Snow Day! How to keep your business moving this winter 

Dreaming of a white Christmas? For HR, it’s not such an idyllic image. Here are our top tips for managing disruptive weather conditions in your teams this winter.  

For many people, winter snow conjures up images of cosy fires, hot chocolate and sledging, but for workforces across the UK, the disruptive impact on travel, safety and even finances can be problematic. Managing communications and expectations across teams is important to keep the wheels turning on the day-to-day operations. 

Depending on your sector of course, not all of the following tips will be applicable, so when it comes to managing the impact of snow and extreme weather for your teams, be sure to apply the elements which work for you (and ignore what doesn’t!) 

Be prepared for snow! 

While UK snowfall is often unexpected and the impact will vary significantly by region, having a policy or process in place to deal with extreme weather conditions will help things to run seamlessly when the snowflakes start to fall. 

Having a contingency plan in place to prepare for possible delays or absences by cross-training staff and prioritising critical tasks is likely to happen. For those required to travel, consider reimbursing additional costs like taxis or overnight accommodation if public transport disruptions occur. 

We would recommend starting with prior experience – how much disruption have you experienced before? Which staff members are most often affected? From there, you can make informed decisions about how much time and effort you need to put into your plan. 

Clear communication 

Communicate the processes and expectations up front so staff are aware before the event. If they know to check an intranet, wait for an email / Whatsapp or other bulletin, you’re likely to reduce the number of questions.  

If snow does fall heavily and the office can’t open, for example, having a plan in place to ensure people are a) informed in a timely manner and b) prepared for a contingency plan will significantly reduce downtime and lost productivity. 

Where staff absence does affect productivity, remember to communicate with suppliers / clients to manage expectations of slower output or delayed production / delivery. 

Think flexibly 

Where possible, it can be helpful to have a back-up for remote or flexible working. Where working from home isn’t an option, might a different time pattern work, to give snow and ice a chance to clear before travel? Could meetings be held virtually rather than in-person? Or could people leave earlier to mitigate risks of travelling in colder, night time temperatures? 

Ensure teams have the tools and access needed to maintain productivity from remote locations. Highlight your organisation’s commitment to employee safety and emphasise flexibility to reduce stress during challenging commutes – this is a real opportunity to demonstrate your commitment to your people’s safety and wellbeing, and they will remember how your business handles these situations, either positively or negatively. 

Where flexibility isn’t an option and in-person attendance is required, be mindful of the additional time travel disruption could cause and extend patience and understanding when dealing with late arrivals.  

Prioritise on-site safety 

When on-site presence is essential, remind employees to prioritise safety. Provide advice on how to prepare for snowy conditions, such as allowing extra travel time, wearing appropriate footwear, and using public transport where possible. Also consider things like office or warehouse heating, access to food and water, and potentially hazardous conditions around your site. 

Leverage technology 

Technology offers some brilliant solutions to communicate with staff and keep them working from anywhere. Trending keywords such as “real-time weather updates” and “snow day flexibility” resonate with modern employees. Use apps or tools that provide live updates about local weather and travel disruptions, empowering staff to make informed decisions, and have a system in place to deal with ad hoc queries. 

Keep it in perspective 

While disruption is annoying (and can be costly), try to keep perspective on the real impact. Often, one or two days won’t make a huge difference, particularly if some work can be done remotely. Also consider the genuine risk for people in travelling – while work may seem the most important thing, keeping your people’s wellbeing and safety in mind can be a good way to prioritise your thinking. 

Remember snow days as a child? The excitement of a school closure, or the rare opportunity to go off sledging for an hour? Treating your people as people goes a long way, and while productivity is of course important, people will remember the time their manager encouraged them to enjoy the opportunities of a cold snap and have some fun. 

As a final note on perspective, bear in mind that winter can be a difficult time for your people. From the very real issues of winter fuel payment cuts and rising costs of living, to supermarket snow panic buying and the pressures of the holiday seasons, which will differ for everyone based on personal circumstances, always act with compassion and humanity in the face of unexpected upheaval and disruption.