As the calendar year comes to a close, employers may be starting to face some challenges which this time of year brings, including increased sick leave, organising Christmas parties, and navigating any shutdown periods during the holiday season. To help prepare for and navigate this busy time effectively, we have compiled some top tips for employers to bear in mind for the festive season. This way, celebrations can be enjoyed, whilst the business remains compliant with any legislative requirements and best practice and prepared for when matters pick up again the New Year.
Christmas parties
Christmas parties are meant to be enjoyable and festive for all, but sometimes the celebration can get a bit out of hand. Employers should ensure they have an effective plan in place to help minimise inappropriate behaviour at any Christmas party. To this end, it is advisable to keep the following things in mind:
- When sending out invites to employees for the Christmas party, ensure that they are sent to all employees and do not exclude those that may be on a period of leave from the business (including parental leave) or sickness absence.
- Make sure your venue considers the various requirements your employees might have, for example, ensuring certain dietary requirements are met and disabled access and toilets are available at the venue.
- If you identify an employee displaying inappropriate behaviour, it may be necessary to address the situation directly and, if needed, arrange for the employee to be sent home to prevent further issues. A Christmas party is a workplace event and, therefore, misconduct should be dealt with in the same manner as it would at the workplace – for instance, the business’s disciplinary procedure may need to be followed.
- Keep in mind that certain conduct and behaviour at the Christmas party may give rise to grievances being raised, which could lead to a formal investigation to be undertaken.
It is also important to ensure your policies are up to date and you may also wish to circulate policies or a reminder regarding conduct to the workforce, closer to the Christmas party date. With the new positive duty on sexual harassment having recently come into force on 26 October 2024, it is important to have a policy on this as well.
Shutdown period over the Christmas break and New Year
The holiday season is often eagerly anticipated by many employees as it can afford an opportunity to relax and spend time with loved ones. However, this period can present challenges for businesses, as a shutdown often leads to a slowdown in operations, while simultaneously still needing to meet customer and client demands before they may close for the year. Employers can implement certain practices to help manage client/ customer expectations:
- Leading up to the Christmas break, ensure that all employees who are contactable via a company email address have an email footer, informing clientele and third parties about any shutdown or any periods during which the employee will be out of the office. In addition, all employees with emails/phones should have an out of office message set, providing information of their period of leave (and any office shutdown), when they are back in the office, and details of anyone who may be contactable in their absence, if applicable.
- Employers may also consider updating their company’s working days and hours on their website, so clients and potential clients are aware of the shutdown period and that response times may be a little longer as a result of leave during this period.
- If the nature of the business allows, employers may also consider sending clients a personal email letting them know of Christmas and New Year closure and relaying your kind wishes – this can hopefully assist ongoing working relations in the New Year.
Absences and Leave over the Christmas and New Year period
Employee absences leading up to Christmas and New Year are quite common and can pose challenges for employers. By anticipating and managing these challenges, employers can help mitigate the negative effects of such absences. Employers may wish to consider the following:
- Consider allowing flexible work arrangements (such as remote working or flexibility in working hours), to help employees facilitate balancing their professional and personal commitments during this period.
- Consider providing benefits such as free snacks or breakfast to employees, to encourage productivity and attendance at the workplace.
- If the Christmas party or work-related events take place on a weekday, when most of the workforce does not have the next day off, employers may also wish to think about letting employees start an hour later or finish earlier as an incentive to attend work and discourage absenteeism.
- Make sure that your polices on annual leave are clear, and that if the business will require at least a skeleton cover in any (or all) areas over the Christmas period, that this is communicated to employees. Commonly, employers will implement a “first come, first served” policy for the booking and taking of annual leave during particularly popular times for taking leave.
In the event that you have concerns about absences from employees not being genuine, steps can be taken to investigate such absences and, if appropriate in the circumstances, disciplinary action may be taken.
Respect cultural differences
Not everyone celebrates Christmas and by implementing the following strategies, employers can create a respectful and inclusive workplace that honours the diverse beliefs and practices of all employees during the holiday season:
- Whilst you should invite every employee to the Christmas party, it is important for employers to recognise that some employees may not celebrate Christmas and might prefer to not attend the Christmas party. If employees do not want to attend, there should be no repercussions for those employees such as unwanted comments or repeated requests to attend in any event.
- Offer flexible holiday policies, so employees can take annual leave for their own cultural and religious holidays, rather than or in addition to just Christmas.
- Recognise and appreciate different cultural and religious holidays. This can be done in a variety of ways, including by holding events or company communications, which celebrate the diversity of your employees and create an inclusive environment.
- Be mindful of different practices and where possible accommodate these within the workplace, such as prayer times or dietary restrictions.
Be mindful of stress and encourage team check ins
The holiday season is typically a busy time for many businesses. Implementing certain practices allows stress and burnout to be minimised and helps employees feel supported during perhaps one of their busiest seasons:
- Employers may wish to offer support by way of free or discounted counselling, therapy sessions or organise wellbeing interactive talks.
- Make an extra effort to provide a space for employees to come together and enjoy relaxing activities together such as games night, yoga or cooking, fostering a culture of inclusivity and community.
- Encourage employees to take regular breaks and time away from a screen if they use one in their day-to-day duties.
- Prioritise work life balance by advocating for and encouraging employees to limit out of office work communication.
The above are just some tips that that should be considered to potentially make things easier for employers and employees alike during the festive period. While some of these suggestions can be easily implemented, others may require more careful planning and consideration. By being proactive and mindful, organisations can help to foster a supportive environment that prioritises well-being and inclusivity, which can sometimes be at risk of being overshadowed at this busy time of year. Embracing flexibility and encouraging open dialogue can also significantly enhance the overall experience for everyone.
The information provided in this article is provided for general information purposes only, and does not provide definitive advice. It does not amount to legal or other professional advice and so you should not rely on any information contained here as if it were such advice.
Wright Hassall does not accept any responsibility for any loss which may arise from reliance on any information published here. Definitive advice can only be given with full knowledge of all relevant facts. If you need such advice please contact a member of our professional staff.
The information published across our Knowledge Base is correct at the time of going to press.
