How to Avoid a HR Hangover This Christmas.
Christmas Party
The Christmas season is a fantastic opportunity to celebrate your team's hard work, strengthen workplace relationships, and show appreciation for your employees. From decorating the office to hosting the long-anticipated Christmas party, the festive period can boost morale and create lasting memories. However, for HR professionals and business leaders, it’s also a time when risks of misconduct, miscommunication, and exclusion can rear their heads.
Without careful planning, the festive fun can spiral into workplace issues – from inappropriate behaviour at the Christmas party to grievances about cultural insensitivity or exclusion. Worse yet, mishandling these situations can lead to legal claims, damaged relationships, and a bruised company reputation.
Here’s how to avoid a dreaded "HR hangover" while keeping the season merry for everyone.
Why Christmas Festivities Can Create Risks
The festive period brings unique workplace challenges. From alcohol-fuelled misjudgements at the office party to misunderstandings about holiday entitlement and cultural sensitivity, employers face a balancing act. Events like Christmas parties are considered an extension of the workplace, meaning employees’ behaviour is subject to your workplace policies, even if the event is off-site or after hours.
In addition, the Equality Act 2010 places an obligation on employers to prevent discrimination, harassment, and victimisation – not only during work hours but in all work-related activities. The upcoming reintroduction of a mandatory duty to prevent sexual harassment reinforces the importance of being proactive in creating safe and inclusive environments for your employees, no matter the occasion.
How to Keep Christmas Festivities Safe, Inclusive, and Fun for All
1. Set the Stage with Clear and Positive Communication
Communication is key to ensuring your festive celebrations run smoothly. ACAS recommends setting expectations early, so employees are aware of the boundaries without feeling micromanaged.
Share Behavioural Expectations: A friendly email or announcement reminding staff that workplace policies, such as your anti-harassment and disciplinary policies, apply at work events can help set the tone. Avoid coming across as heavy-handed – keep it light but firm.
Be Transparent About the Event: Let employees know the event’s details, including any dress codes, dietary considerations, and alcohol arrangements. If employees feel informed, they’re less likely to feel excluded or uncertain about the occasion.
By reinforcing respect and inclusivity without dampening the excitement, you can ensure everyone feels comfortable joining in the fun.
2. Make Your Christmas Party Inclusive
It’s vital to remember that not everyone celebrates Christmas in the same way – or at all. Some employees may prefer not to participate in certain traditions for cultural, religious, or personal reasons.
Choose Neutral Themes: Opt for end-of-year celebrations that focus on team achievements and togetherness rather than religious themes. This ensures everyone feels included, regardless of their beliefs.
Cater to All Needs: Provide food and drink options for various dietary requirements (vegetarian, halal, non-alcoholic, etc.). Make sure the venue is accessible for those with disabilities.
Avoid Assumptions: If you’re hosting gift-giving activities like Secret Santa, consider setting a budget that’s affordable for everyone and avoid encouraging gifts that might be culturally inappropriate or offensive.
Proactively Address Third-Party Harassment Risks
With the recent legal emphasis on third-party harassment, businesses need to consider risks that may arise from external individuals, such as clients, suppliers, or venue staff, during festive events.
Choose Venues Carefully: Select professional, reputable venues that share your values and are experienced in hosting corporate events. Brief the venue in advance about your expectations for conduct and inclusivity.
Contractual Clauses: Where possible, include clauses in contracts with suppliers, venues, or clients that outline zero tolerance for harassment and inappropriate behaviour during events.
Provide an Emergency Contact: Designate a manager or HR contact during the event who employees can approach discreetly if they experience or witness third-party harassment.
Consider Networking Events and Client Functions
Employees who attend external networking events or client functions as part of their role may face risks of harassment from third parties, especially in informal or alcohol-fuelled environments.
Train Employees: Provide training for employees who regularly attend networking events to help them identify and respond to inappropriate behaviour from third parties.
Protect Staff: Make it clear that employees can leave an event if they feel uncomfortable or unsafe. Managers should check in with employees attending external events and provide support if concerns arise.
Report Third-Party Incidents: Ensure employees understand how to report harassment by third parties and that the business will take their concerns seriously.
Manage Alcohol with Care
A common cause of HR headaches during the festive season is overindulgence in alcohol, which can lead to inappropriate behaviour, misconduct, or even safety risks.
Limit Free Alcohol: Instead of offering unlimited drinks, consider providing drink vouchers or capping the company bar tab.
Promote Non-Alcoholic Options: Make sure there are appealing non-alcoholic options for those who don’t drink or prefer to pace themselves.
Remind Employees About Responsible Drinking: While this doesn’t need to be a formal announcement, it’s worth encouraging moderation to avoid regrettable behaviour.
Empower Managers to Handle Issues
Managers attending the party should be equipped to discreetly handle any issues that arise. If something inappropriate occurs – such as harassment, overly rowdy behaviour, or arguments – it’s important to intervene calmly and professionally.
Pre-Event Training: Brief managers on what to do if they witness inappropriate behaviour and remind them of their responsibilities.
Act Discreetly: If intervention is needed, it should be handled without embarrassing the individuals involved or escalating the situation.
Document Incidents: If anything serious occurs, ensure it’s documented immediately after the event and addressed in line with company procedures.
Avoid Exclusion Around Time Off
The festive season often comes with annual leave requests and adjustments to working hours. To avoid resentment or misunderstandings, ensure your process for approving leave is transparent and fair.
Plan Ahead: If your business is busy during the festive season, ensure employees understand any restrictions on leave well in advance.
Be Fair: Use a consistent process to approve requests, such as a first-come, first-served policy or a rota system.
Respect All Cultures: Remember that some employees may request leave for religious observances other than Christmas.
Be Ready to Address Issues Promptly
Despite your best efforts, issues can arise – from inappropriate jokes to complaints about behaviour at the party. How you handle these matters can have a significant impact on employee trust and morale.
Take Complaints Seriously: If an employee raises a concern, listen carefully, document the issue, and investigate it thoroughly.
Follow Your Policies: Address incidents in line with your disciplinary and grievance procedures, ensuring fairness and consistency.
Don’t Ignore the Small Stuff: Even minor complaints or concerns should be acknowledged to prevent a toxic workplace culture from developing.
The HR Survival Checklist for Christmas Festivities
✅ Communicate Policies: Remind employees of behavioural expectations in a friendly and accessible way.
✅ Plan Inclusively: Choose neutral themes, cater to dietary and accessibility needs, and avoid alienating anyone.
✅ Manage Alcohol: Limit free drinks and encourage moderation.
✅ Prepare Managers: Brief them on how to handle potential issues discreetly.
✅ Be Fair with Time Off: Ensure a transparent and consistent process for approving annual leave.
✅ Address Issues Proactively: Investigate and resolve complaints quickly and fairly.
Do you need help ensuring you are legally compliant, or would you like support managing employee challenges to ease your workload and reduce stress?
Get in touch with Castle HR & Training Solutions. We offer a free 30-minute HR Audit to provide your business with a full HR overview, including tailored recommendations to suit your needs completely free of charge.
Contact us today to see how we can support your business!
