Christmas is coming: HR tips for the hybrid office party

While Christmas will undoubtedly look different this year, that doesn’t mean you can’t celebrate Christmas during a pandemic. After months of lockdown and seeing colleagues on virtual screens, many are eager to celebrate face-to-face again at the Christmas party. It will be the first time meeting in real life for some, but others may feel apprehensive about festivities.

This year brings about mixed feelings, which means there needs to be a more considered approach to balance fun and compliance needs. This article shares the factors to consider in celebrating the end of the year.

What are your legal obligations?

Employers must provide a safe workplace to their employees, even at social gatherings such as the annual Christmas party. At the same time, employees have obligations to act appropriately while in the workplace.

Many employment contracts specify compliance with company policies and procedures like the Code of Conduct, Drug and Alcohol Policy and Anti-bullying and Harassment. It is an excellent time to organise refresher training on these policies in the lead up to December. Employers need to remind employees of acceptable behaviour and conduct at the Christmas Party.

Inappropriate employee behaviour can result in a claim against your business concerning bullying, sexual harassment, or neglecting to provide a safe workplace. Failure to manage employee misconduct may result in unfair dismissal or discrimination against an employer.

Managing allegations of misconduct

Employers not only have to worry about employee conduct during the event — but also post-event. There’s that dreaded possibility of employees turning up to work the next day drunk, suspiciously calling in sick, being missing in action or allegations of harassment.

Even if an event is hybrid or completely virtual, harassment and misconduct can still occur. In fact, the Respect@Work report released last year found 3% of respondents to the National Survey on Sexual Harassment in Australian Workplaces said they had been sexually harassed through email, text messages or social media communication.

Should employers become aware of any misconduct, they may be able to take disciplinary action up to and including termination of employment. Not everything results in summary dismissal, because it’s circumstantial. Employees have the right to a procedural fairness and a proper workplace investigation.

The outcome of the investigation depends on many factors such as whether employers have set clear expectations on behaviour and conduct, whether employees were given procedural fairness to name a few. It can get complex, so it’s recommended to seek professional HR and/or legal advice should this happen.

While it may seem like common sense to behave and be respectful, there is danger in complacency. Christmas does bring out the best and worst in some of us.

No jab, no party? 

Let’s address the elephant in the room — should or can employers mandate employees to get vaccinated? It’s tricky to answer as every company is different and every state has different legislation, so its important please seek HR or legal advice first. You can also find more information on the Human Rights website.

If you have mandated a double jab, make sure your employers are aware of this requirement if they wish to attend the Christmas party in person. 

How to communicate to staff about behaviour and safety expectations

1. Deliver refresher training

   Provide refresher training to employees on key policies such as bullying and harassment, drug and alcohol, social media and code of conduct.

2. Supplying food and drinks

   Accommodate any dietary requirements, and have time limits on drinks. It’s not recommended for employers to pay for drinks at alternative venues after the party has finished, as it extends liability.

3. Promote responsible drinking

   Remind employees to drink responsibly. If your company has young workers, let the venue know to ensure no one below the legal drinking age is served. Proactively take steps to promote sensible drinking.

4. Reinstate your vaccination policy

   If you have mandated the vaccine, remind employees of your conditions and make sure they are aware before the event that they will not be allowed to participate in-person if they are not vaccinated. 

Build trust and inclusive spaces

It is important to recognise that most people would not have attended a large event or gathering in almost two years. Expect to find some fraught with anxieties and concerns about attending their first in-person event, and on the other end, excited colleagues who just want to party.

For peace of mind, it’s essential to communicate the safety measures you and the venue have put in place. It’s also a great idea to put a contingency plan in case there is a sudden lockdown or unforeseen situation.

To be truly inclusive, it’s recommended to make the Christmas party optional to attend to cater for those who are not ready to meet in person. Ideally, have the technology to consider those who would like to attend virtually. For example, many Christmas parties start with acknowledgements and a summary of the year that was. Consider allowing employees to tune in via Zoom or Skype and get involved remotely.

While the truth is that no computer screen can substitute the countless benefits of meeting people in person and building engagement, we must remember we’re living in unusual times. Creating a supportive and inclusive environment involves working with your employee preferences and finding common ground.

Five tips on how to create a great hybrid Christmas party

1. Ensure the venue is hybrid ready

   Nothing ruins the experience more if the technology isn’t working right or if virtual attendees feel neglected. Ensure the venue you pick has all the right technology to broadcast to a virtual audience.

2. Have games and activities for everyone to be involved

   Make sure the virtual attendees feel included despite not physically being in the room (such as photo scavenger hunts or trivia).

3. Include micro-experiences

   These can be themed rooms to create that more intimate conversation. Attendees are free to choose their own adventure ‘room’ and move around as they please.

4. Send a ‘party box’ to virtual attendees

   Whatever you put in the box is up to you, but it could be party food and hats to make virtual attendees feel part of the celebration.

5. Have a live social feed

   Virtual and in-person employees can upload pictures into a virtual photobooth.

Wherever you are, don’t forget to have a good time

Planning events such as Christmas parties is not always simple, especially since the pandemic is a challenge thrown in the mix. Last year festivities were mostly virtual and this year is likely to adopt a hybrid approach. While it’s easy to get stuck in the weeds of organising the logistics and safety obligations, don’t forget to be in the moment and have a good time.

We’ve all had it pretty tough, and social boundaries have changed since the pandemic. For example, we know more about our colleagues’ lives, their fur babies and their children than we did in person.

Whether your Christmas party is in-person, virtual or a combination of both, this year’s celebration will have a lot more meaning and purpose.

Remember, if you are ever unsure about your workplace obligations, please consult an HR Consultant or employment lawyer.