Winter Weather HR Implications

WINTER WEATHER: HR AND HEALTH & SAFETY GUIDANCE
Normally, a bit of snow is great fun. But adverse weather can give employers concerns about employee absence levels. This guide explains what employers need to know about the impact of bad weather conditions.

Winter is here. Don't be caught out.
Make sure your business is prepared for the Winter months. By preparing now you can ensure your business does not fall victim to the volatile weather.

There's an inevitability to the seasons and the recent winter weather has reminded us that winter is well a truly here. Prudent employers will be taking action to make sure they don't get caught out and face disruption to their business.

Now is the time to make sure that gutters and drains are clear. It's always easier and less urgent to do before they get blocked and buildings, paths and roadways get flooded. You can plan to do it safely and get it right first time. Think about safe access, tower scaffolds or mobile elevating work platforms are always safer than ladders and more cost effective where there is a lot to be cleared. And it is important that you don't allow workers to go onto fragile roofs unless they take the proper precautions.

Ice and snow can almost always be predicted so make sure you have enough salt or grit to take you through to spring. Buy stocks now so that you buy them at their cheapest. It's too late trying to buy stock when the snow is on the ground, stocks are depleted and at a premium price. Identify the paths and access routes that you are going to keep clear and give clear information and instruction to staff.

Don't forget to have your heating serviced and if oil or gas fired make sure you have enough fuel. Systems that are not maintained usually breakdown when they are asked to work at their hardest. A cold workplace causes employees concern and inefficiencies and always disrupts the business process.

If you have a mobile workforce consider how the cold weather could affect their health and safety particularly early in the morning and late at night, especially if they are working a long way from their homes. Make sure your lone-working arrangements are up to date and that you know that these travelling staff are safe. Plan contingency arrangements for the worst weather conditions and make sure your workers are aware of them.

If you plan ahead and don't leave things to chance your business will continue to operate without risks to the health and safety of your staff, visitors and customers. You won't incur disruption and additional costs. You could steal a march on your competitors.

I have decided to send employees home because business is so slow in this weather, do I have to pay them for the hours if they go early?
If it is your decision to send the employees home, either because you are closing the workplace part way through the day or keeping it open with skeleton staff, you would normally still have to pay the employees for the full day. For full days of closure, employees will still be entitled to full pay unless there is provision in the contract of employment allowing for unpaid lay off.

Can I make employees take the time off as holiday if they're off due to the snow?
Employers can make employees take holiday at times when it suits the business but only if certain advance notice requirements are met. To enforce a holiday, employers must give notice that is equal to twice the length of time that the employer wants to be taken off e.g. 2 days' notice must be given for 1 day's holiday. 10 days' notice must be given for 5 days' holiday. Typically, the nature of bad weather means that employers could not rely on this provision for a short notice holiday. However, if the employee agrees to the employer's suggestion to take short or no notice holiday, this is fine.

My employees have tried everything possible to get into work but all public transport has come to a halt, do I have to pay these employees?
Even though the employee's absence is through no fault of their own, an employer has no obligation to pay an employee if he fails to turn up for work because public transport is not running, or for the hours missed if he turns up late. Whilst there is no obligation, employers may wish to be accommodating in this circumstance and offer to let the employee make up the time on another day so they still get paid, or suggest that holiday be taken on that day.

Do I need to give special dispensation to employees who have to look after their children if they are off school due to a 'snow day'?
No. Employees with children do not have a statutory right to be paid in the event that they have to have an emergency day off with their children, but contracts should be checked to see if there is a contractual right to this. Again, consideration could be given to making the time up, or agreeing a day of holiday. Alternatively, if the shut down of the school is the only reason for absence and otherwise the employee would have been able to get to work, the employee would be entitled to unpaid time off for dependants to make other childcare arrangements.

Winter driving: How to stay safe
The British winter is unpredictable and severe weather conditions can strike with little warning. It is an underlying cause of many minor and serious accidents. and official statistics generally show an increase during the winter months. It's not the weather that leads to this surge but poor driving, lack of preparation and vehicles that haven't been serviced for the rigors of winter. .