Ah, Christmas; and with it, the company Christmas party, gathering or just drinks after work. A chance to celebrate success, boost morale, and encourage camaraderie among employees. However, there is also risk, particularly in light of the Workers Protection Act, which places increased responsibility on businesses to prevent inappropriate behaviour, particularly sexual harassment.

With many employees now working remotely or in hybrid models, some colleagues may be meeting socially for the first time, further complicating the dynamics of a festive gathering. Employers must recognise the unique risks of such events and it is incumbent upon them to take proactive measures to ensure events are both enjoyable and incident-free.

The Workers Protection Act also makes employers responsible for protection from external sources so equally consider events that involve suppliers, customers, individuals from other organisations or members of the public.

Understanding the Risks

• The Workers Protection Act and Inappropriate Conduct:
  Sorry to sound like a broken record but the Workers Protection Act has significantly increased employers' responsibilities to safeguard employees from inappropriate conduct, including sexual harassment, at work-related events. A Christmas gathering, even if held off-site and outside working hours, is considered an extension of the workplace. In the past we have had to deal with a number of incidents for clients to address inappropriate behaviour after it has happened. Now however, the responsibility on the employer is to prevent such behaviour occurring in the first place.
  
  
• Remote Working and Social Dynamics:
  The rise of hybrid and remote working means that many employees may have limited in-person interactions with their colleagues. At a festive event, where alcohol is often involved, this unfamiliarity can lead to misunderstandings about acceptable behaviour, increasing the risk of unintended conflicts or discomfort.
  
  
• Alcohol-Fuelled Incidents:
  Alcohol is almost synonymous with Christmas celebrations but can lead to lowered inhibitions and poor judgement. Overindulgence might result in inappropriate comments, aggressive behaviour, or decisions that can escalate into serious issues.

Mitigating the Risks

Proactive planning and communication are key to ensuring a safe and enjoyable Christmas gathering. Here’s how you can mitigate risks:

• Set Clear Expectations:
  While you don’t want to dampen the festive mood, it’s important to remind employees that the party is an extension of the workplace. Behaviour that would be unacceptable during office hours is equally unacceptable at the event. This message can be cascaded through line managers to avoid coming across as overly formal but ensure that it is consistent and not watered down by any managers who might miss the gravity of the message.
  
  
• Foster Inclusivity:
  Consider the diverse beliefs and preferences of your workforce. Ensure the event is inclusive by providing non-alcoholic beverages, catering for dietary restrictions, and considering the needs of those who may not celebrate Christmas as a religious festival.
  
  
• Plan Transport and Timing:
  Extend your duty of care to help employees get home safely. Organise taxis, provide reimbursement for travel expenses, or consider hiring a shuttle service. Avoid scheduling the party on a night where employees are expected to work the next morning, particularly if driving is part of their role.
  
  
• Limit Alcohol Consumption:
  If you’re providing alcohol, consider limiting the availability of free drinks or offering drink tokens to encourage moderation. Always ensure plenty of non-alcoholic options are available.
  
  
• Appoint Event Supervisors:
  Designate senior staff or HR representatives to discreetly oversee the event. Their presence can deter inappropriate behaviour and ensure swift intervention if issues arise.
  
  
• Address Issues Promptly:
  Again, remember that it’s the employer’s responsibility to ensure incidents do not happen in the first place, but if they do occur, deal with them immediately and follow up formally after the event. Take the matter seriously and investigate with meaningful listening. Be prepared as a manger that some serious action may be the result.

The company Christmas event should be a time to celebrate, but it also comes with responsibilities. By planning carefully and taking proactive measures, businesses can mitigate risks whilst enjoying a festive, inclusive atmosphere. Ensuring both your managers and your staff have undergone adequate training will remove some of the risk but remember that irregular events like those at Christmas some with their own set of complexities to navigate. Let your party be remembered for all the right reasons.

Your non-negotiable takeaways should be:

1. Communicate Behavioural Expectations: Remind staff informally about the expected standards of conduct before the event.
   
   
2. Document Policies: Make sure your policies on behaviour and consequences are clearly outlined in your employee handbook.
   
   
3. Provide Training: Equip managers with the skills to recognise and handle inappropriate behaviour. Training such as that provided by us at HR Champions can prepare them to effectively support employees while ensuring compliance with the Workers Protection Act.

For Dignity a Work courses, look through the training pages and our Dignity at Work Page on our website call us on 01452 331331 or contact via our contact page.