This article by Warren Cooper was previously published in NJBIZ. To view it on that site, please click here.
The basics:
- Crisis communications expert warns holiday parties often spark HR and legal issues
- Offers tips to help companies avoid HR complaints and possible litigation
- Employers should reinforce conduct, social media and reporting policies
- Monitoring events in real time can reduce harassment, misconduct and safety risks
‘Tis the season to be jolly at workplace holiday parties.
The turn of the year can be a busy time for crisis communications consultants – we can reliably anticipate bad behavior at holiday parties to generate business for us in the New Year.
Despite the best efforts of our attorney friends who practice labor and employment law to regularly remind clients about this, and despite industry leaders acknowledging that end-of-the-year gatherings often result in HR complaints and even litigation, management all too rarely bakes protections against such outcomes into holiday party plans.
Be of good (well-behaved) cheer
Here are a few communication tips to help your employees joyously celebrate another successful year without damaging their own reputations, let alone those of the company and its leadership.
Remind staff that the party is a workplace event, even if it’s not held during working hours or at the worksite. While a company dress code may be set aside, and alcoholic beverages served, other social behavior policies (and be specific if you think they need to be named) are not relaxed. It’s always worth reminding attendees that acts of discrimination, harassment, bullying, etc. are never acceptable.
Include discussion of social media policies before, during and after the party. Party photos, videos and other recordings will certainly find their way online, making employee or management misbehavior public in ways that can go viral. Posts that identify individuals or the company can potentially cause shame, impact reputations, and even lead to lawsuits. If your company doesn’t have a robust social media policy, it’s still worth reminding employees to be mindful and discreet. (Bonus tip: If you don’t have one, make drafting and adopting such a policy in the coming year a priority.)
Include discussion of social media policies before, during and after the party.
Make it clear that attendance at the party isn’t mandatory. Employees should understand that the invitation is just an invitation, not a demand, and that there are no consequences should they choose not to (or be unable to) attend. Some employees may be uncomfortable socializing with work colleagues, receive another invitation they prefer, or have a prior obligation. Remind employees that attendance is voluntary and they should not treat colleagues differently because they did or did not participate.
During planning, employers should be alert for unintentional bias in determining the time, place, refreshments and entertainment. Some employees may have standing obligations that restrict attendance or make it impossible. Similarly, seek to make accommodations for individuals with differing abilities and diets. And be mindful that cultures and religions broadly celebrate the season differently – sometimes not at all.
At the event itself, be on alert for unacceptable behavior so it can be managed in real time. Workplace parties are all about having fun. Even if alcohol isn’t served, regular inhibitions tend to be suspended and conditions are ripe for unwelcome comments, inappropriate touching, sexualized behavior, harassment, and – of course – unauthorized alcohol and substance use. Employees expect leadership to discreetly monitor and control staff behavior during the event, but leaders themselves can behave problematically.
Be on alert for unacceptable behavior so it can be managed in real time.
Confirm that employees know how to report it. Employees need to feel empowered to bring to the hosts’ attention any policy lapse they observe. That means escalation protocols need to be part of the policy. HR is the obvious recipient of such reports, but if HR is the culprit – or your company doesn’t have an HR department – it should be clear who’s to receive the information and who is expected to respond. Make sure to communicate this prior to the gathering.
Prioritize health and safety. Assess the venue for potential physical threats: improperly functioning doors, wet bathroom floors, etc. If the company provides the alcohol, consider hiring a bartender to serve the drinks. A hired bartender (rather than a staff volunteer) can anticipate unacceptable levels of inebriation and alert management early on. You may also want to make a game of collecting car keys at the door for use as raffle tickets for prizes so you can ensure that all guests can get home safely.
Take every opportunity to talk about it. As with so many things, communication is key. Clearly set expectations for good behavior early on and invite dialog about what’s acceptable and what’s not. In some cases, pre-holiday HR training can be scheduled to remind staff how to safely and discreetly report inappropriate behavior and speech, and to whom. In many instances, a post-party review can be helpful to identify avoidable problems next year.
Some of these conversations can be difficult, but the consequences of looking the other way can be much worse … for employees, for leadership, and for the company itself. Following these tips – and common sense – can help ensure your end-of-the-year celebration is memorable — for the right reasons. Bonus: You won’t spend New Year’s Day adding us to your speed dial.
Warren Cooper is senior director at Kessler PR Group, a leading public relations firm specializing in crisis communications, reputation management, litigation support and media relations.
