By Michelle Hobson, HR Services Director at Moorepay
‘Tis the season to be jolly, and as the annual Christmas party approaches, businesses need to consider their role as employers. Beyond the merriment and festive cheer, employers bear significant responsibilities during and after the official party. The post-party events, potential liabilities, and the wellbeing of their employees should all be on their radar.
For HR professionals, the Christmas party season represents more than just an opportunity to unwind and celebrate the year’s successes. It’s a complex landscape of duties and considerations, ranging from ensuring a duty of care for employees, to navigating potential liability issues and fostering inclusivity. These aspects demand meticulous planning and a proactive approach to ensure a smooth, safe, and enjoyable holiday celebration.
Health and safety and employee welfare
The work Christmas celebration is a great opportunity for employees to bond and socialise in a casual environment. However, employers should not forget that they still have a duty of care towards their staff, even if the event is held outside the workplace or outside working hours. This means that employers need to take reasonable steps to prevent any harm or injury to their employees, such as providing adequate food and drink, arranging safe transport, and monitoring alcohol consumption.
One of the main issues that employers need to be aware of is the risk of sexual harassment, which can increase during festive events where alcohol is involved. The #MeToo movement and the media exposure of high-profile cases have raised awareness and expectations around this issue. Therefore, all employees need to be aware of how to properly conduct themselves and know how to report harassment if it should arise.
According to a survey by Reward Gateway, more than half of UK workers would prefer to skip the work Christmas party altogether. Similarly, employers are also becoming more concerned about the potential consequences of inappropriate behaviour, such as reputational damage, legal claims, and employee turnover. So it’s even more important that the party is approached in a sensible and well-managed manner.
How to manage the festive event as an employer
As an employer, you want to create a festive atmosphere and let your employees have some fun during the holiday season. However, you also need to be careful not to allow any unacceptable behaviour, such as sexual harassment, to occur at your event. You can avoid being held legally responsible for such misconduct if you can show that you took reasonable steps to prevent it from happening. Therefore, we suggest you may wish to follow these guidelines, even if you have never had any problems before:
1. Clear communication
Send an email to your staff several weeks before the event. This email should include the essential details – the location, date, and any other relevant information – but also emphasise that this is a work-related event, even if it is held outside the office and after normal working hours.
2. Party Policy
You may wish to include a specific work Christmas party policy with your email. Alternatively, ensure your current policies cover this. What exactly counts as ‘unacceptable behaviour’? Although you cannot list every eventually, the education of your employees helps to avoid any ambiguity. And this makes dealing with issues after the party easier for the business as it is clearer as to what lines have been crossed.
3. Transport
If you are having a party at a location other than the office, you may want to arrange suitable transportation for your employees to keep them safe and secure. It is good practice to provide transportation both ways – this is especially important for any employees with disabilities.
4. After-parties
An employer may be responsible for an employee’s misconduct at the Christmas party itself, but employers should make it clear that they do not support any unofficial after-party that employees may organise separately. After-party events are often unclear in terms of whether an employer is liable for acts that happen there and it’s better they don’t happen at all. However, understanding that this is difficult to control, ensures that if a complaint does arise your business takes this seriously and follows the necessary procedures.
5. Complaints procedure
Ensure that employees have the opportunity to report complaints in the confidence that they will be treated seriously and investigated. Having a clear policy on bullying and harassment will help with this.
6. Social media
Another factor that employers need to consider is the impact of social media on the work Christmas celebration. In 2016, the DVLA issued a statement distancing themselves from an ‘unofficial’ Christmas party that was organised by some of their staff. The inappropriate event was filmed and posted on social media, causing embarrassment and criticism for the organisation. This shows how social media can amplify the negative effects of a poorly planned or managed festive event, and expose employers to public scrutiny and liability. Therefore, as part of reminding people about expectations in advance, be clear about your social media policy on the night of the party – perhaps it’s a no-phone zone or encourage only positive photos and videos of the evening to be shared.
Christmas celebration success
HR professionals play a vital role in helping support the success of the Christmas party season. By addressing behaviour standards proactively, communicating effectively, and fostering a culture of inclusivity, they can create an environment where employees can celebrate with peace of mind and a sense of belonging. The holiday season should indeed be a time of joy, and with careful planning, HR can make it memorable for all the right reasons.
Photo by Eugene Zhyvchik on Unsplash
