The Opening Ceremony of the London Olympics 2012, which includes the Parade of Athletes, take place on Friday 27 July 2012 and then the Olympic Games will run for just over two weeks until the Closing Ceremony on Sunday 12 August 2012. The Paralympic Games then run from 29 August 2012 until 9 September 2012.
Whether you are based in the South East or in the Isle of Skye, employers need to decide how to manage the Olympics period because the sooner you communicate your policies, the better. This is the final chance for employers to plan for the inevitable impact of the London 2012 Olympic Games and Paralympic Games. The key is to be prepared. It is still not too late to look at and communicate your policies.
How will your business be affected?
Issues for employers include staffing levels, unauthorised absences, flexible working arrangements and maintaining appropriate standards of workplace behaviour.
Holiday requests
London 2012 is likely to result in last minute competing holiday requests during an already busy holiday period. The demand for holiday is likely to be concentrated in a shorter period than usual, with additional requests being made by those wanting to watch the Games as well as by those wanting to take their usual holidays.
While most employees will have applied for holiday already, there are always going to be last minute holiday applications.
Having determined staffing levels required over the Olympic and Paralympic period, employers need to manage competing requests. A first come, first served basis may seem easiest but employers need to ensure that those unable to submit requests because they are absent, particularly those who work part-time, or are on maternity or sick leave, are not disadvantaged. One way of avoiding this is to require that all holiday requests are submitted by a particular date and then draw names at random.
Sickness
During London 2012, some employees may be tempted to take "sickies". To discourage this behaviour, employers should remind staff of the company's policy on absences. In addition, employers may consider requiring medical evidence of illness after only two or three days, rather than the normal seven, as well as carrying out return to work interviews. As always be aware of a failure to attend work on a day for which an employee has previously requested holiday and been declined.
It is important to apply your practices consistently, to avoid allegations of discrimination.
Travel disruption
London 2012 will cause travel disruption in and around Olympic locations. Employers need to plan for the impact this will have on employee attendance at work or for attending meetings in the area.
If employees have to be physically present at work, consider:
- Changing working hours
- Staggering start and finish times to try to avoid the worst of the delays
- Working with staff to find alternative methods of travel
In considering alterations to working hours or start and finish times, bear in mind the family obligations of your employee. Childcare may not be so accommodating.
Alternatively, it might be appropriate to allow some employees to work from home or from other workplaces that will not be affected by the Games. Any changes to employment terms and conditions will require an assessment of the impact on different groups of staff and consultation with them. Home working is likely to put pressure on IT systems and will require health and safety risk assessment.
Watching events
Staff are likely to want to watch or follow the Games during working hours. Employers should consider the effect this will have on business productivity and IT systems, for examples:
- Are there plans to provide facilities so that employees can stay updated, such as setting up large communal TV screens or allowing access via the Internet at employees' desks?
- Could you allow more flexible break times to allow employees to follow certain events?
- Is it appropriate to impose a ban on watching or following the Games via the Internet during working hours?
- What about those who aren't interested in the Olympics? Will they be treated differently?
Employee productivity issues can usually be addressed informally, but if this becomes a serious issue, employers may have to discipline staff in line with their disciplinary policy.
Nationalistic behaviour
London 2012 is likely to affect behaviour at work, with people showing support to their national teams and an increase in nationalistic banter. This may well be inevitable, but employers still need to remind staff of what is acceptable. To avoid racial harassment, staff should be reminded of the company's equal opportunities and anti-harassment policies, and employers should stress that harassment of colleagues is a serious disciplinary offence. Any inappropriate behaviour should be dealt with promptly.
London 2012 certainly presents various employment-related challenges for employers but with forward planning and a flexible approach, you can mitigate any disruption to your business.
Your employees need to know the rules at work during the Games, with management setting the right example. This will allow everyone to get on with their work and still enjoy all that the Games have to offer.
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