By Michael Dobson Founder, Sapphire HR.
November means that many organisations are currently planning for the annual office Christmas party, the mix of high spirits and free-flowing alcohol can sometimes lead to HR headaches.
If you are organising this year’s soirée, fear not! We have created a comprehensive guide to ensure your office Christmas party goes off without a hitch.
Setting the tone: Behaviour and alcohol policies
First things first, it is crucial to set clear guidelines for behaviour. Remind your staff that the office Christmas party is an extension of the workplace, meaning all company codes of conduct apply. Exercise caution when it comes to an open bar. While it is generous to provide free drinks, offering a variety of non-alcoholic options is equally important.
Harassment
Unfortunately one topic which re-occurs for Christmas parties is conduct and sexual harassment, which can be both verbal and physical. This can even include commenting on someone’s clothing or appearance.
Given the presence of alcohol and the misconception that the party does not count as “work”, some people can forget themselves and at times behave highly inappropriately, particularly if tensions that have been simmering during the year finally come to the fore, with inhibitions lowered because of alcohol.
It would be a good idea for the employer to set out well ahead of time to all employees that Christmas parties are an extension of the workplace, regardless of where they occur. This would require conduct to be kept the same as it would be in the workplace, a clear reminder of what is and is not acceptable behaviour and consequences which could occur such as disciplinary action potentially leading to dismissal for the most serious of offences.
The Worker Protection (Amendment of Equality Act 2010) Act 2023 placed a legal obligation on employers to take “reasonable steps” to prevent their employees from experiencing sexual harassment. Under the 2023 Act, the Employment Tribunal can now increase compensation awards for sexual harassment claims by up to 25% if it finds:
sexual harassment has taken place; and
the employer failed to take reasonable steps to prevent sexual harassment.
You should refer to your risk assessment on preventing sexual harassment in the workplace.
Social media
In today’s digital age, social media can turn festivities into a PR nightmare if not managed properly. Establish firm guidelines about what can and cannot be shared online. Now would be an excellent opportunity to remind everyone of the company’s social media policy.
Inclusivity matters
When planning entertainment, think about inclusivity. Consider the diverse backgrounds and beliefs of your employees. Choose activities that cater to a broad audience, ensuring everyone can participate comfortably.
Managing absences
If your event falls on a weekday, be transparent about expectations for the following workday.
Consider flexible work hours or a later start time to accommodate those who might need a bit of extra rest.
Top Tips for Success:
1. Clear communication: Provide explicit guidelines on expected behaviour, emphasising the professional nature of the event.
2. Travel arrangements: Encourage attendees to plan their journeys home in advance, perhaps even arranging prebooked taxis for their convenience.
3. Diverse refreshments: Ensure a range of beverages, including non-alcoholic options, to cater to all preferences.
4. Social media policies: Reiterate the rules about social media usage during and after the event.
5. Inclusive entertainment: Choose activities that are inclusive and respectful of diverse cultural and religious backgrounds.
6. Respect attendance choice: Make it known that attendance is optional, understanding that personal beliefs or prior commitments might prevent some employees from attending.
www.sapphire-hr.co.uk
0330 124 3732