Year-end office parties: “Ho Ho” or “Oh No”?
- Published on 26 Nov 2012
- Natalie Singer
It’s that time of year again when companies are planning their office year-end parties. While many people enjoy this opportunity to let their hair down and celebrate a long hard year with their colleagues, there is potential for disaster, especially when you mix alcohol into the equation.
Make sure that you respect different faiths
Although most companies have amended their terminology to reflect a ‘year-end’ rather than ‘Christmas’ party, there may still be employees who aren’t comfortable participating because of their religious beliefs. If this is the case within your organisation, what should you do?
If the party is scheduled to take place outside of office hours, you, as an employer, may not compel an employee to attend. However, if the party takes place during normal working hours, you may provide employees with the alternative to either attend the party, or work as usual.
Does what happens at the party, stay at the party?
Unfortunately not. If the party takes place during office hours or not, as it is a company function, the behaviour of the employees will be liable to the usual disciplinary processes in the event of misconduct. Although the excuse of intoxication may be used as a mitigating factor in the disciplinary hearing, it is not likely to provide an ‘out’ for an employee who has misbehaved during the party, especially for charges as serious as assault, gross insubordination or sexual harassment.
You would be entitled to take the usual disciplinary steps against an employee for behaviour during an office party. You must follow this procedure, taking any complaint lodged by another employee seriously.
There is plenty of case law that illustrates that employees should be wary of their behaviour at company events and take proactive steps not to let their hair down too much for fear of risking their employment relationships.
Top tips for a successful year-end office party
Although every company is different, and their choice of year-end function will vary, here are some common tips that can help to ensure that your event is a success:
1. Choose a venue carefully, considering the make-up of your current employee pool. Don’t opt for environments that could lead to ‘problem behaviour’, such as a bar or nightclub, and focus on an activity that could be enjoyed by all, for example a lunch in a restaurant, a team-building day at a local theme park or even an afternoon of charitable work followed by a braai. Remember too, to consider practical things like transport and impact on childcare, especially if this event is to take place outside of working hours.
2. Consider if you will provide or allow alcohol to be consumed. A couple of drinks enjoyed with lunch are usually no problem but if there is a free flow of alcohol available, the wheels may come off! If you intend to provide alcohol it may be wise to issue all employees with guidelines on what is acceptable.
3. Remember to take the specific requirements of any employees into account. If you have staff members with special dietary requirements then ensure that your chosen venue is able to cater for these individuals. Reasonable accommodation measures should be taken wherever possible.
4. Set the ground rules. If you choose to do a gift swap at the event, remember to make the guidelines clear. Consider setting a price limit on gifts, one that is reasonable for even the most junior staff member, so that no-one is embarrassed when it’s time to exchange. Why not consider doing a simple ‘Secret Santa’ where all ladies buy a gift for another lady and men for men, at a pre-determined low value, say R50, with all the gifts ending up in a bag for a blind selection? This way, no-one has to know who bought what and everyone gets a similar type of gift.
5. Finally, lead by example. Remind your senior staff members, especially managers, that although this is an opportunity to socialise with their employees, they should always remember that they have to return to ‘the normalcy of work’. Conversations, dress codes, body language and behaviours should always remain neutral to avoid any potential conflict that could result in a breach of the employer-employee relationship.
Whilst there is always a possibility that things could go wrong, the opportunity to reward your employees at the end of the year with a little down-time is important. To ensure that your party is ‘ho ho’ take a little time to plan the event, considering all possible outcomes and provide clear guidance to employees.
