It won’t be long before the office decorations go up and the excitement for the festive season starts to build. As an employer, there’s a good chance you’ll want to use this time of year to thank your staff and recognise their efforts.
Before all that happens, though, it’s worth making a list – and checking it twice – to make sure you’ve done everything in your power in terms of your expectations for work, fun and downtime over the festive period.
As HR experts, Claire Butcher and Emma Thompson from CE People are all too aware that bosses, and HR teams, can end up looking like the Grinch as Christmas approaches, but agree it’s always worth reminding staff about what is expected of them, and what they can expect from the company throughout December.
Emma said: “It can feel a bit negative, reminding your staff of what your expectations are in terms of behaviour, but if that is all made clear, hopefully everyone will be able to relax and enjoy themselves.
“Business owners and managers must also take into account that not everyone celebrates Christmas, for a variety of reasons, and if parties, Secret Santas and drinks nights might make them feel uncomfortable, that needs to be taken into account and there should be no pressure to get involved.”
In the office
Some businesses, those in hospitality and logistics for example, have to work throughout the festive period, possibly their busiest time of the year. In other sectors, companies might close down or have reduced hours, in which case the important things are to be organised early and communicate clearly.
- Working days: as soon as you can, make it clear what days your business will be working over the holiday period. Some people may volunteer to work, but whatever your plans are, make sure it is fair in regard to time off and pay.
- Working hours: make it clear whether those working during quieter periods are expected to work full days or half days or flexible hours, and whether they can, if it’s feasible, work from home.
- Annual leave: If the business is closed for a few days outside of the national holidays, are employees gifted those days, or do they need to book all or some of them as annual leave?
- Ad hoc arrangements: if, for example, someone has booked time off and all those working that day finish at lunchtime, is that person entitled to have half a day’s leave reinstated?
- Policies: remind employees of the company’s guidelines on being under the influence of alcohol and drugs in the workplace. A lunchtime drink at this time of year is all too tempting, but it has to be within limits.
Party time
Even if they are out of the office at a party venue or event, or there’s a change of routine within the working day, employees need to be aware that they are still considered to be representatives of the company and that their behaviour should reflect that.
- Event planning: stop to think about what people really want, ask for suggestions if necessary. Booking an event people aren’t engaged with is a waste of your money and everyone’s time.
- Secret Santa: gift giving in the office is a fun way to bring people together, but gifts that might be offensive or inappropriate should be discouraged. Employees should be offered the chance to opt in or out without feeling any pressure to take part.
- Home workers: if people work remotely, particularly if they are some distance away, take their needs into account. Think about how they can comfortably join in. Evening events may mean long journeys or hotel stays, so a daytime or virtual activity could make participation easier.
- Duty of care: as an employer you have responsibilities for those at an event. Consider offering to provide transport, or arranging overnight stays. Everyone should feel safe and comfortable with any arrangements.
Outside the office
Colleagues partying together is one thing, but clients or associates will often invite some or all of your team to their own pre-Christmas drinks, parties or events. A reminder that the same expectations on behaviour apply, whatever the circumstances, is a good idea.
- Invitations: attending a client’s event is a good way to build busi- ness connections, but poor behaviour there is, if anything, worse than at your own event. Your staff are representing your business and should behave appropriately.
- Gifts: with the advent of the Bribery Act, gifts between companies has become less common, but what if a client or supplier gives one of your employees a Christmas gift? Does that employee keep the gift, and is that fair on those employees that are not client or supplier-facing?
- Expenses: make it clear what is acceptable in terms of expenses. It’s obviously kind of someone to buy a round of drinks at an event they’ve been invited to, but make it clear what the spending limits are before someone’s generosity gets out of hand.
“December is a fun part of the year, and we all want to go out and have a good time,” said Claire Butcher. “No one wants to be a party pooper, but we all know what can happen after people have had a few drinks and they lose some of their inhibitions.
“Company culture and behaviour policies are things that matter all year round, and if you have that in place, and your employees understand your expectations, then you’ll be fine.
“But, in the lead-up to the festive period, think about whether the things you have planned are inclusive, respectful and safe, and remind everyone of the policies and guidelines.
“Not everything needs to become an issue, but communication is everything.
“And a little reminder that behaviour at work events still reflects on the business and everyone is responsible for their own actions can help reassure everyone involved.”
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