Below you'll find FAQs from our clients. If you have any further questions please contact us.
Whilst we look at the same digital working patterns data to understand the way we work and communicate, through our analysis we provide deep insights into the impact this is having on employee mental wellbeing. We do this by looking through the lens of our industry leading psychosocial model, PEBB. This enables us to turn signals in the meta data into wellbeing indicators.
We also enable companies to connect this data with other sources, such as employees subjective-self, providing an anonymised view of this self reported information leading to a full 360 degree view on wellbeing for the organisation. The value and impact we bring is by turning these insights into actions, both for the individual and the business.
Utilising our AI engine, Okina provides relevant personalised content based on the individuals wellbeing index, this supports the employee to build resilience and overcome mental wellbeing challenges, which could lead to burnout and further issues.
For the organisation we highlight areas that need immediate action as well as focusing on key strengths in the business which can be replicated. By utilising this unique view of your organisation's overall wellbeing index in real time, you can make both long term strategic decisions as well as rapid deployment of interventions where you see issues arising. By taking this specific approach you further utilise the resources you have available and reduce costs.
Typically engagement surveys either take a long time to deploy, analyse and take action against, by which time the relevance of the data decreases, or if it's a pulse survey often not enough information is gathered. By looking at data in real time, companies can significantly decrease the time from response to action and get on the front foot with their employee wellbeing experience. Companies can continuously check in to ensure they are doing everything they can to help their employees as well as stay on top of investments and initiatives they make around mental wellbeing to ensure they are having the best possible impact. However, we can integrate with your engagement survey platform if required, increasing the richness of the data and insights being displayed.
Okina is an intelligent, integrated platform that connects data together in one place - the app is just one part of the package- and is designed to provide a systematic way to help you measure and improve wellbeing for both employees and organisations. Our core focus is to improve the quality of insights to better match content, actions and interventions to the true need of the individual or your organisation (and deliver positive impact). This helps you to maximise the value of existing solutions and helps you to identify which solutions might be best to help target specific issues. For employees, Okina is a cross-platform solution that be accessed via a web-based platform, slack, teams or the app. Our platform can also be implemented alongside other apps, resources or benefits you have within the business.
In times of change, businesses and employees are likely to benefit from the insights and support most. Insights help to keep you on the front foot of change, anticipate issues and understand how change is impacting wellbeing overtime - increasing your chances of success to deliver change effectively and minimising your risks. The support and focus on wellbeing also helps employees to feel cared for during times of uncertainty.
We have invested specifically in our background technology to make integration into your various solutions seamless and with very little requirement on time and resource from our clients. All that we request is aTechnology Discovery Scoping Call with your IT Stakeholders to agree a plan in how we best integrate. We provide technical briefing documents and information to make this process as simple as possible.
Training & Engagement is tailored around your requirements and we provide resources such as Briefs, Videos and Workshops to fit help clients get the most out of the solution whatever their circumstances.
We also offer Pilots that enable companies to test and implement the approach before making a bigger commitment. This helps you to validate the value of the insights in a cost effective way, should there be hesitancy to roll it out across the business as a first step.
We have a carefully crafted on boarding process to ensure you are set up for success and have support at every step of the way. We provide templates and guidance to remove as much of the hard work as possible. You will work closely with our Customer Success team to shape a plan that works for you.
We can share our Customer Journey Guide with you which outlines the steps and ways in which we support you, but in summary our support includes communications, training, project support and stakeholder engagement.
Yes. You can contact us at anytime and will have a dedicated Customer Success Manager who will review progress, challenges and opportunities every quarter.
We believe that deep insights must be matched with Deep Trust. We work with our clients to build trust with employees at every step.
We understanding that in difficult times, employees may feel more distrusting.
We build deep trust by ensuring:
We typically find that over 70% of employees are comfortable with sharing anonymised data to the organisation if it means improving wellbeing culture.
You can read more about privacy and data in our further FAQs.
Whilst the Okina Mobile Application can be a stand alone platform which offers a host of functions, insights and content to an individual. We understand that for companies to roll this out across their workforce, there may be certain individuals or departments that are not as receptive to using such a tool. That is why we have developed further options to make the process for the individual to check-in on their wellbeing, anonymously sharing this information at an aggregated level with the business at their discretion as frictionless as possible; this is done through the Individual’s Dashboard (an online version of the Mobile Application) as well as integrations into current workplace systems such as Slack/Teams/G-Suite to provide a continuous feedback loop to the business and utilise the anonymised data to create a better working environment for all.
Furthermore the company can still gain insights through the digital working patterns integrations without the input from the individual. Employees have the right to opt-out as part of the engagement process.
Yes. A psycho-social model of mental wellbeing underpins all aspects of Okina.
Background & Development - Our model was developed by trained psychologists based on theory and a series of in-depth interviews with individuals who had experienced burnout, anxiety and depression. Qualitative analyses revealed several core themes that appeared pertinent to these individuals’ experiences and levels of wellbeing, covering external environmental or social influences, patterns of behaviour and emotional tendencies. These themes gave rise to the initial structure of our overall psychosocial model and informed the process of question development within the Okina platform.
Theory - The model is underpinned by a range of psychological theories, drawing heavily on the field of clinical and positive psychology—in particular Seligman’s PERMA model of wellbeing, and with influences also from the Job Demands-Resources model and Self-Determination Theory.
Psychological Model Structure - The current model measures 25 constructs across the following overarching dimensions:
Pressures – The overall quality of the time and space in your environment
Boosts – The positive influences and things in life that excite, motivate and fulfil you
Behaviours – The personal behaviours that boost your energy and wellbeing. This dimension is further split into Personal Care and Self-Management
Emotions – The level of positive and negative emotions and energy felt day-to-day
We often refer to this model as PEBB for short.
Following development, a research project was undertaken in order to assess the construct validity and the reliability of the model, as well as determining the final question sets to be used for subjective measurement. Factor analyses successfully clarified the structure of the constructs sitting within each dimension. All constructs were deemed to have good reliability according to Cronbach’s alpha. Significant correlations were found between the ‘Emotions’ dimension (either as a whole or for specific relevant groups of constructs) and the following established measures:
By looking at a user’s digital behaviour and experiences, we are able to consider not only their subjective experience of wellbeing (assessed by the questions in the app) but also what their digital activity reveals about how they are operating and the influences of this on their wellbeing. We refer to this as the ‘digital self ’. This data is only ever analysed at a meta-data level - in other words, looking at data about data to understand trends over time.
The measurement of the digital self is mapped onto the same model (PEBB) as outlined above, so that a user’s wellbeing scores and insights can be informed by both subjective and digital sources.
An employee will always be given the option to explicitly opt out from sharing their workplace digital working patterns data. Only macro trends can be analysed when it comes employee working patterns. Individual privacy is always protected. Digital working patterns data includes looking at macro-trends of email, chat, calendar and HR data. Personal information is never identifiable. Content of emails or chat data is not accessed or analysed.
Our approach to data science is deeply entwined with our approach to privacy and ethics –we don’t believe the two are mutually exclusive. We carefully consider the balance between being able to provide a user with greater insight resulting from access to larger amounts of data, and an individual’s right to maintain privacy.
Opening up about mental wellness can be tricky. Often, and understandably, we don’t feel comfortable talking about it at work. Meanwhile, for employers, it’s a challenge to spot when staff are struggling (and to know what to do about it). It’s a vicious cycle that perpetuates a negative workplace culture. A recent study by the Mental Health Foundation showed that nearly half the workforce has taken mental wellness related leave in the last year. Many of these people did not tell employers the real reason for their absence.
The increase in remote, hybrid working set ups also mean that it is harder to ‘check-in’ and ‘see’ working patterns. Digital ways of working can be draining in mental wellbeing in many ways too. By looking at digital working patterns, a more proactive and preventative approach can be taken to measuring and improving wellbeing.
We connect objective data such as working patterns & HR data with subjective-self data, gathered from questions asked within the Okina platform to build a deep understanding of individual and organisational wellbeing. By processing this data through our psychosocial model that looks at constructs in the context of Pressures, Emotions, Behaviours and Boosts, we are able to highlight why issues may arise with poor mental wellbeing.
By providing insights to the individual to gain a deeper understanding as to what could be causing them to have issues with their mental wellbeing, this could relate to their workload, working patterns or other environmental factors. The individual can then use this information alongside the Okina content library to further educate themselves and create a plan of action to improve their wellbeing. Having data enables employees to open the conversation with a trusted advisor to seek help where and when required.
For the organisation, we take a more continuous approach to understanding how their employees are feeling over time, how their work is affecting them, identifying hot spots which need investigating and action taken - this is all at a macro level to protect privacy. Also, by understanding what's going on in different areas of the business you can quickly identify how to develop better working practices and provide proactive support.
Okina Care is a platform designed to support senior leaders, managers and HR to understand cultural and organisational wellbeing trends.
This means that licenses and access can be provided to these groups. Access levels will be set to specific users.
Admin users have full access to all insights and features within the platform.
This is up to you. Should you wish to then you can purchase licenses for employees to access Okina Care and set the right access level. Typically, employees do not get allocated a license to access Okina Care.
It tends to be more cost-effective and controlled to generate reports from the platform to share with employees.
It is recommended that insights are shared, discussed and frequently reported on within the business to employees to build confidence and belief that action is being taken.
Indeed, through the Okina Care platform we highlight “issues that need action” which can be viewed in real time. Allowing the organisation to take the necessary action and stop any major problems from occurring.
Our Customer Success team carries out regular quarterly meetings where we review your data and develop an action plan based on your objectives as a business.
We also offer Workshops & Consulting Services to support companies within their Wellbeing offering and help employees with training around understanding the psychosocial model that powers Okina and how they can use it within their day to day lives.
For organisations: No, all employee data is completely anonymised and we only report at an aggregate level of 10 or more people, this is to protect the privacy of the individual. We also give the individual the chance to Opt-Out of their anonymised data being included within the insights, we put the individual and their privacy first in everything we do. Deep insights must be matched with Deep Trust.
For Individual: We enable individuals to better understand themselves through the data in the platform and by providing them with reports on their own Wellbeing. These are completely confidential to the individual and we have strict measures around security to protect this data. It is purely down to the individual if they wish to choose to share any of their personal data.
10 - this is to protect privacy.
Initial insights can be gathered by simply looking at your digital communications such as Email, Calendar, Chat data and other Communication Channels, for example Slack. We also offer the ability to integrate data from your HR systems, Engagement Platforms and have the ability to work across a wide range of different data sources at the clients request.
Data minimisation - We only collect data we consider necessary to provide the Okina service and the user is given a clear explanation as to why each piece of data is collected as detailed above. Users’ accounts that are not used for 120 days are deleted along with related personal data. The users are given plenty of warning if they wish to stop this happening.
Our technology utilises the Microsoft Graph API to access Office 365 data. This can happen in two ways: The first is where our systems directly access the Graph API (which is a public facing resource), retrieving raw data (emails, calendar and chats, etc.) and temporarily storing it for processing within our cloud infrastructure. The second way is via an Azure Managed Application that sits within your Azure infrastructure. This managed application deploys resources within your infrastructure containing our remote integration software, which is used to access the Graph API and retrieve raw data and store it for pre-processing by these resources. With this method as much processing of raw data occurs within your infrastructure as possible, with mainly metadata and some raw data being securely transferred between your and our systems for the remainder of processing.
We currently offer two mechanisms for managing HR data within OkinaCare. The first is via CSV uploads, and the second and preferred method is via a simple data management interface or API where HR data can be entered and managed on an employee-by-employee basis.
When working with data from digital integrations, we are the Processor. We enable organisations to fulfil their role as Controller by providing mechanisms to manage digital integrations, and determine what data we are allowed to process. For the Okina App we are the controller as we are determining what data we collect, with the user’s consent.
We operate on a system of least privileged, meaning that employees are only granted access to data if it is absolutely necessary for them to have access. Those who have been granted access are extremely limited. Even when they have been granted access, our system separates access to data that identifies individuals from access to data about them that is used for our analysis. This way the two sets of data are never in the same hands, enforcing the individuals privacy.
Yes, we are at an exciting stage in our growth and heavily innovating, so very much welcome our customer ideas and requests. Please get in-touch if you are interested to become a Development Partner as we would love to see what we can do for you.
Users have the right to access and erasure of their data:
We do not ask for marketing consent as we do not market to individuals.
Our communication via email and push notification are all considered service related, in that they are essential or a core part of providing the Okina service optimally and training the user to use it. Users are given fine grain control over their communication preferences, allowing them to enable / disable each type of email and push notifications.
Employees are communicated to and given the option to opt out from sharing working patterns and HR data.
We have a centralised identity service which manages consents. When a user registers an account on our platform, a profile is created for them in the centralised identity service. All other services refer to this identity service and its consents when accessing data to ensure all individuals and services only access the data they’re entitled to.
Our platform infrastructure is provided by Amazon Web Services (AWS). The AWS environment is a virtualised, multi-tenant environment. AWS has implemented security management processes, PCI controls, and other security controls designed to isolate each customer from other customers. AWS systems are designed to prevent customers from accessing physical hosts or instances not assigned to them by filtering through the virtualisation software. This architecture has been validated by an independent PCI Qualified Security Assessor (QSA) and was found to be in compliance with all requirements of PCI DSS version 3.1 published in April 2015.
All data is stored in the AWS EU (London) Region. AWS customers designate in which physical region their data and their servers will be located. Data replication for S3 data objects is done within the regional cluster in which the data is stored and is not replicated to other data centre clusters in other regions. AWS will not move customers' content from the selected Regions without notifying the customer, unless required to comply with the law or requests of governmental entities.
All data stored within the AWS infrastructure is encrypted at rest and during transmission using strong industry tested AES-256 and XTS-AES-256 encryption algorithms. No confidential or restricted information is stored outside of the AWS infrastructure.
The AWS infrastructure provides us with security logging and monitoring tools, and alerts us of events that might indicate malicious activities such as system and database abuse. Throughout our platform we employ and regularly monitor audit logs to record usage events, including but not limited to logins, unsuccessful attempts, account creation, deletion and modification, access role and privilege changes.
It’s also worth highlighting the following security procedures: