Acas urges employers to be ready for winter

We may have had the mildest November for over 300 years but now that December's here Acas has reminded employers that now is the time to make sure they're prepared for the workplace issues that crop up over the winter months.

Adrian Wakeling, Acas Guidance Editor, said: "Winter often brings dilemmas for employers - adverse weather conditions can mean staff shortages due to travel disruption, and seasonal celebrations often result in a stampede to book annual leave.

"We all know it's going to happen but how many of us plan in advance? Our advice is: don't get caught cold - have clear policies around issues such as getting to work and taking leave requests and communicate those to staff now."

Acas has published the following advice for employers.

Adverse weather

Last year saw heavy snowfall leading to a rise in staff absence as workers struggled to make it in to work.

• Employees are not automatically entitled to pay if unable to get to work because of bad weather
• Have a clear policy - employees need to know what you expect from them in terms of getting to work
• Be flexible where possible - for example, could you and your employees agree to temporarily alter working hours to minimise disruptions?
• Use information technology to keep your business running. Can employees work from home?
• Plan ahead - misunderstandings often lead to conflict so be clear!

Flu and colds

Winter colds and flu mean an increase in workers calling in sick 

• Employers should ensure employees know when they have to contact work on the first day of sickness and should routinely hold back to work interviews when staff return. 
• Employees should either fill in a self-certificate explaining their short-term sickness or they should get a Statement of Fitness for Work (fit note) if the illness lasts more than seven days.

Holiday entitlements

Employers may get a flurry of holiday requests around Christmas and New Year. 

• When public holidays in the Christmas and New Year period fall on Saturdays and Sundays, alternative week days are declared public holidays.
• There is no statutory entitlement to paid leave for public holidays. Most workers - whether part-time or full-time - are legally entitled to 5.6 weeks of paid annual leave. Additional annual leave may be agreed as part of a worker's contract.
• Employers can set the times that workers take their leave, such as a Christmas shutdown.

Workplace wellbeing

Winter can sometimes exacerbate conditions such as stress and depression.

• Make sure your line managers know how to respond to signs of stress. They may need the right training to help them handle diffiult conversations and raise awarness of health issues.
• It's rare for someone to voluntarily talk about a mental health problem. Approaching a colleague who you feel may be suffering from a mental health issue is not easy. Try and arrange a moment to catch someone privately, and informally ask if they are feeling ok.