Summer HR summer challenges: staying compliant while keeping your workforce engaged

Summer HR challenges: staying compliant while keeping your workforce engaged

For many organisations, summer brings a welcome change of pace. Employees look forward to longer, warmer days and plan holidays, while employers often see an increase in annual leave requests, fluctuating workloads and, occasionally, a rise in unexpected absences.

With the FIFA World Cup also taking place this Summer, HR teams and managers may face additional challenges balancing employee wellbeing, operational needs and legal compliance.

Here are some of the key issues employers should be considering.

Managing annual leave fairly and consistently

In many organisations, summer is the busiest time of year for annual leave requests, and it can be tricky in smaller teams when multiple employees request the same dates, leaving managers with difficult decisions to make.

While employees have a statutory right to annual leave, they do not have an automatic right to take leave whenever they choose. Employers can refuse requests provided they do so in accordance with their holiday policy and give the appropriate notice.

To avoid disputes and disappointment:

• Encourage employees to submit requests as early as possible – it’s worth noting here that the UK the Working Time Regulations 1998 Reg 15, requires an employee wishing to take annual leave to give their employer advance notice of at least twice the length of the holiday they wish to take.
• Remind staff of any peak periods where leave may be restricted
• Apply holiday policies consistently across teams
• Consider setting expectations around maximum numbers of employees who can be absent at the same time
• Ensure managers understand how to balance operational requirements with fairness and employee wellbeing.

Where several employees request the same dates, managers should avoid making ad hoc decisions. Applying a clear and consistent approach helps reduce the risk of grievances and perceptions of favouritism.

Avoiding the annual leave scramble

Many organisations experience a rush of leave requests once the weather improves or school holidays begin.

Employers can reduce pressure by monitoring leave throughout the year and encouraging employees to spread holiday more evenly across the calendar. Regular reminders about outstanding entitlement can help avoid a situation where large numbers of employees are trying to use significant amounts of leave during the same period.

Forward planning is vital where key client work, projects or service delivery requirements are affected by staffing levels.

Heatwaves and workplace temperatures

With summer temperatures becoming increasingly unpredictable, employers should consider how hot weather may affect employee comfort, health and productivity.

Many people are surprised to learn that UK law does not set a maximum workplace temperature. However, employers do have a duty under health and safety legislation to provide a working environment that is safe and suitable.

While there is no legal upper limit, the HSE expects employers to take action where temperatures become uncomfortably high. A comfortable office temperature is generally considered to be between 16°C and 24°C, although this will vary depending on the type of work being undertaken and individual circumstances. There is guidance around minimum temperatures. The workplace should normally be at least 16°C, or 13°C where work involves significant physical effort.

As temperatures rise into the high twenties and beyond, employers should carry out a risk assessment and consider whether additional measures are needed. Factors such as humidity, ventilation, sun exposure, physical activity, PPE requirements and employees with health conditions can all increase the impact of heat in the workplace.

The HSE advises employers to assess workplace risks and take reasonable steps to reduce discomfort and potential health risks, particularly during periods of extreme weather.

Practical measures may include:

• Providing fans or improving ventilation
• Shade employees from direct sunlight with blinds or by using reflective film on windows
• Allowing more flexible dress codes (making sure PPE is used if required), while making it clear to employees that certain clothing such as crop tops or short shorts are not appropriate in a professional environment
• Provide cold water dispensers
• Allowing enough breaks to allow workers to get cold drinks or cool down
• Adjusting working hours where appropriate
• Considering hybrid or homeworking arrangements during periods of extreme heat
• Reviewing work activities that may become more challenging in higher temperatures.

On a more sensitive note it may be appropriate to remind employees about personal hygiene, taking showers and washing clothes so as to avoid unpleasant body odour, mentioning workplace standards and the importance of providing an acceptable working environment for all, given the close proximity in which colleagues have to work. HR and managers must of course handle conversations sensitively and discreetly as the issue may be health related, or for religious/cultural reasons.

Ultimately, the aim should be to maintain a temperature that employees can work in comfortably and safely.

Summer wellbeing and productivity

Heat, disrupted sleep and family commitments can all have an impact on concentration and productivity during the summer months.

Managers should remain alert to signs of fatigue and encourage employees to take appropriate breaks, stay hydrated and manage workloads realistically.

For organisations with outdoor workers or employees travelling regularly as part of their role, additional risk assessments and precautions may be necessary during periods of extreme heat.

Handling suspicious sickness absence

Most sickness absence is genuine. However, many employers notice patterns emerging during periods of good weather, major sporting events or school holidays.

The FIFA World Cup can create extra challenges, especially where matches take place during working hours or run late into the evening.

Employers should avoid making assumptions about an employee’s reason for absence. However, where concerns arise, managers should:

• Follow the organisation’s absence management procedure consistently
• Conduct return-to-work meetings following sickness absence
• Explore any patterns of absence that emerge
• Record concerns objectively
• Avoid treating similar situations differently across the workforce.

If an employee is found to have falsely reported sickness absence, this may amount to misconduct and should be dealt with through the organisation’s disciplinary process.

Many issues can be avoided through proactive communication. For example, employers may wish to remind employees of options such as annual leave, flexible working arrangements or agreed time off to watch major sporting events.

Preparing managers for summer challenges

Managers are often the first people employees turn to when requesting leave, reporting sickness absence or raising concerns about workplace conditions.

Providing managers with practical guidance before the peak summer period can help ensure decisions are made consistently and fairly. This is particularly important in smaller organisations where the impact of absences can be felt more acutely.

Clear communication, effective planning and a common-sense approach can help organisations navigate the seasonal challenges while maintaining employee engagement and business continuity.

Key takeaway

Summer should be a time when employees can rest, recharge and enjoy a healthy work-life balance. With some forward planning and clear policies, employers can manage competing holiday requests, respond appropriately to hot weather and deal fairly with absence concerns, ensuring both employees and the business can enjoy a productive summer.

If you need help with guidance, policies or managing difficult conversation, get in touch at info@peoplebusiness.co.uk.