Preventing HR Headaches at Office Holiday Parties

Office holiday parties can boost workplace culture and spread holiday cheer. However, planning an office party requires active consideration to avoid HR pitfalls.

Yes, we know. Typical HR takes the fun out of everything. But hear us out; we might just save you from issues that could turn a festive event into a headache.

Holiday parties offer a chance to thank employees, enjoy good food and drinks and unwind together. However, when a single glass turns into a few too many, the party can easily veer off track.

Here are some tips to keep your celebration memorable for the right reasons:

Set the Tone and Expectations for Behavior at Off-Site Events

Many people assume that hosting an office holiday party or corporate event off-site means it’s not a work-related function. However, that’s not a safe assumption. Office parties, regardless of location, extend the workplace environment, making employers potentially liable for any incidents.

This also applies to roles. As a business owner, manager or supervisor, you’re always “on duty.” Your responsibility to address inappropriate behavior remains constant, whether it’s 9 a.m. or 9 p.m. If an employee acts unprofessionally or harasses a coworker at the event, it’s crucial to address it, even if it’s after hours.

To reinforce this, communicate expectations before the party. Share information on dress code, venue and start time, and remind employees that an office party is still a work event. Make it clear that inappropriate behavior, unwanted advances or misuse of company property will be handled as it would be during regular business hours.

Don’t Forget About Me!

When planning company parties, consider the diverse needs of your employees. Keep your celebrations inclusive, from the event’s theme to the timing of the holiday party. Choose neutral themes unrelated to nationality or religion. Schedule the office party to avoid conflicts with department meetings or major holidays. Offer food and drink options that cater to vegetarian and vegan preferences, including casual choices like finger foods or a hot cocoa bar.

Invite employees who are on leave, work part-time or serve as interns. Even if they’re not part of the day-to-day team, they still contribute to your organization’s success. They should be included in company holiday party ideas and activities, such as office party games or a fun office talent show!

Clarify that attendance at holiday parties is voluntary. While many enjoy celebrating together with holiday cheer, some may have personal reasons for avoiding these gatherings. The goal is to create a festive atmosphere and workplace celebration without pressuring anyone. Let employees know that skipping the party is completely acceptable.

Planning Ahead to Prevent Problems

While it’s challenging to keep employees from overindulging at office parties, proactive planning minimizes risks. Excessive drinking can lead to more than just disruptions. Guests who drink too much may get sick or cause accidents on their way home from the holiday work party.

To keep the holiday spirit safe and enjoyable, limit alcohol options at the event. Provide a wide selection of non-alcoholic drinks alongside delicious food to lower these risks. Add festive touches, like a signature cocktail and fun party games, to create a memorable atmosphere.

Also, remind attendees about rideshare options like Uber and Lyft. These are just a couple of taps away on their phones. To further promote safety, consider covering the fare for employees to get home safely and return for their car the next day. This small investment shows commitment to employee well-being. And it helps make sure your corporate event remains a safe, enjoyable and memorable occasion without any unwelcome incidents.

Assign a Hall Monitor for a Safe Holiday Party

While everyone else enjoys the festivities of the office holiday party, appoint a designated hall monitor to address issues before they escalate. Often, HR staff takes on this role. In your company, it could also be shared by other leaders or even multiple individuals.

These hall monitors actively manage the corporate event, defusing potential issues and preserving the holiday cheer. They can also facilitate safe transportation for employees. This includes reminding them about rideshare options like Uber and Lyft for their journey home. By keeping a watchful eye on the office party atmosphere, you ensure a fun, safe experience for your entire team.

Act Swiftly to Address Issues

Ideally, address inappropriate behavior during office parties as it happens. Since you can’t be everywhere at once, some complaints may need handling after the event. When an incident occurs and an employee files a complaint, respond fairly and swiftly. Avoid dismissing any complaint as “nothing” or “innocent fun,” no matter the circumstances surrounding the corporate event.

Conduct investigations professionally and thoroughly. As an employer, take responsibility for ensuring respectful interactions among employees during the office party and beyond. Responding promptly reinforces a positive workplace culture and helps prevent further issues, including potential discrimination claims. Design your resolution process to be responsive, comprehensive and fair, supporting a respectful and inclusive work environment.

Gentle Party Policy Reminders

The party planning period is an excellent opportunity to review your policies and procedures. This protects your business from serious incidents during office holiday parties. Remind employees about policies related to discrimination, bullying, harassment and drug and alcohol misuse. Set clear expectations for appropriate behavior and etiquette at company events, including office holiday parties and corporate celebrations.

Promoting a positive company culture through well-planned office parties helps everyone feel included and welcomed. By taking these steps now, you can relax more when it’s time to celebrate later. Additionally, your human resources department or an HR consultant can offer valuable insights. Partner with them on planning festive and inclusive social events, from choosing the perfect theme to incorporating fun activities that boost holiday spirit.

All content provided in this article is for informational purposes only. Matters discussed in this article are subject to change. For up-to-date information on this subject please contact a James Moore professional. James Moore will not be held responsible for any claim, loss, damage or inconvenience caused as a result of any information within these pages or any information accessed through this site.