THE OFFICE CHRISTMAS PARTY AND THE HOLIDAY PERIOD
So, it’s that time of the year and Melbourne Cup is about to happen and if you haven’t booked a venue for the office Christmas party, you have now realised that the venue will be at the local bowling club again for barefoot bowls as everything else is booked out! There is a lot to think about as an employer during this busy holiday and festive season. Not much of that thinking has to do with business but more how to avoid any major pitfalls when it comes to the management of the office party, holidays and paying employees correctly.
Let’s start with the festivities. This is what you need to consider:
The Office Christmas Party
Details of the Function – It’s important when you announce your office Christmas party that you put in writing the details of the venue, the start time and the finish time. This is about ensuring that all employees know that there is an official end time of the function. As an employer you have a duty of care to provide transportation at the end of the function to get your employees home safely. Employees who chose to party on, after the closing of the event, do so in their own time and at their own risk.
Alcoholic Beverages
List what you will provide as an employer by way of alcoholic beverages per employee. You might like to do this through vouchers or by letting the bar staff at the venue know that you will provide a few drinks that would allow an employee to be able to drive home within the confines of the appropriate blood alcohol concentrate level. Don’t provide an open bar!
Update your Code of Conduct Policy
As boring as it may sound, ensure your Code of Conduct policy is up to date including outlining to employees their responsibilities at a Company event which could include:
Do not drink excessively.
Behave responsibly and act in a professional manner.
Comply with legal requirements relating to blood alcohol levels before driving after the event or make alternative arrangements such as the utilisation of the Company courtesy bus.
Do not return to the workplace to send that email or put the forklift away.
Comply with directions of the Company management at these events.
The risk that employers run when they don’t try and plan for these events are things like harassment claims being made post event which result in the subsequent termination of employment for someone. Remember, plan a bit now and save the grief later. Don’t be like my friend (employee) who called me for advice after she over consumed alcohol and vomited on her boss at the annual Christmas event. Her voluntary resignation was swift!
Motivation, Engagement and Reward
Don’t forget that this is the opportunity for you to really motivate and engage with your employees. With a bit of effort, it’s a time for you to provide some rewards, encouragement and thanks to many of your employees that are hard working and have supported your business over the past year.
Paying People
I receive a lot of calls during this time about shutdown periods and what to pay employees.
Shutdown Periods
If you are shutting down your business over the Christmas period then you have an obligation (pending which Award you look to) as to the notice that you need to provide your employees as to the shutdown dates and how this effects your employees. For instance, in some industries you are required to provide 2 months’ notice of the shutdown periods. If you haven’t notified your employees, put it on your to do list this week and announce your shutdown.
Often employees don’t have enough annual leave accrued during this period of shutdown. You need to ensure that you have a Company policy that outlines all alternatives.
Do you provide leave in advance for your employees that are short of annual leave entitlements?
Is your company default position, leave without pay?
Ensure that these alternatives are outlined in your shutdown announcement so that employees can plan accordingly.
Penalty Rates and Public Holiday Rates
Please ensure you understand what to pay your employees over this period. Check as to what dates are nominated in your State or Territory as Public Holidays and check (or better still ask me to check) what the rates are for your given Award. If your employees is required to work on a day that is nominated as a Public Holiday, ensure you are paying them correctly. It is usually triple time.
Happy festive season and be safe. Your family and friends need you. If you need assistance with drafting policies, information for your Christmas party or advice on pay, please don’t hesitate to call me on mobile phone 0411 254 865 or email ahendy@hendyhr.com.au
Your employees are your best business asset!