Managing Employees During Adverse Weather Conditions

Storm Eowyn may have passed but with more weather warnings on the horizon, and plenty that caused disruption in 2024, it goes without saying that businesses have been seriously affected.  Adverse weather conditions, such as snow, strong winds, flooding, ice, and fog, can significantly impact business operations. Employers must be prepared to manage these situations effectively to ensure both the safety of their employees and minimise disruption to the business.

What to consider in adverse weather conditions

• Health and Safety Obligations: As employers, you have a duty of care to ensure the health and safety of your employees. This includes assessing risks associated with adverse weather and taking appropriate measures to mitigate them.
• Employment Contracts and Policies: Review employment contracts and company policies to determine the obligations and rights of both parties during adverse weather. Ensure that policies are clear on issues such as pay, remote working, and leave entitlements. We recommend a specific policy or clause within your documentation that outlines expectations in these circumstances to avoid any ambiguity or risk.
• Pay and Leave: If employees cannot get to work due to weather conditions, employers need to consider their approach to pay and leave. Options include:
  1. Allowing employees to work from home where the role allows.
  2. Offering paid or unpaid leave.
  3. Be clear in your policies and procedures in what circumstances you will and will not pay them if they are unable to attend work.
  4. Allowing employees to make up the time at a later date.

Managing Employee Attendance

• Remote Working: In situations where travel could be dangerous, encourage remote working where possible. Ensure employees have the necessary tools and access to work from home effectively.
• Flexible Working Hours: Implement flexible working hours to accommodate employees who may face delays or difficulties commuting.
• Communication: Maintain clear and regular communication with employees regarding weather conditions and company expectations.

Supporting Employees

• Travel Assistance: Where possible can you provide information on alternative travel options and support employees in finding safe routes to work?
• Emergency Contacts: Ensure that emergency contact details for all employees are up to date.
• Employee Well-being: Be mindful of the stress and anxiety that adverse weather conditions can cause. Offer support through employee assistance programs and mental health resources.
• Safety: Never ask an employee to travel or attend work in dangerous conditions.

Minimising Business Disruption

• Business Continuity Planning: Develop a business continuity plan that includes procedures for adverse weather conditions. This should cover remote working capabilities, communication strategies, and contingency plans for critical operations.
• Technology and Infrastructure: Invest in technology and infrastructure that support remote working and flexible operations. This includes secure VPNs, cloud-based systems, and collaboration tools.
• Training and Awareness: Train employees on the company’s adverse weather policies and procedures. Ensure they are aware of their responsibilities and the support available to them.

We can support you by creating a bespoke adverse weather policy and guide you through those unavoidable situations out of your control.

To find out more information or to discuss managing employees during adverse weather conditions, please get in contact with our team of experts.

T: 0330 107 1037

E: contact@hpc.uk.com

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