It’s that time of year again, we are coming into the season of Christmas parties and holiday’s. Employees will look forward to the traditional work Christmas party, which is a wonderful way for a business to celebrate its progress during the year and to make employees feel appreciated, allowing them to relax, get to know each other and share the joys of the season. Most companies will organise Christmas parties and decorate the office with Christmas decorations for their staff but it must be remembered they are still responsible for the health, safety and welfare. While the office Christmas party can be a great boost for morale, employers should be aware of potential risks such as sexual harassment, alcohol-fuelled brawls, religious discrimination and post-party absenteeism. Planning ahead is vital, consider anything that could go wrong from office decorations to the effects of excessive alcohol consumption. Outline that employees are there under the umbrella of the organisation and that the normal rules, policies and procedures, including disciplinary and grievance apply. Decorating the office Tinsel, lights and trees are the usual office décor for the Christmas season, as long as a proper risk assessment is carried out looking at where and how decorations are sited - particularly those that could pose potential fire hazards - you will not normally fall foul of health and safety guidelines.
- Make sure all lights are in good condition, replace damaged lights or any set of lights you’re unsure of.
- Make sure your Christmas tree is secured on a firm surface and not blocking emergency exits, emergency signage, fire extinguishers, fire alarms or walkways.
- Keep Christmas decorations away from any heat sources, ensure you use of fire retardant or flame resistant trees and decorations.
- All decorations should be hung in a secure manner and housekeeping in good condition.
- Use a step ladder and (not an office chair or desk) and ensure this is carried out by two people so one can assist the other.
- Staff are to be made aware it’s vital that Christmas lights are turned off by the end of the working day.
However, your insurance may not cover damage caused by untested electrical equipment so make sure Staff are aware it’s vital that Christmas lights are turned off by the end of the working day! If you are running a Secret Santa, make sure staff are told that gifts should be inoffensive. Some gifts, for example lingerie that is hilarious to the giver and onlookers but not to the recipient, have sparked complaints in the past. The Christmas Party! Do not insist that all staff attend the office Christmas party, even if the event is out of hours, remember that some people have family responsibilities that may prevent them attending. Provide clear written guidance to all employees about acceptable standards of behaviour at work-related social events, equal opportunities and harassment, as well as the disciplinary sanctions that could result from breaches of the rules. Make it clear that fighting, excessive alcohol consumption, the use of illegal drugs, inappropriate behaviour, sexist or racist remarks and comments about sexual orientation, disability, age or religion will not be tolerated. While party policies may seem Scrooge-like, they are appreciated precautions for employers and demonstrate that reasonable action has been taken to protect employees. In a memo prior to the event itself, the employer could include advice about not drinking and driving – an employer may still be responsible for its employees driving home from an office party. Ask employees to plan their journey home before attending the party. For example,
- the employer could consider ending the party before public transport stops running;
- provide a means of transport for getting employees home;
- encourage employees to share lifts; or
- Provide the phone numbers for local taxi companies.
Criminal offences and drugs Health and safety legislation places specific duties on employers to make arrangements to protect the health, safety and welfare of their employees whilst at work who might be affected by their business activity. It is an offence for an employer to knowingly permit or even to ignore the use, production or supply of any controlled drugs taking place on their premises. In addition, employees who are convicted of criminal offences involving drugs, sexual misconduct or drink driving may also damage their employer's reputation or undermine trust and confidence. In these cases you may well be justified in taking disciplinary action against the employee, and this could result in a dismissal for gross misconduct. Call us at Peninsula Business Services (Ireland) Ltd for more details on 0818 923 923. The Peninsula BusinessSafe service covers-
- A review of the way you manage health and safety in your premises and is conducted by qualified Health & Safety Consultants to identify areas of non-compliance with legal requirements. You will receive a report advising on how to use best practice and achieve compliance with legal obligations.
- The preparation and installation of a bespoke Health & Safety management system, developed for your business, including the organisation, specific arrangements and monitoring procedures required for its effective implementation.
- Regular visits to service your Health & Safety management system and advice on continuing legal compliance.
- Access to a 24 hour Telephone Advice service supported by qualified Health & Safety Consultants.
Patricia O’Malley is a Technical Advisor working with Peninsula Business Services (Ireland) Ltd; who are Ireland’s leading provider of employment law and health & safety services. Established in Ireland since 1997, with offices in Dublin, Belfast, Sydney and Manchester, Peninsula employs 1000 people across Ireland, Australia and the UK. - See more at: Employment Law, HR & Health and Safety Services | Peninsula Ireland
