As long-term weather forecasts predict more severe weather events for the 2018/19 winter season, the National Emergency Co-ordination Committee last week launched the annual ‘Be Winter Ready’ campaign. The campaign includes practical advice and information which businesses will find useful to prepare for the challenge of ensuring business continuity during severe winter weather.
DBEI checklist
The Department of Business, Enterprise and Innovation has developed a
checklist for the business sector which encourages the business community to take the necessary precautions to overcome the particular risks that a severe weather event presents. The checklist advises businesses to consider how the risks associated with severe weather events will impact on the place of business, employees, customers and suppliers.
Winter-related employee absences
From an employment perspective, employee absence tends to spike during the cold winter months. Employee absence during the winter season arises for a variety of reasons including but not limited to the following:
- Cold and flu viruses tend to spike in the winter.
- Severe weather-related injuries occur (slip and fall on icy surface for instance).
- Certain employees are needed to provide care to ill relatives.
- If schools and/or childcare providers decide to close, parents of young children may need to remain at home to care for children.
- Employees may be unable to arrange transport to work if transport links are not operating.
Do a risk assessment on the impact of employee absence during severe weather
Without knowing exactly what level of absenteeism your organisation might suffer, the government advice is that a typical business should make contingency plans for a scenario in which 40% of employees may be absent during peak periods of severe winter weather. Absences are likely to peak during the most severe weather-related events like snow storms or extended periods of freezing temperatures. To guard against the worst case scenario, your organisation should assess the vulnerability of critical business activities to the absence of a relatively small number of key staff.
Consider flexible working where practicable
Flexible work practices could help your organisation minimise disruption. Alternative work practices like remote working, flexitime or other flexible working policies that satisfy your business needs may permit you to continue operations during a severe weather event.
Health & safety
Your duty to ensure the health & safety of employees and customers across the place of work is greatly tested by periods of extreme weather. Your workplace risk assessment should include contingencies for extreme weather events. For more information on your health & safety obligations, see our risk assessment guide by clicking
here.
Confirm communication methods
It is good practice to keep up-to-date employee contact details and regularly confirm their preferred method of communication to allow you to contact employees quickly should the need arise during extreme weather.
The importance of HR policies
Developing, communicating and implementing a policy on attendance by employees who experience difficulty travelling to work will prevent any confusion arising when a severe weather event strikes. Having clear flexible-working policies that address remote working or shift working will likewise prove to be an asset during periods of extreme weather. When your employees experience issues travelling to work and the risk of accidents is increased significantly, they will appreciate knowing where they stand.
To talk with someone about how to prepare your business for the winter ahead, call our 24-hour advice line on 0818 923 923.
