach

"[Name], I'd like to talk about some of the challenges I've noticed with [specific project or responsibility]. My goal isn't to criticize but to understand if there's something going on that's making your work more difficult right now, and to see how we might address it together."

Script 3: Responding to Direct Disclosure

"Thank you for sharing that with me. I appreciate your trust, and I want you to know that your mental health is important. Let's talk about what support might be helpful for you right now, whether that's adjusting workloads, connecting with resources, or something else entirely."

Key Principles for Opening Conversations

Regardless of which opening you use, maintain these fundamental principles:

• Focus on observable behaviors rather than assumptions
• Use "I" statements to express concern without accusation
• Create space for the employee to share or decline to share
• Emphasize confidentiality (within policy limitations)
• Avoid rushing to solutions before understanding the situation

Responding to Employee Disclosures

When employees share mental health challenges, your response can either build trust or inadvertently shut down future communication. These scripts provide supportive responses to various disclosure scenarios.

Script 1: Acknowledging Stress or Burnout

"I appreciate you sharing that you're feeling burnt out. That's something many people experience, and it's important we address it. What aspects of your work are contributing most to this feeling? Let's identify what we might be able to adjust in the short-term while also looking at more sustainable solutions."

Script 2: Responding to Depression or Anxiety Disclosure

"Thank you for trusting me with this information. Many people manage depression/anxiety while working, and there are supports available. I'm not a medical professional, but I can help connect you with resources and work with you on any reasonable workplace adjustments that might help."

Script 3: When Personal Life is Affecting Work

"I understand that what's happening outside work is impacting your ability to focus here. That's completely human. Let's talk about what temporary adjustments might help you navigate this period, and what resources our organization offers that might provide additional support."

Phrases to Avoid

Certain responses, despite good intentions, can minimize experiences or create additional pressure:

• "Everyone gets stressed sometimes" (minimizes their experience)
• "You should try yoga/meditation/etc." (unsolicited advice)
• "I need you to get better quickly" (adds pressure)
• "I had depression once and just pushed through it" (assumes their experience matches yours)
• "Let me know if there's anything I can do" (too vague to be helpful)

Follow-Up Conversation Templates

Initial conversations are just the beginning. Follow-up discussions demonstrate genuine concern and help track progress toward solutions.

One-Week Follow-Up Script

"[Name], I wanted to check in about our conversation last week. How are you feeling about the adjustments we discussed? Is there anything that's working particularly well or anything we should reconsider?"

Resource Utilization Check-In

"I wanted to follow up about the resources we discussed. Have you had a chance to connect with [specific resource, e.g., EAP]? I don't need to know any details of those conversations, but I'd like to know if you're finding it helpful or if we should explore other options."

Progress Recognition Script

"I've noticed [specific positive change] recently, and I wanted to acknowledge the effort that must be taking. How are you feeling about your progress, and is there anything else that would be helpful as you continue?"

Crisis Response Scripts

Occasionally, supervisors may encounter situations requiring immediate attention. These scripts provide guidance for urgent mental health scenarios.

Acute Distress Response

"I can see you're in a lot of distress right now. Your wellbeing is the priority. Let's find a quiet place to talk, or if you prefer, we can connect you with someone from our EAP right now. What would feel most supportive to you in this moment?"

Suicide Concern Response

"What you're sharing concerns me greatly because I care about your wellbeing. I need to ask directly—are you having thoughts about harming yourself? If you are, I want to make sure you get immediate support from professionals who can help."

Important: If an employee indicates they are having suicidal thoughts, stay with them and connect them immediately with crisis resources or emergency services. Never leave them alone, and prioritize their safety above all other considerations.

Return-to-Work Conversation

"Welcome back. We've missed having you here. I want to make sure your transition back is supportive. We've prepared [specific accommodations discussed] as we agreed. How are you feeling about being back, and is there anything else that would help make this adjustment smoother?"

Referral and Resource Conversations

Knowing how to effectively connect employees with appropriate resources is a crucial skill for supervisors.

EAP Referral Script

"Our Employee Assistance Program is a confidential resource that many team members have found helpful. They offer [specific services relevant to the situation], and the company covers [number] of sessions. They're completely separate from our organization, so what you discuss remains private. Would you like me to help you make that connection?"

Accommodation Discussion Script

"Based on what you've shared, there might be some workplace adjustments we could implement that would be helpful. Some possibilities include [relevant examples like flexible scheduling, temporary workload adjustment, quiet workspace]. What do you think might be most supportive for your situation?"

External Support Navigation

"In addition to our internal resources, many employees find it helpful to explore support options through their health insurance or community resources. Our benefits team can provide guidance on coverage for mental health services if that would be useful. Would you like me to help connect you with them?"

Team-Wide Mental Health Discussion Frameworks

Beyond individual conversations, supervisors can foster team environments that normalize mental health discussions.

Team Meeting Mental Health Check-In Script

"Before we dive into our agenda, I'd like to take a moment to check in. We're all managing a lot right now with [current challenges]. On a scale of 1-5, how is everyone's energy level today? This helps me understand how to pace our discussion and what support might be needed."

Workload Impact Conversation

"As we look at our upcoming deliverables, I want to have an open conversation about capacity. I'm committed to distributing work in a way that's challenging but sustainable. Please share any concerns about your current workload or factors that might impact your capacity in the coming weeks."

Psychological Safety Builder

"I want to acknowledge that we're working through a difficult period with [specific challenge]. It's normal to feel stressed or overwhelmed at times. I'd like us to discuss how we can support each other while still meeting our objectives. What would help each of you feel both productive and well during this time?"

Documentation and Confidentiality Guidelines

Documenting mental health conversations appropriately balances necessary record-keeping with privacy concerns.

Documentation Best Practices

When documenting conversations about mental health:

• Focus on observable behaviors and performance impacts
• Record agreed-upon actions, accommodations, and follow-up timelines
• Note resources provided or referrals made
• Maintain these records separately from general performance documentation
• Review your organization's specific policies on documentation

Confidentiality Script

"I want to clarify how confidentiality works in our conversation. I'll keep what you share as private as possible, but there are certain situations where I may need to involve HR or other resources—specifically if there's a concern about your safety or others' safety, or if accommodations are needed. Does that make sense, and do you have any questions about confidentiality?"

Information Sharing Agreement

"Let's discuss who, if anyone, needs to know about our conversation and what aspects would be relevant to share. My priority is supporting you while respecting your privacy. What are your thoughts on how we should handle communication about this with the team or others?"

Building a Sustainable Mental Health Communication Culture

The most effective supervisors move beyond isolated conversations to foster ongoing cultures of wellbeing.

Regular Check-In Implementation

Establish predictable, normalized check-ins about wellbeing:

"I'd like to start including a brief wellbeing check-in during our one-on-ones. This would be a space where we can regularly discuss workload, stress levels, and any support needed. How does that sound to you?"

Modeling Vulnerability Script

"I want to share that I found last month's deadline particularly challenging and had to be intentional about managing my stress. I took some time to [specific self-care strategy]. I'm sharing this because I want to normalize these conversations and show that managing our wellbeing is part of how we succeed together."

Team Capacity Planning

"As we plan our quarterly objectives, I want us to be realistic about capacity. Let's look not just at hours, but at the cognitive and emotional demands of each project. This helps us distribute work in a way that supports both our goals and our wellbeing. What considerations should we factor in?"

iGrowFit's research across hundreds of organizations shows that teams with regular, normalized mental health conversations experience 31% higher engagement scores and 24% lower turnover compared to teams where such discussions are absent or stigmatized. By implementing these conversation scripts consistently, supervisors can contribute significantly to building psychologically healthy workplaces where employees truly thrive.

Effective mental health conversations aren't just about saying the right words—they're about creating an environment where psychological wellbeing is recognized as fundamental to both personal and organizational success. The scripts provided in this guide offer starting points that can be adapted to your specific team context and individual employee needs.

At iGrowFit, our experience working with over 75,000 employees has shown that supervisors who develop comfort with these conversations become more effective leaders overall. They demonstrate the emotional intelligence and communication skills that drive engagement, loyalty, and sustainable performance.

Remember that becoming adept at mental health conversations is a developmental process. Each discussion builds your capacity and confidence. The goal isn't perfection but rather authentic, supportive communication that acknowledges both human needs and business realities.

By integrating these approaches into your leadership practice, you contribute to building workplace cultures where employees can genuinely hit their goals and finish tasks while maintaining their psychological wellbeing—the ultimate win-win for individuals and organizations alike.

Ready to develop comprehensive mental health support systems in your organization? Contact iGrowFit for customized Employee Assistance Programs that enhance psychological capital and drive sustainable performance. Our multidisciplinary team delivers evidence-based solutions that align business objectives with employee wellbeing.