Beat the Heat: A Summer Guide to HR Challenges for UK Business Owners

Identifying Patterns and Addressing Absenteeism

Are you worried about staff calling in sick more often during summer? You are not alone. Summer BBQs often spill into Monday morning, leading to increased absenteeism. And who can deny the correlation between high temperatures and increased sickness absence rates?

So, what can employers do?

• Track Sickness and Absence: use a time management system like Avensure PeopleCloudwhich has handy features like leave and absence manager, Bradford factor, and return to work to track and analyse patterns in employee absenteeism. This data helps identify recurring issues and potential areas of concern. Keeping a record of absences makes addressing these HR issues with the employee easier by presenting evidence.
• Check-In Calls and Return-to-Work Meetings: Implement informal check-ins or return-to-work interviews to discuss absences with employees. This practice often deters unnecessary sick days if employees know they must explain their time off, alleviating some of the challenges of human resource management.
• Clear Communication: Regularly remind staff about the company’s sickness and absence policy. Encourage employees to plan their time off in advance to avoid last-minute sick calls.

Coordinating Leave and Maintaining Coverage

Many HR management problems begin as summer diaries get packed with events like music festivals (such as Glastonbury, Creamfields, Leeds Festival, and the Nevill Holt Opera), school holidays, summer getaways, and numerous sporting events. While no one wants to dampen anyone’s fun, having multiple staff members take leave simultaneously can put a huge strain on a small or large business. Managing these requests to avoid understaffing is crucial for maintaining operations.

So, what can employers do to lessen these HR challenges?

• Holiday Planner: Use a holiday planner to track all employee leave requests. This tool helps foresee potential staffing gaps and plan accordingly. For instance, in PeopleCloud, a heat map on the leave calendar highlights concentrated leave periods, making it easier to manage your business.
• Automate Processes: Use automation tools to streamline tasks and improve productivity. Identify tasks that can be automated, such as social media posts.
• Smooth Handovers: Ensure thorough handovers occur so that remaining staff are well-informed about ongoing tasks and responsibilities.

Managing Distractions and Promoting Focus

As the summer sports calendar fills up with events like Euro 2024, Wimbledon, Royal Ascot, the F1 British Grand Prix, Tour de France Femmes, and the Olympics and Paralympic Games, human resource problems bubble to the surface as distractions become unavoidable.

While some avid sports fans may take time off to indulge in their passion, others at work may find themselves sneakily checking their phones for scores and updates. Coupled with the allure of good weather and post-work plans, these distractions can notably hinder productivity.

So, what can employers do about these HR issues?

• Mobile Phone Policies: This can be one of the major HR management issues, but establish clear guidelines regarding mobile phone use during work hours to maintain productivity. These guidelines may include encouraging employees to schedule time off for personal interests, limiting phone usage to lunch breaks or emergencies, enforcing silent mode or turning off phones to minimise distractions, and setting rules for phone storage, such as keeping them in lockers or designated areas.
• Flexible Scheduling: Consider offering flexible work schedules, such as adjusted start and end times or compressed workweeks, to accommodate employees’ summer plans while ensuring coverage during core hours and allowing flexible hours so that employees can watch significant events and make up the time later.
• Provide Summer Perks: To avoid HR issues, offer perks or incentives during summer to motivate employees, such as summer Fridays, casual dress codes, or company-sponsored social events. You could set up a common area with a TV for employees to catch up on major events during breaks, turning it into a team bonding opportunity.
• Set Clear Expectations: Communicate clear expectations regarding work responsibilities and deadlines. Ensure employees understand what is expected of them during the summer months and how their performance will be evaluated.

Often, making small adjustments and collaborating with employees rather than imposing strict rules can prove the most effective solution to reduce human resource problems.

Addressing Alcohol Consumption and Workplace Impact

During the summer, social events can sometimes lead to employees showing up to work drunk or Hangover, which can greatly impact productivity and safety and cause significant HR management problems. While what employees do in their own time is their prerogative, showing up for work drunk or Hangover is concerning for employers due to impaired performance and potential reputation damage if witnessed by clients or service users.

The necessity of an alcohol consumption policy in the workplace primarily revolves around safety – because of the potential impact it could have on an individual’s capacity to make decisions, reaction times, and so on.

You may find our guide on Non-alcoholic drinks at work interesting:https://www.avensure.com/articles/can-employees-drink-non-alcoholic-beer-at-work-legal-insights-and-hr-policies/

So, how can these human resource challenges be dealt with?

As summer comes and more opportunities to drink arise, here are some things you can do to keep your business running smoothly:

• Alcohol Policy: Establish a clear alcohol policy that outlines acceptable behaviour and consequences for violations.
• Employee Awareness: Educate employees about the effects of alcohol and the importance of being fit for work.
• Employee Communication: make sure the policy is communicated to all employees. You may wish to get employees to sign to confirm that they have understood what is expected of them and what will happen if they don’t comply.
• Record Keeping: Keep detailed records of any HR issues and incidents to support disciplinary actions if necessary.
• Lead by Example: Demonstrating responsible drinking behaviour and adhering to company policies regarding alcohol consumption can set a positive tone for employees to follow and a healthy company culture.

Having legal support, whether in-house or outsourced to experts like Avensure, can ensure the policy’s wording is precise provides optimal protection and avoids many of the challenges of human resource management for the business.

Setting Expectations and Ensuring Safety

Summer work events can sometimes result in inappropriate behaviour, which ultimately falls under the employer’s responsibility. Whether the event is off-site and takes place outside regular working hours, the employer remains accountable for their employees’ actions and conduct. This responsibility stems from the fact that employees are considered to be “acting in the course of their employment” while attending work-related events—making employers vicariously liable.

So, what can employers do to ease these HR challenges?

• Behaviour Policies: Make sure that all employees understand the company’s expectations for conduct at work-related events. These policies should reference the grievance/complaints procedure to guide staff on issue resolution. It is crucial for all staff to be familiar with and comprehend the expected code of conduct.
• Alcohol Management: Coordinate with venues to monitor alcohol consumption and provide non-alcoholic options. Consider offering a range of non-alcoholic beverages and food at the event to limit excessive alcohol consumption among staff members, and to accommodate those who do not drink or prefer not to.
• Safe Transport: Arrange transportation for employees to get back from events/home safely and also to prevent drink-driving incidents.

Creating a Comfortable Work Environment

Too hot to work? There is currently no rule governing the maximum working temperature or when it is too hot to work because each workplace is unique. Employers, on the other hand, have a duty of care under health and safety at work laws to recognise heat as a danger and then make reasonable efforts to minimise it in the workplace, particularly for employees with underlying health concerns.

So, what can an employer do to prevent these HR management issues?

• Environment: keeping the temperature at a comfortable level, providing clean and fresh air
• Hydration: Make sure employees have access to plenty of drinking water.
• Flexible Breaks: Allow for additional breaks to help employees stay cool.
• Dress Code Flexibility: Relax dress codes where appropriate to allow for more comfortable clothing.

Maintaining Professionalism in Hot Weather

As temperatures rise, employees might opt for more casual attire that could be inappropriate for the workplace e.g. revealing clothing or flip-flops.  This can create discomfort among other employees or clients/customers. It can also be a health and safety issue depending on your work environment.

So, how do employers deal with these HR challenges?

• Clear Dress Code Policy: Define acceptable attire clearly for different roles and occasions to avoid HR issues and communicate it effectively to all employees.
• Summer Adjustments: Consider relaxing the dress code slightly during the summer while maintaining professionalism. You can provide examples of appropriate and inappropriate clothing to help employees understand their expectations.
• Addressing Violations: Handle dress code breaches in a discreet and informative manner, focusing on educating employees about the significance of upholding a professional appearance.

Preventing Overwork During Peak Seasons

Some businesses experience peak seasons during the summer, which can lead to increased workloads and burnout. This can put additional pressure on employees, leading to a higher risk of burnout. UK employers lose £51 billion a year due to poor employee mental health, says Deloitte research:

• 46% of working parents worry about their kids’ mental health, costing £8bn/year in performance impact, absenteeism, or job turnover.
• Burnout affects 63% of employees, up from 51% in 2021.
• Every £1 spent on mental health support yields £4.70 in increased productivity.

Employers should be aware of this potential issue and take steps to proactively address it.

So, what can you do as an employer?

1. Workload Monitoring: Regularly assess workload distribution to prevent overburdening employees. if additional resources or temporary staffing may be needed to handle increased demand during the summer season – this is an option to consider.
2. Support Systems: Offer support and assistance to employees feeling overwhelmed. Regularly check in with employees to assess their workload and stress levels, providing support and assistance, especially with an employee’s assistance programme where necessary.
3. Annual Leave: Encourage employees to take regular breaks and time off to prevent burnout and to maintain a healthy work-life balance to avoid ensuing human resource challenges.
4. Flexible Work Options: Provide flexible working arrangements to help employees manage their personal and professional lives better.
5. Recognition and Rewards: Acknowledge hard work through incentives and rewards to boost morale.

Keeping Spirits High During the Summer

One of the many challenges of human resource management is that during the summer, excitement and distractions can cause a decline in employee morale and engagement. With minds wandering to sunny days and whatever activities employees have planned outside work, staying focused and productive at work can be difficult.

So, how can employers alleviate these HR management problems?

• Team-Building Activities: Organise summer-themed events to boost team spirit and morale. Creating friendly competitions or challenges among teams can foster camaraderie and engagement.
• Recognition Programs: Implement programs to reward and recognise outstanding performance.
• Open Communication: Maintain open lines of communication to address concerns and keep everyone informed about company goals and achievements.

Stay Cool This Summer! Get Expert Support from Avensure

Enjoy your summer to the fullest without being bogged down by HR management issues. Whether you need practical support or have queries about HR and Employment Law, our experienced advisers are here to assist you every step of the way.

If you’re looking to review existing policies or create bespoke ones and employee handbooks, even if you’re not currently an Avensure Client, we can help. Our team can provide pragmatic advice on navigating tricky situations, alleviating the pressure from your shoulders.

For support, please contact our employment team. Simply click here: Avensure Contact!