Most managers will, at some point, notice that someone in their team doesn't seem themselves. Knowing what to look for, and how to respond, can make a real difference to that person and to your workplace.
This guide covers the common signs that an employee may be experiencing depression, how to start a supportive conversation, and where to go for help. You don't need to diagnose anyone. Your role is to notice, check in and connect people with support.
Common Signs an Employee May Be Experiencing Depression
Everyone has off days. What matters is a change from how the person usually is, lasting a couple of weeks or more.
1. Changes in Behaviour and Withdrawal
Spending breaks alone or avoiding team activities they used to enjoy
Contributing less in meetings or conversations
Slower to reply to messages, or harder to reach
2. A Drop in Work Performance
More mistakes, or work that's below their usual standard
Missed deadlines or putting tasks off
Difficulty concentrating or making decisions
3. Physical Signs
Tiredness or low energy, even after rest
Frequent headaches, stomach upsets or other unexplained complaints
Noticeable changes in appetite or weight
4. Emotional Changes
Irritability, frustration or a shorter fuse than usual
Seeming flat, tearful or unusually pessimistic
Comments suggesting they feel hopeless or that nothing will improve
5. Attendance Changes
More sick days, often without a clear reason
Arriving late, leaving early or taking longer breaks
Seeming present but "switched off"
6. Loss of Confidence or Self-Worth
Talking themselves down or doubting their ability
Saying things like "I'm useless" or "I'm letting everyone down"
Losing interest in their role or their future at work
How to Start the Conversation
Many managers worry about saying the wrong thing. A caring, private check-in is almost always better than saying nothing.
Choose a private, unhurried moment. Avoid starting the conversation just before a meeting or deadline.
Lead with what you've noticed, not a label. For example: "I've noticed you've seemed a bit flat lately. How are things going?"
Listen more than you talk. You don't need to fix anything in the moment.
Let them set the pace. They may not want to talk straight away, and that's okay. Let them know the door is open.
Agree on a next step. That might be a follow-up chat, a workload adjustment, or information about your EAP.
What to Avoid
Guessing at a diagnosis or saying "I think you're depressed"
Offering quick fixes like "just think positively"
Sharing what they tell you with others without their consent
Turning the conversation into a performance discussion
How to Support an Employee with Depression
Make support easy to access. Remind them about your Employee Assistance Program (EAP), which offers free, confidential counselling. Learn about BetterWorkLife EAP →
Consider reasonable adjustments. Flexible hours, temporary changes to workload or working from home can help someone stay connected to work.
Keep checking in. A brief, regular "How are you going?" shows ongoing support.
Look after yourself too. Supporting someone can be draining. Your EAP is there for managers as well.
Why This Matters for Your Workplace
Under Australian WHS laws, employers must manage psychosocial risks, including risks to mental health, just as they manage physical risks. Managers who can recognise early warning signs and respond with confidence are one of the most effective ways to protect your people and meet those obligations.
Our Workplace Mental Health Training gives managers and teams practical skills to recognise when someone is struggling, start supportive conversations and know where to refer them.
If Someone Is at Immediate Risk
If you're concerned an employee may be at risk of harming themselves, don't leave them alone, and get help straight away:
Emergency: call 000
Lifeline: 13 11 14 (24/7)
BetterWorkLife EAP: 1800 312 382
Final Thoughts
You don't need to be an expert to make a difference. Noticing changes, checking in with care and connecting people with the right support can help an employee feel less alone and get back on track sooner.
Want your managers to feel confident having these conversations? Talk to us about mental health training for your team →