How to help a colleague with a substance or gambling problem?

Offer an individual Akan agreement.

The workplace can help an employee with an alcohol, substance use or gambling problem by offering an individual Akan agreement. An individual Akan agreement is a follow-up agreement between the immediate manager and an employee who has a problem. The agreement is an offer in which both parties must be looked after. The goal is to support the employee in recovery and coping at work, while the organisation safeguards health, safety and the working environment.

When is an Akan agreement used?

An individual Akan agreement can be offered:

• When the policy or work rules have been breached
• After a conversation about concerns, if the person wants help
• When an employee asks for help themselves

The Akan agreement gives the employee an opportunity to get help with their problem, and to keep their job. Every Akan agreement must be adapted individually – behind each agreement is a person with their own challenges and needs.

The workplace can be an important source of help for an employee who is developing, or already has, a substance use or gambling problem. For some, a conversation about your concern or some honest feedback is enough to set change in motion or reverse an emerging problem. For others, a conversation with the occupational health service or a doctor can be a good help. There they can get a proper assessment and, if needed, a referral to treatment.

What does an Akan agreement contain?

An individual Akan agreement should include:

Purpose and background – why the agreement has been made.
Who is involved – the immediate manager, the person themselves and a doctor.
Recommended treatment – assessment by a doctor and follow-up of recommended treatment.
Duration – the recommended duration is 2 years, with deletion of records after completion.
Follow-up – frequency of meetings and conversations.
Any control measures – and adjustments to work tasks.
Written agreement – signed by both employer and employee.

It is important to take time when drawing up the Akan agreement. Provide clear information about its purpose and content, and give the employee time to consider. The immediate manager is responsible for ensuring that the Akan agreement is drawn up, followed up and evaluated along the way.

Tip: Use our template and checklist for drawing up the Akan agreement (in Norwegian).

Working together as a team

When an Akan agreement is made, the employee should be supported by a team. The immediate manager has the main responsibility, but other resource persons such as an Akan contact, HR or a union representative can be involved if the employee so wishes.

The GP or treating doctor is an important professional resource and should take part in the follow-up. The same applies to the occupational health service for organisations that have one. Everyone involved must commit to confidentiality and cooperation.

Privacy and the GDPR - what must be safeguarded?

Since Akan agreements may contain health information, they must comply with the GDPR:

• Legal basis: The employee's consent
• The right to withdraw consent at any time
• The right to access, correct and delete information
• Information about the option to complain to Datatilsynet (the Norwegian Data Protection Authority)

Here you will find a template for an individual Akan agreement (in Norwegian)