Winter brings the risk of UK experiencing extremely cold weather. You may find that employees with caring responsibilities or facing travel disruption are either unable to get into work or are very late. Of course, this can be frustrating and can really impact the business. Last year snow and ice affecting many people. Hundreds of schools closed and motorists were being warned of havoc on the roads due to snow and ice, those using public transport also faced delays and cancellations. Of course, this can be frustrating and can really impact the business.
As an employer what should you do?
Travel disruption
Employees are not automatically entitled to pay if they are unable to get to work because of travel disruption. Employers may have contractual arrangements in place and some organisations may offer discretionary payments for travel disruption.
As an employer ensure that any measures taken are dealt with consistently and fairly amongst all employees. If you can be flexible in your approach such as adjusting working hours, or location (working from home or another work location), can be an effective way of handling adverse conditions and offering workers flexibility. This can really help to increase morale, motivation and productivity.
Business continuity
If the business is impacted by absences, then measures should be put in place. Review your relevant policies, or put in an ‘adverse weather’ or ‘journey to work’ policy, to deal with these situations, helping employees to be clear and know what is required of them to try and get to work and what the procedure is if they can’t. There will be less confusion and disagreement when there are clear policies in place that are clearly communicated, regarding pay and how business will continue during periods of adverse weather.
When schools close
If schools are forced to close suddenly due to adverse weather conditions, then an employee (in this type of emergency) is entitled to take unpaid time off to look after dependants. Generally, this wouldn’t apply to a situation, when an employee needs to take time off because there aren’t alternative childcare arrangements in place.
The right to time off will vary for each individual circumstance, some employers may offer time off as holiday, but this would need to be agreed by both parties.
Other considerations
Try to make the workplace as comfortable as possible, additional heating may be required and outside space such as car parks, paths and entrances might need gritting or workers forewarned to take extra care.
Be aware of vulnerable workers who might be particularly affected by the cold weather conditions. Contact them to offer support or flexibility during periods of more extreme weather.
Employees should be encouraged to plan ahead and consider alternative routes when their usual route to work may be disrupted due to the bad weather. When snow and icy conditions are forecast, allowing extra time for journeys or considering flexible working in advance can help people to be better prepared. Other employees should also be kept updated to ensure minimum disruption and workloads are shared in the event of a colleague being unable to attend work.
Clearly defined policies that are periodically reviewed and well communicated will be hugely beneficial to an organisation and its workers when employees are unable to attend work due to bad weather. Employees are less likely to feel disgruntled when they are made aware in advance of how their pay will be affected.
If you would like to discuss or review your company policies or need any assistance in writing them, please call us on 01233 662651