10 January 2012

2012 Olympic & Paralympic Games.....what are you doing to avoid disruption?

The 2012 Olympic/Paralympic Games is scheduled to take place between 27 July until 12 August (Olympics) and 29 August until 9 September (Paralympics).

However, amid all of the excitement, the games have the potential to cause huge headaches for some employers. One of the biggest headaches is likely to be the hours of events scheduled to take place during working hours. This could potentially result in several thousands of employees taking time off work during the Games.

Tackling this issue early on and communicating with your workforce could help in minimising the impact of the games on absence levels and productivity and even boost employee morale especially in light of the current economic climate.

Employers need to talk with their workforce, understand their needs and aim for a balance between the business needs and those of their workers.

The BPIF also suggests the following useful tips: 

Make sure that you know when events are scheduled especially the popular ones! For more information go to: http://www.london2012.com

• A 'short term' policy with guidelines would help stipulate exactly how the business expects to operate during the games, what rights the employees have in respect of requesting time off to either attend or, to volunteer at the games. Then issue the policy to all staff whether they are having any involvement with the Games or not.
• Manage attendance levels by talking to your employees about their plans as soon as possible, especially if they are volunteering or just hoping to go and watch the games.  
• Explain to your workforce that any requests for holiday or leave during the games should be made as soon as possible, be very clear about the basis upon which requests will be granted, for example first come first served.  
• Ensure employees know if volunteering, whether they will be paid or not, if they need to use holiday entitlement, or will be able to have authorised unpaid leave.  
• Consider flexible working even in the short term, for the duration of the games. Although you may be happy for your employees to "flex their hours" so that they may watch their chosen events, be firm and explain that any lost time MUST be made up within an agreed period, for example by the end of the week/month.  
• Consider employees who wish to swap shifts and departments to allow them to cover each other's absence.  
• Remind your workforce that any unauthorised absence will be dealt with as per the company disciplinary procedures.  
• Consider allowing your workforce to watch the games on internet coverage or, on television in the canteen during lunch and tea breaks. Ensure that you have a valid TV licence, remind employees of the health and safety regulations, and equal opportunities policies.  

For those located in the South East  

• Consider changes to daily start and end times to avoid busy travel times 
• Consider asking staff to share cars to make travel easier to and from work
• Consider relevant staff working from home due to traffic/road closures around vicinity of Games

For further support and advice on any HR issue contact your local Regional HR Adviser.