Winter Weather and Workplace Clarity: HR Best Practices for Setting Expectations

Winter weather can throw a wrench into workplace operations, creating confusion for both employers and employees. From deciding when to close the workplace to addressing childcare disruptions when schools close, clear communication is critical to maintaining productivity and ensuring employee safety. Here are some HR best practices to help your organization navigate winter weather challenges effectively.

Develop and Share a Winter Weather Policy

The foundation of managing winter weather issues is a clear and accessible policy. Outline your procedures for:

• Workplace closures or delayed openings.
• Expectations for remote work.
• Use of leave for weather-related childcare needs or unsafe travel conditions.

Make sure employees know where to find this policy (e.g., employee handbook, intranet, or HR platform) and reinforce its key points each year.

Communicate Early and Often

When winter weather is on the horizon, proactive communication is essential. Use multiple channels—email, text, or internal messaging systems—to notify employees about closures, delays, or expectations for remote work. For example:

• Provide updates the evening before or early in the morning based on weather forecasts.
• Confirm what employees need to do to remain productive if remote work is expected.

Set Clear Remote Work Expectations

If remote work is possible during bad weather, clarify what this entails. Address:

• How employees should log time worked remotely.
• Expectations for availability and responsiveness.
• Any specific tasks or priorities for the day.

Make it clear that safety comes first, but accountability remains important.

Early Closures and Sending People Home

Sometimes, it makes sense to send employees home early to ensure their commute happens in daylight and before road conditions worsen. These decisions prioritize safety and demonstrate a commitment to employee well-being. However, ensuring compliance with applicable call-in or “show-up” pay laws is crucial.

• Employers must understand state regulations regarding minimum pay requirements for non-exempt employees sent home early due to weather.
• Paying non-exempt employees for a minimum number of hours is mandatory in many cases.

Plan for School Closures

School closures can disrupt employees with children who need supervision. Be upfront about your approach:

• Will employees need to use personal or vacation leave?
• Is flexible scheduling or reduced hours an option?
• Can employees with children split the day between childcare and work?

Flexibility can build goodwill and retain talent, but it must be balanced with business needs.

Encourage Transparency and Two-Way Communication?

Encourage employees to communicate early if the weather affects their ability to work or commute. Empower managers to work collaboratively with their teams to find solutions. For instance:

• Allow employees to adjust schedules or trade shifts.
• Use technology to bridge gaps when physical presence isn’t feasible.

Final Thoughts

Clear and consistent communication is the cornerstone of managing workplace disruptions during winter weather. When expectations are set and reinforced, employees are better equipped to navigate these challenges, ensuring safety and productivity for everyone.

If you’re looking for help in refining your workplace policies or developing clear, effective communication strategies, reach out to learn more about how HR One’s HR Foundations Program can support your organization through every season.

Stay safe and stay prepared!

This article was written using Chat-GPT with prompts and edits from the HR One team.