Workplace Christmas Party: A Guide for Employers
As the festive season approaches, businesses are gearing up for one of the most eagerly anticipated events of the year; the Christmas party. This occasion offers an opportunity to celebrate achievements, appreciate colleagues and have some well-deserved fun at the end of the year.
Whilst a well-managed Christmas party can provide a significant boost to staff morale and loyalty, it also comes with responsibilities. Employers should be aware that a Christmas party, even when held offsite or outside regular working hours, is considered an extension of the workplace. As such, businesses can be held liable for incidents that occur during this event from a legal perspective, they should also consider the credibility and reputation of the company should anything go array.
The Importance of Professionalism at Work-Related Events
At any work-related gathering, employees are expected to uphold the same standards of professionalism as they would in the workplace. This applies to social events which, though informal, still require adherence to workplace policies and respectful behaviour. Clear communication and proactive preparation are essential to ensuring a positive, inclusive, and safe atmosphere for all attendees. Make clear what behaviour is acceptable. Prevention is better than cure after all.
Setting Expectations Through Communication
A pre-event memo is a simple yet effective way to reinforce expectations and ensure the celebration is enjoyable for everyone. The memo should emphasize that all workplace policies remain in effect during the event. These include guidelines on behaviour, professional conduct and the organisation’s commitment to fostering dignity and respect.
Employers should clearly outline that bullying, harassment or sexual harassment will not be tolerated under any circumstances, including at social gatherings such as the Christmas party. Employees should also be reminded to treat their colleagues with respect and exercise caution when consuming alcohol, ensuring their judgment is not impaired and their actions remain appropriate.
The memo should reference key company policies, such as the Disciplinary Procedure, Grievance Procedure, Bullying Policy and the Harassment and Sexual Harassment Policy. Encouraging employees to review these policies can help uphold workplace standards and promote a safe and respectful event.
Addressing Breaches of Company Policies
Employees must understand that any violations of company policies during workplace events will be handled as if they occurred on company premises during regular working hours.
The Grievance Procedure provides a structured mechanism for resolving concerns that may arise during workplace events. Employees are encouraged to use this process to ensure that any issues are addressed appropriately and fairly.
Learning from Legal Cases: Key Takeaways for Employers
The case of A Beverage Company v A Worker (UDD2132) highlights the importance of maintaining professionalism at work-related events. In this case, the Labour Court upheld the dismissal of an employee who allegedly sexually assaulted a colleague after a company-sponsored Christmas party. Although the incident occurred offsite and outside regular working hours, the Court ruled that the event’s connection to the company, through funding, promotion, and organised discounts, made the dismissal reasonable. This ruling reinforces that employers can take disciplinary action for serious misconduct at work-related events, regardless of the time or location.
Alcohol Consumption and Age Restrictions at Workplace Events
Employees under 18 are not lawfully allowed to drink alcohol. Employers need to make sure that under 18 employees do not receive vouchers for which they can purchase alcoholic drinks from the bar. Consider having a Senior Manager who is not drinking, to monitor events and intervene if things start to get out of hand.
Encouraging Responsible Social Media Usage
Social media usage during workplace events requires discretion and professionalism. Employees should seek permission before posting photos or videos of colleagues and avoid sharing content that is inappropriate, offensive or discriminatory.
To protect privacy and maintain professionalism, employees should avoid posting about the event while still attending. They must also refrain from making disparaging remarks about the company, its management or fellow employees. Posts that could harm the company’s reputation must be avoided to preserve the organisation’s image and uphold professional standards.
Responsible Consumption of Alcohol
As alcohol is often readily available at workplace events, employees should be reminded to drink responsibly. Employers must reiterate that under no circumstances should individuals drive after consuming alcohol and the company might consider arranging for designated drivers or transportation options to encourage responsible drinking.
Additionally, the company’s zero-tolerance policy on illegal drugs should remain in effect during all work-related gatherings. Employees should be clearly informed that the use or possession of illegal substances will result in serious disciplinary action, reflecting the organisation’s commitment to safety and professionalism.
Conclusion
With careful planning, clear communication and reinforced expectations, workplace social events like the Christmas party can be enjoyable and rewarding experiences for everyone. By upholding company policies and fostering a culture of respect and professionalism, businesses can ensure these celebrations remain positive and memorable for all the right reasons.
This article was written by Sharon Sweeney, HR Consultant at Action HR Services
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DISCLAIMER:
The information in this article is provided as part of the Action HR Services Blog. Specific queries should be directed to a member of the Action HR Services Team and it is recommended that professional advice is obtained before relying on information supplied anywhere within this article. This article is correct on 22nd November 2024.