Health and wellness coaching can make a real difference in how employees manage stress, improve habits, and feel supported at work. But for those coaching sessions to do their job, people need to show up consistently and feel motivated to take part. That’s often easier said than done, especially when teams are juggling packed calendars and growing workloads.
Low participation doesn’t always mean employees don’t care. It can mean the timing is off, the purpose isn’t clear, or the experience feels too disconnected from what they need. So instead of focusing only on promoting the sessions, it’s worth looking at what’s getting in the way and how you can fix it. A few small changes in setup and messaging can go a long way in getting more out of your coaching program.
Identifying Barriers to Participation
Before making adjustments, take the time to figure out what’s keeping employees from joining or sticking with health coaching. These aren’t always big-picture problems. Often, they’re smaller details that slowly build a wall between employees and follow-through. Spotting those blocks is step one.
Here are some common barriers that keep participation low:
1. Lack of awareness or understanding of what coaching offers
2. Concerns about privacy or how personal data will be handled
3. Scheduling conflicts or sessions that don’t align with typical breaks
4. Services that feel too general for individual needs
5. A sense that leadership isn’t truly invested in wellness
You can get to the root of these issues through quick surveys, casual check-ins, or feedback loops through team leads. Letting employees contribute anonymously often leads to honest insight.
Don’t assume the reason a person misses a session is lack of interest. They may feel unsure about the topic, worry about confidentiality, or find the timing impossible. Being open to different possibilities allows you to shape a coaching option that feels accessible, not pushed.
Creating a Supportive Environment
Even the strongest wellness plan can fall flat if it’s not backed by a supportive workplace culture. Employees respond better when their surroundings reflect that health and wellness is valued as part of the workday, not something squeezed in after hours.
One mid-sized company tackled this by adding a set “quiet hour” every week on the team calendar. That time could be used for anything from catching up on deep work to joining a wellness session. There were no meetings during that hour, and no replies were expected. It sent a strong message: your well-being matters.
Other actionable ideas include:
- Talking about health coaching in regular team meetings
- Giving employees the choice between virtual or in-person sessions
- Adding wellness blocks to shared calendars
- Shouting out wellness participation during recognition moments
When wellness support is part of the employer-employee relationship, sessions become more than just another invite. They transform into something that belongs in the normal rhythm of work.
Effective Communication Strategies
Employees won’t sign up for coaching if they don’t understand what it is or if they’re unclear on how to join. The way you explain something has a huge impact on how it’s received. That means communication needs to be clear and practical.
Start with simple language. People are busy. They want to quickly know what they’re signing up for, when, and what they’ll gain. Avoid long or overly technical descriptions, and instead opt for short explanations with clear next steps.
Diversify how and where you share the message. Some helpful formats include:
- A quick banner or post on the company intranet
- A short, animated video from a coach introducing themselves
- Team leads giving a five-minute walkthrough during standups
- Messages in Slack or Microsoft Teams with one-click join links
- Drop-in virtual coffee chats with coaches and no pressure
Tone also makes a difference. Programs framed as encouragement rather than obligations receive better reception. Let employees feel like participation is an opportunity they can explore on their own terms.
Incentivizing Participation
Support sets the groundwork, but strategic incentives can give that extra push to encourage attendance, especially in the early stages. These don’t need to be large rewards. The most effective perks often feel personal and in step with company culture.
If your company already has traditions like shout-outs or employee awards, incorporate wellness engagements into those systems naturally. For example, recognize someone in a company-wide meeting for completing three sessions in a month.
Some easy-to-launch incentive options include:
1. Offering an extra hour of paid time off after reaching participation goals
2. Creating a light-hearted leaderboard to gamify consistency
3. Giving participants a healthy snack or coffee voucher
4. Highlighting coaching metrics as a positive signal in performance dashboards
5. Encouraging peer buddy systems to drive shared engagement
Make sure rewards are tied to real effort, like actual coaching attendance or return visits. That builds a pattern of engagement rather than just a one-time boost.
What Happens Next Matters Too
What you do after launching the program plays a big role in whether employees stick with it. Feedback loops help you stay aligned with their evolving needs and expectations. Work routines and stressors shift throughout the year, so your approach to coaching might need adjustments along the way.
You don’t need expensive surveys or long interviews. Start small. Use quick polls after sessions, create optional monthly review forms, or invite employees from different teams to share what’s working. If turnout drops, ask a few people why—they’ll usually be honest if you give them the space.
Ongoing feedback isn’t just about making changes. It signals that the company cares about their experience. That type of workplace appreciation builds trust in the program and increases the chances of long-term engagement.
Helping Participation Stick
Getting employees to engage with health and wellness coaching isn’t about pushing more reminders or adding pressure. It’s about making the path clear and creating a work culture that genuinely supports it. When employees feel their personal well-being is respected and their time is valued, they’re more open to showing up.
With the right mix of structure, support, and flexibility, your coaching program can become a regular, welcomed part of the employee experience. That kind of consistency doesn’t just benefit individual health. Over time, it strengthens how teams collaborate, stay motivated, and invest in the organization as a whole.
To take the next step in fostering a culture of wellness at your organization, explore how Avidon Health’s innovative health and wellness coaching options can be tailored to your team’s needs. Discover how our solutions can enhance employee engagement and improve well-being without adding extra administrative tasks.
