By Vaughan Granier
If you’re a business owner, operations manager, or HR manager, now is usually the time of year that the excitement starts to build for the end-of-financial-year party. And while we’re no experts on planning unforgettable events, we are here to remind you how to plan a party that is memorable for all the right reasons.
Now that you’ve signed off on the menu, theme, venue, and music, it’s time to remember compliance measures. While it might sound a little boring, compliance can often be forgotten, so to help protect your business, our experts have prepared this party-planning article to ensure your night out doesn’t become an HR nightmare.
So, let’s get into it!
1. Back to basics: setting the ground rules
Setting the standards of behaviour for your team is the first crucial step in reminding them that while this event is taking place outside of regular working hours, it is still a work event and must be safe for all. This includes communicating everything from expected conduct standards to safe travel options to your employees. By setting out these ground rules, you’ll be able to discipline unacceptable behaviour appropriately should it occur.
2. Managing supply and demand
When it comes to parties, alcohol is often an option and while it’s up to individuals to monitor how much they consume, you can take proactive steps to ensure consumption doesn’t get out of hand. These steps range from setting a limit on the company bar tab and restricting beverage options available to communicating responsible drinking expectations. There are obvious financial benefits from these restrictions but it’s also worth remembering, that while these decisions might be considered unpopular, alcohol and misconduct can be a nasty duo – and you don’t want to be dealing with the consequences if anything should go wrong.
3. Is it secure?
CCTV is a common security measure used at many establishments, but it’s always a good idea to ensure that there are appropriate security measures in place for the size of your party. Whether that means hiring additional guards or coming to an arrangement with the venue for extra staff, it never hurts to have plans in place to help if something goes astray.
4. Safety comes first: first aid
Accidents, emergencies, and incidents don’t have a schedule for when they’ll happen, they just do – and the best thing you can do is be prepared for them. Parties, big or small, need to have quick access to medical assistance just in case something goes wrong and for this reason, ensuring you know where the nearest hospital is located, have a qualified first aider in attendance, and a designated sober person or group, for this reason, is a must for every party planner.
5. Travel: are there options for staff?
Transporting your people home after a work event must be organised by the company. This can be as simple as directing employees to the nearest taxi rink, public transport, or it may require hiring a bus or Uber for business. However you decide to proceed, you should take all reasonable steps to ensure employees make it to their front doors safely. The last thing you want is for your employees to be stranded after a night of fun!
6. Policy refresher for employees
Around this time of year, it’s a good idea to send around a copy of your company’s Code of Conduct Policy and any other relevant policies to your employees reminding them of their obligations. After all, staff are still representing the company especially if there are clients invited! HRA Cloud makes this simple – you can send around your relevant policies to staff through our Self-Service module allowing you to track which employees have read and acknowledged the policies. And if any incident arises, you have up-to-date and immediate access to records to prove that the employee was aware of their obligations.
It might be a good time for everyone to let their hair down and have some fun, but employers must remember that work events should be just as safe and secure as any other worksite.
If any of this information has raised questions about how to manage an upcoming workplace event, or you have another matter you need assistance with, please reach out to our experts via our 24/7 Telephone Advisory Service.
Not an HR Assured client? To learn more about how HR Assured can help your business, please contact us here for a confidential, no-obligation chat.
Vaughan Granier is the National Workplace Relations Manager for HR Assured NZ. He has over 24 years’ experience in international human resources, health and safety, and workplace relations management. With over 10 years working in New Zealand and Australian companies, he provides in-depth support to leadership teams across all areas of HR, Health and Safety, and employee management.