REWARD
Considerations for the festive season
Danny Done, managing director of Portfolio Payroll, explore some of the human resources (HR) considerations when planning end-of-year celebrations
A s the end of the year approaches, attention turns for many employers to organising celebrations to mark the successes of the year and to reward employees for their hard work. Some may hold company-wide parties, others may have department get-togethers or team events. Whatever is planned, before sending out the invites there are several points to think about. Organising an inclusive and accessible event Whether an employer does the same thing each year or organises an entirely different event, it’s important to make sure that any celebration is inclusive and accessible for the whole workforce. The location of the event needs to be thought about carefully to make sure it’s suitable for all employees. Some considerations include: l proximity of the event to the workplace and employees’ homes, and whether it is accessible by various means of transport l accessibility for disabled employees l availability of seating and places to rest l the location’s environment and culture l entry specifications, such as whether underage staff are allowed in. Where food will be available, a range of refreshments should be provided that account for religious observance and dietary requirements. If alcoholic drinks are going to be served, make sure that there are plenty of non-alcoholic options available too. Don’t leave anyone out All employees should be invited to attend. Employers shouldn’t withhold invitations from those who have performed poorly or who they think may not want to attend, as this exclusion could have an adverse impact on employee relations. When inviting employees to the event, it isn’t always wise to simply rely on an
email distribution list. Those that don’t attend the office weekly or at all or who are absent due to family friendly leave or sickness should also get an invite. Be sure to use a means of invitation that includes these staff members, too, as a failure to do so could lead to risks such as employees feeling isolated, increased poor mental health and complaints of discrimination. “Whether an employer does the same thing each year or organises an entirely different event, it’s important to make sure that
consider the risks of sexual harassment occurring at a work event and implement reasonable steps to prevent it. Employers should also remember that they could be vicariously liable for misconduct that takes place during after- party drinks. Although these are technically not officially organised by the company, it may still be liable for the actions of employees if it can be established that their conduct is sufficiently connected to their position. An example of this was seen in the case of Bellman v Northampton Recruitment Limited, where a manager punched an employee in the face after they, along with some colleagues, had gone for further drinks at a local hotel when the Christmas party concluded. The Court of Appeal found that the company was liable for the actions of the manager as, although this occurred during an after-party, all drinks and taxis had been paid for by the company and the manager was acting within their management capacity. Examples of measures that employers can take include the following: l implement a work-related social events policy l send a letter to all members of staff reminding them that their behaviour should remain professional and appropriate l have a workplace notice on appropriate conduct at the event. Ensuring staff understand the rules, and what behaviour is expected of them during the event, enables any rule breaches or behaviour to be addressed on their return to work. Celebrating with the workforce can help employees feel appreciated and valued. It is, however, important to think about all the HR considerations in advance to make sure that the festive season goes off without a hitch. n
any celebration is inclusive and accessible for the whole workforce”
Remind employees of the behaviour expected Work-related events are likely to be seen as an extension of the workplace. Employers should, therefore, be aware of the risk that they could be held liable for the actions of their employees at these events. This is because there could be seen to be a close connection between their employment, the event and what happens at it. As a result, unlawful acts such as discrimination, harassment, physical or sexual assaults can be attributed to the employer, which could lead to it being held liable for compensation or damages. Since 26 October 2024, employers in Great Britain are also under a new obligation to take reasonable steps to prevent sexual harassment. They should
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| Professional in Payroll, Pensions and Reward |
Issue 105 | November 2024
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