It’s hot, hot, hot! How to keep your staff (and tempers) cool.
During much of July, an amber weather warning has been put in place for large parts of the UK due to soaring temperatures. As such, employers should prepare for the issues the hot weather can cause in the workplace and come up with contingency plans.
We have a few suggestions for you to consider:
- Keep everyone cool!
Keep staff cool by allowing them to switch on fans and air conditioning or ‘dress down’ on hotter days if possible. Send out for afternoon ice lollies, a great employee value reward. You can even claim them as ‘trivial benefits’ – speak to you accountant for the rules on this.
- Remember more vulnerable workers
Some members of staff may be more affected by hot weather, such as those with a disability or pregnant women.
You can help by allowing these employees to take more breaks, move to cooler areas or even work from home temporarily.
- Prepare for transport disruption
Employees should also be encouraged to plan ahead of their journeys and make allowances for delays.
- Be ready for holiday requests
It is a good idea to have a first-come, first-served system in place. That way, you can help to avoid one employee being prioritised over another. Remind everyone of the need to have their leave approved before ‘booking’ a holiday.
- Look out for unauthorised time off
Employees who are refused a holiday request may take the time off anyway. Alternatively, you may suspect a member of staff is ‘pulling a sickie’.
It is important not to jump to conclusions and conduct a full investigation into the absence. From here, it may become a disciplinary issue.
- Check on your homeworkers
You aren’t expected to install air conditioning in your employees’ homes, but they should have the same rights as those working in the office. For example, more vulnerable staff should take more breaks, even when working remotely.
- Factor in time off for dependants
Some nurseries are expected to close due to high temperatures creating an unsafe environment for children. As such, employees may need to take emergency time off for dependants to make alternative childcare arrangements.
Employers who temporarily close should consider how they will manage staff. With correct notice (by giving an employee twice the amount of notice to take the leave than the amount of leave you want them to take), some may be able to enforce annual leave. However, others may need to review existing lay off clauses and assess whether these apply to the situation or maintain full pay for the period of closure.
As always, you can contact us for expert HR advice to make sure you are aware of your obligations for these types of situations.
