Take Precautions When Planning Company Holiday Parties

 
The end of the year is fast approaching and, with it, company holiday parties. But what should be a time for celebration can turn into instances of inappropriate behavior—and the accompanying brand-killing publicity and liability—unless employers take preventive action.

Here are some tips for employers to keep in mind before hosting a holiday event:

Ensure employees are aware of the organization's code of conduct and policies.

"Providing employees with the opportunity to socialize with co-workers in a relaxing environment is an excellent way to improve employee morale," said Beth Zoller, legal editor for XpertHR. However, serving alcohol can pose a risk if it leads to inappropriate behavior, including harassment, property damage or driving while intoxicated.

"Even though the event may be held away from the employer's premises and during what [are] generally considered to be nonworking hours, the employer should reiterate that the same policies are in effect and that employees should treat each other with respect and common courtesy," she said in news release.

Address social-event behavior in your code of conduct.

Remind employees of the company's system for reporting unprofessional behavior, said Laurie Girand. She is president of I'm With Them, a nonprofit in Orange, Calif., working on behalf of victims of work-related sexual misconduct by serial perpetrators.

The code of conduct should also address after-parties that are held offsite, stipulating that employees should not be in each other's hotel rooms. Make it clear that a manager asking a subordinate to accompany him or her to a hotel room should be reported; leaders should model proper behavior.

"There are people who believe if they haven't been told something explicitly, then maybe [such behavior] is OK. It's much easier for all parties involved if the policy has stated what the [acceptable] behavior is."

Employers should promote accountability among employees, said Sadie Banks, HR consultant and assistant general counsel at Engage PEO, based in St. Petersburg, Fla.

"It's still a company event, and employees need to be mindful" of their professional image. A memo should include reminders to employees not to drink and drive and to speak up if they see inappropriate conduct, Banks said.

She suggested asking employees to acknowledge that they have read and understood the reminder "and they will hold themselves to those expectations."

Make the event voluntary.

Serving alcohol at a party conducted during business hours can open the door to liability if attendance is considered mandatory, Banks said. When alcohol is served offsite, provide vouchers for cab fare or alternative transportation.

"It may be an additional cost, but I'd rather have that cost than a fatality or an injury."

Avoid creating a nightclub atmosphere.

Manage the music playlist to eliminate sexualized songs, keep the lights up and monitor alcohol servings. Reducing the amount of alcohol served may involve shutting down the bar after a few hours or giving attendees wristbands with tags that are removed each time a drink is served to the wearer.

"You wouldn't believe how many people forget themselves when staring down a bowl of eggnog," said Angela Civitella in a news release. She is a certified business management coach and founder of Intinde, a Fort Lauderdale, Fla.-based business coaching service for young executives and entrepreneurs.

"Let's ration the levels of alcohol consumed in an environment where you can't afford to lose your mind or your manners."

[SHRM members-only toolkit: Developing and Sustaining Employee Engagement]

Involve your diversity and inclusion (D&I) team in the party planning.

"Party planners are very well-intentioned, but they leave details up to others," such as secret Santa gift exchanges, Girand said. "It can be tricky for the organization. The whole point of the holidays is to celebrate joyously and not to feel uncomfortable."

In a gift exchange, for instance, the gift may unintentionally be in poor taste, such as giving a jar of bacon jelly to someone who is vegan or whose faith forbids consuming pork products.

"The more involved the D&I team is, the less likely you are going to offend groups of people." The team also may have insight on how food choices can be more inclusive.

Consider reducing the size of the party from a companywide function to smaller gatherings of between 10 and 40 people.

Not only are small gatherings more cost-effective, Girand said, but they don't create a feeling of anonymity like larger parties, where people may feel they can get away with inappropriate conduct.

"The large, anonymous parties are like going to a rock concert. You go and have a good time, meet some strangers, but that's different from celebrating with people who have a bond already. The intention [of smaller parties] is to shift to bonding with your colleagues."

The party could be a luncheon, a dinner, an activity such as bowling or a volunteer effort, she said, where "colleagues are going to do something amazing that brings positive things to the company."


Article originally published on shrm.org