In health and safety management we tend to concentrate on machinery; personal protective equipment or general processes such as policy, risk assessment, auditing, etc. Health and safety issues, however, come in other forms such as the forces of nature. The legal and insurance professions have long recognised this by making distinctions for certain exceptional circumstances, often called Acts of God. We often view the seasons as characterised by extreme weather conditions causing massive disruptions to normal operations or services. They should, however, form part of a business's planning such that the effects of these are managed. Seasons have their own characteristics and in winter we can reasonably expect extreme weather conditions such as snow, ice, excessive rainfall, low temperatures and reduced hours of daylight. These conditions will impact on external activities but may also impact on operations within your business. Now, more than ever, businesses need to manage such risks effectively and develop appropriate policies or procedures to limit any negative impact on the business. This is not just about limiting short-term financial loss, it's about addressing all the issues that can impact on organisational outcomes. Developing a policy will put employers in a position to deal with the impact weather/travel conditions and other risks to the business can have when it directly impacts them. Here are some tips on areas that should be considered: Prepare for risks Contract of employment The contract of employment is key in limiting such risks - after all people related costs are one of the biggest costs to businesses. Setting out policy or procedures to follow if employees are unable to attend work because of such conditions, in the same way businesses do for sickness absence, will make it employees' contractual right. But without formal policies and procedures, organisations are at risk of unwanted disputes, which can be costly both in terms of time and money. Communication Employers need to communicate these policies effectively. They maybe in the handbook and contract of employment but only when employees know they are there will they know what is expected from them and what they can expect from the business in such circumstances. Review policies All employers should regularly review their policies to ensure they reflect changes to the company, industry or to external events. Doing this will reduce the potential risks to the business. Managing your workforce when the weather takes a turn for the worse - advice and good practice tips Childcare Many schools were forced to shut due to the snow, leaving working parents with a childcare crisis on their hands. Employees have the right to unpaid time off for emergencies when children need care - but stating procedures to follow in the contract of employment and communicating this to staff will ensure everyone understands what is expected. So those with children know what to do in an emergency and those without children do not feel resentment towards them for taking time off to play in the snow while they are stuck in the office. Pay If employees are unable to get into work and unable to work from home do you pay them? Legally, you only have to pay employees for the work they do but employees have statutory protection against an unauthorised deduction being made from their wages, so you do not have contractual right to deduct pay deducting pay would be potentially subject to legal challenge. Health and Safety Adverse weather conditions should be the subject of a risk assessment process and the results should become the subject of policies and procedures to be actioned and communicated. Snow, for example, is a visible hazard and can: • Block or impede access to and around buildings. • Melt and re-freeze creating slush or icy conditions which can lead to slips and falls. • Heavy snow may cause excessive loading of fragile roofs and block external plant and machinery Employers have a general duty under the Health and Safety at Work Act 1974 to ensure, so far as is reasonably practicable, the health, safety and welfare of their employees at work. Employees are also under a general duty to take reasonable care of their own health and safety, and that of others who may be affected by their acts or omissions at work. You will expect staff to turn up for work by whatever reasonable means is available to them. However, this must be at their own discretion, dependent on weather conditions in their own area, personal circumstances, available transport and without added risk to their own personal safety. Most small businesses do not have the resources to employ a full time HR professional and therefore may wish to seek expert advice to make sure policies and practices are not falling foul of employment law. For a FREE audit of your businesses current contract of employment call 0845 073 0255 or visit www.northgatearinsoemployerservices.com