Guidance on Workplace Issues Over Winter

Winter often brings its own set of workplace issues. Adverse weather conditions can lead to staff shortages due to travel disruption, and seasonal celebrations often result in a rush to book annual leave. To avoid getting caught cold, your company should have clear policies around matters such as commuting and leave requests—and communicate these to staff now.

Top Tips for Employers

Adverse Weather

In winter months, bad weather can disrupt your business. Consider the following:

• Pay Entitlement: Employees are not automatically entitled to pay if they cannot reach work due to snow, ice or floods.
• Clear Policy: Establish and share a written adverse weather policy so employees know your expectations.
• Flexibility: Temporarily alter start and finish times to reduce peak-time travel.
• Remote Working: Use IT solutions—can staff work from home when conditions worsen?
• Proactive Planning: Clarify procedures now to prevent misunderstandings and conflict later.

Flu and Colds

Winter brings an upswing in sick calls. To manage short-term and long-term absences:

• Reporting Sickness: Ensure employees know who to notify on day one of illness.
• Return-to-Work Interviews: Hold routine discussions to confirm readiness and identify any ongoing issues.
• Self-Certification: Employees off for seven days or less should complete a self-certificate;
• Fit Notes: For absences beyond seven days, require a Statement of Fitness for Work (doctor’s note).

Holiday Entitlements

Christmas and New Year often trigger a surge in leave requests:

• Bank Holidays: When public holidays fall on weekends, employers must declare substitute weekdays as holidays.
• No Statutory Public Holiday Pay: There is no automatic entitlement to paid leave on public holidays unless included in the contract.
• Annual Leave: All workers are legally entitled to 5.6 weeks of paid leave annually—more if your contract specifies.
• Leave Scheduling: Employers can enforce a Christmas shutdown or designate specific leave periods.
• For more on managing leave during the colder season, see our winter leave management guidance.

Wellbeing in the Workplace

Short days and long nights can exacerbate stress and depression. Spotting and supporting employees in need is vital:

• Private Conversations: Approach colleagues you suspect may be struggling. Find a quiet moment and ask if they’re OK.
• Line Manager Training: Ensure managers are trained to recognise signs of stress and know how to handle sensitive discussions.
• Awareness Campaigns: Raise mental health awareness through workshops, bulletins or internal newsletters.

Stay prepared this winter by reviewing your policies on adverse weather, sickness, annual leave and wellbeing. A proactive approach will keep your workforce engaged, healthy and on schedule.