It’s the season to be jolly…or is it?

It’s that time of year again. Offices are decorated with tinsel and twinkly lights, Christmas party plans are in full swing and secret Santa gifts are being exchanged.  It is the season to be jolly...or is it? What could possibly go wrong amidst all this festive cheer? Well hopefully nothing. Not wanting to channeI my inner Grinch, but there are a number of potential HR challenges which might affect your business over the Christmas period and it’s better to address them early to avoid New Year headaches, caused by more than Yuletide celebrations.

Managing Time-Off Requests

Balancing the requirements of your Organisation over the Christmas period, with your staff’s annual leave requests can be tricky.  This problem can be exacerbated by a January – December holiday entitlement which results in employees scrambling to take their leave in December when your business needs more staff.

Solutions to consider to avoid you looking like the Grinch are:

• Introducing a fair and transparent holiday booking system to encourage employees to submit their requests in advance and establish clear guidelines for approval

• Implement a rotating schedule to ensure adequate cover during the holiday season

• Altering your holiday year to alleviate the pressure in December

• Embrace diversity by allowing those employees who do not celebrate Christmas an opportunity to swap Christmas Bank Holiday days to those that are more meaningful to them

Respecting Religious and Cultural Diversity

Following on from the last point, it is important to remember that not everyone celebrates Christmas.  Being sensitive to the different religions and cultures of your employees will foster an inclusive environment within your organisation.

To underline these principles:

• Have clear communications around voluntary participation in parties, games and gift sharing

• Acknowledge different holidays and traditions and annual leave options to accommodate the diversity

The Office Christmas Party

Christmas parties can be a great tool for thanking your staff for their hard work, boosting morale and engagement and facilitating team building.  However, the blurring of the line between work and socialising can be risky, particularly when alcohol is added to the mix.  Companies can be held ‘vicariously’ liable for the behaviour of its employees.  To avoid potential claims of harassment, discrimination and misconduct, clear communications should be sent out prior to the party reminding employees that they are still representing the Company and should behave in accordance with Companies policies and procedures. It may also be advantageous for Managers and HR professionals to keep a watchful eye on proceedings.

Remember party attendance should always be on a voluntary basis and all employees, including those on long term absence and sick leave, should be invited.

The Aftermath

Depending on when you have your party, it is good practice to communicate your expectations for the following day, if it is business as usual.  Let your employees know if you are going to allow them to work flexibly or suggest they book annual leave if you have enough staff to cover your business requirements.  This will hopefully reduce unplanned absences.

It is important to remind your employees of your policy for sharing images on social media.  Employees should respect their colleague’s privacy and remember that they are still representing the company on social media platforms.

Budget Constraints

In the current economic climate, some businesses may not be able to afford to splash out on all expenses paid celebrations for their staff.  Providing cheaper alternatives or cost-effective initiatives to bring some Christmas cheer may be effective in boosting morale and engagement.  Being transparent with your staff and explaining the budget constraints is key.

Examples could include:

• Christmas jumper days,

• Part funded Christmas meals

• Staff Gifts

• Volunteer opportunities

Secret Santa

Secret Santa has become a popular trend in the UK. While it can be a fun way for your staff to spread a little festive cheer, it is a good idea to set down a few guidelines particularly around budget and things to avoid.  An inappropriate gift could cause offense or embarrassment, resulting in tensions in the workplace. Gifting a shy and introverted colleague a lurid mankini might be funny to some but be mortifyting for the recipient (an actual workplace example!).

Managing Remote Teams

If your workforce is remote, maintaining engagement and connectivity during the run up to the holiday season can be challenging. If a face to face get together is not possible, you might consider virtual team celebrations and activities or online games.

By addressing these issues proactively and being clear about the Companies expectations and boundaries, your business should enjoy a positive, inclusive and Merry Christmas!