If you don’t have a policy for how to manage issues like whether a snowy day is an excused absence and whether people will be paid, it’s not too late to adopt one. After all, here in West Virginia we can usually count on snow in March.
Weather that makes it hard to get to work causes all sort of difficult issues. You’ll want to make sure you’ve made certain things clear: Can employees bring a child to work when school is closed? What if an employee is very late and has to leave very early to pick up a child? Here are some things I’ve learned the hard way.
1. Communicate the policy to all employees as soon as you can. It’s a good idea to include it in your handbook.
2. For most organizations, it is not OK to bring a child to work. Not only does it interfere with the parent’s work, other employees are distracted too. Where it is feasible to allow children, outline the details of how long the child may stay and what the parent is responsible for. You don’t want twin six-year-olds running about the place.
3. It’s not a good idea to require employees to come to work if the roads are in bad shape. It would be a horrible predicament if something happened to someone on the drive in. It’s better to establish a team of volunteer employees who have an easier time getting there and can be relied on to be part of a skeleton staff.
4. Most customers understand when you’re short staffed on a bad weather day, but there are certain operations that absolutely cannot be postponed. Deal with a volunteer backup for those essential positions.
5. If you’re using a PTO policy, make it clear whether those days can be used to inclement weather. They should be, but what if the employee is out of days? State clearly whether vacation or sick days can be used for this purpose.
6. It may be necessary to treat the absent employees gently which is bound to cause resentment by those who made difficult adjustments so they get to work. I’ve found it’s far more beneficial in the long run to make an issue of who is there – not who’s missing. Do something for employees who make it in. Free food during the day is one idea. A personal letter from the president thanking them is another.
7. Watch how you phrase your policy. It’s important not to deduct from an employees pay without a wage deduction authorization. (Call us if you’re not familiar with this and we’ll send you the form).
8. I worked with an organization who organized a once a year “Perfect Attendance” party. It became a coveted annual event because it usually included entertainment (I wish I could tell you who played Elvis one year, but he would kill me. He’s a Sr. VP now) and had drawings for valuable prizes such as an outdoor grill or other things that most people would like to have.
9. Regarding paying people, remember that the Fair Labor Standards Act has provisions affecting pay for both exempt and non-exempt employees. You want to consider that when writing a new policy.
I know I’m harping on this, but communication is the most important aspect. No one wants to be surprised when it comes to their job.
