How to Manage Weather Disruptions in Your Business
As a small business owner, unexpected events can disrupt operations. Adverse weather, like snow or heavy storms, is one of the most challenging issues, often leaving staff unable to get to work.
Snow in the UK is notorious for grinding public transport to a halt, and while it might not happen frequently, being unprepared can lead to unnecessary stress and financial loss. The key is having a plan in place to manage weather-related disruptions effectively.
In this guide, I’ll cover common challenges small businesses face during bad weather and practical solutions to keep things running smoothly.
Why Prepare for Weather Disruptions?
Adverse weather can impact businesses in several ways:
- Staff shortages: Employees may be late or absent due to transport disruptions.
- Reduced productivity: Remote working isn’t always practical, and weather distractions (like kids or snowmen) can affect focus.
- Customer delays: If your business serves customers in person, poor weather may reduce footfall.
- Operational shutdowns: Severe weather might force closures, halting income.
Planning ahead can help you minimise these disruptions, maintain business continuity, and protect staff wellbeing.
Can Employees Be Required to Work From Home During Bad Weather?
When snow disrupts public transport, many businesses turn to remote working. But can you require employees to work from home?
The answer depends on whether it’s outlined in their employment contract or your adverse weather policy. If remote working isn’t explicitly stated, asking staff to work from home without mutual agreement could lead to claims of constructive dismissal.
Most employees are happy to work remotely during bad weather, but there are some considerations:
- Health and Safety: Ensure their home workspace is safe and ergonomic.
- Technology: Check they have the tools, internet connection, and software needed to perform their role effectively.
- Workload: Set clear expectations for tasks, deadlines, and communication to avoid misunderstandings.
Remember, remote working isn’t possible for every role. For example, hospitality or retail staff may need to be physically present, making alternative solutions necessary.
Do I Have to Pay Staff Who Are Late or Absent?
When weather disrupts commutes, it raises the question: do you need to pay employees who arrive late or can’t come in at all?
The general rule is that it’s the employee’s responsibility to get to work. If they’re late or absent due to weather, you’re not obligated to pay them. However, consider these approaches:
1. Explore Alternatives:
- Carpooling or walking: Encourage employees to explore other transport options where safe.
- Temporary relocation: If your business has multiple locations, could they work at a site closer to home?
2. Offer Flexible Solutions:
- Unpaid leave: This is a fair option if no other arrangements can be made.
- Annual holiday: Allowing employees to take a day’s holiday can help maintain goodwill, but you’re not obligated to grant last-minute requests.
Keep in mind that fairness and consistency are key. If one employee receives different treatment, it could create tension within your team.
What Happens If I Have to Close the Business?
Sometimes, severe weather makes it impossible for businesses to operate—whether due to staff shortages, unsafe conditions, or customer absences. But what happens if you decide to close for the day?
Pay Obligations for Temporary Closures
If you don’t have a “layoff and short-time working” clause in your employment contracts, you’ll need to pay your employees as usual, even if they’re unable to work. Failing to do so could result in claims of breach of contract or unauthorised wage deductions.
If you do have the clause in place, you can temporarily lay off staff without pay. However, employees may still be entitled to a statutory guarantee payment, currently capped at £26 per day.
Tips for Handling Closures:
- Communicate closures as early as possible to avoid confusion.
- Use the opportunity to complete non-operational tasks like admin or team training.
- Keep staff updated on reopening plans and expectations.
What If Staff Have Childcare Issues?
Adverse weather doesn’t just disrupt commutes—it can also lead to school or nursery closures. Employees with children may need time off to manage their childcare responsibilities.
Employees have a statutory right to take a “reasonable” amount of time off to deal with emergencies involving dependents. However, this right is intended for short-term solutions, like arranging alternative childcare.
Here’s how to manage such situations:
- Discuss options upfront: Encourage employees to plan ahead for childcare contingencies.
- Share responsibilities: If both parents are carers, the burden should be shared.
- Flexibility: Where possible, offer flexible hours or remote working to help parents juggle responsibilities.
Handling these situations empathetically can build trust and loyalty among your staff.
How to Prepare Your Business for Weather Disruptions
Preparation is key to minimising the impact of bad weather. Here are some practical steps to ensure you’re ready:
1. Create an Adverse Weather Policy
An adverse weather policy sets clear expectations for both employers and employees. Include:
- Guidelines on reporting absences or delays.
- Remote working arrangements.
- Options for unpaid leave or annual holiday.
- Pay obligations during closures.
Having this policy in place ensures consistency and avoids confusion during disruptions.
2. Communicate Early and Often
Use email, messaging apps, or staff meetings to keep your team informed about weather-related plans. Provide updates on closures, expectations, and alternative work arrangements.
3. Assess Technology Needs
If remote working is part of your strategy, ensure your team has the necessary tools and training. This includes laptops, secure access to files, and communication platforms like Slack or Zoom.
4. Encourage Flexible Working
For roles that allow it, flexible hours can help employees avoid peak travel times or manage childcare responsibilities.
5. Plan for Worst-Case Scenarios
Consider how severe disruptions could impact your customers, suppliers, and cash flow. Having a contingency plan can help you navigate prolonged closures or significant staff shortages.
What Employees Can Do to Help
Managing weather disruptions is a shared responsibility between employers and employees. Encourage your team to:
- Stay informed about weather warnings and transport updates.
- Communicate promptly if they’re delayed or unable to attend work.
- Be proactive in arranging alternative travel or remote working setups.
Clear communication and mutual understanding go a long way in maintaining productivity and morale.
In Summary
Adverse weather doesn’t have to bring your business to a standstill. By planning ahead, setting clear expectations, and communicating effectively, you can minimise disruptions and keep your operations running smoothly.
If you’d like support developing policies or contingency plans for your business, get in touch by email or phone.
And if snow does fall and you end up building a snowman, I’d love to see it! Share your photos with me on social media at @kateunderwoodhr.
