As the year winds down and the holidays are getting under way, many employers are preparing for their company holiday parties, which offer employees a chance to kick back and reflect on the year, says Sheryl Kovach, president and CEO of Kandor Group, a human resources consulting firm in Houston. While the annual holiday party is often one of the most anticipated company events of the year, it can also get out of hand if an employer is not prepared for the potential disasters.
Choosing an appropriate venue is the first step in ensuring a company holiday party doesn't cross any lines, Kovach says. The atmosphere should project a sense of professionalism and be one that is inviting to all employees. In one instance, Kovach remembers a company wanting to host a holiday party at a church, which, of course, could be uncomfortable for a certain sect of employees because of the religious connotation. Even if the holiday party's activities don't center on religion, some employees are likely to feel unwelcome, and if one of those people is later cut from the staff, he or she could possibly threaten litigation.
"Religion is a protected category at the federal level, which means employers cannot in any way use or create the appearance of using religion in making employment-related decisions," Kovach says. "By having a holiday party in a religious environment, it could make some employees feel as though their jobs are not protected because they don't practice a certain religion. There's also the possibility that it could impact morale, especially if a company has employees from diverse backgrounds."
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But just because the venue may be appropriate, an employer shouldn't let down its guard. Sometimes the venue can be at a nice restaurant, perfect for a corporate event, Kovach says, but the behaviors can quickly become unacceptable.
"I've been exposed to situations where the venue is appropriate, but then the behaviors at the party get out of hand, especially if there's alcohol being served," Kovach says. "It's extremely important for employers to set the expectations if they're going to offering alcohol, and those expectations need to be clearly communicated before the party about what everyone's responsibilities are as a representative of the company."
There should be an especially high level of expectations from management, Kovach says, and management should be made aware of this before the company holiday party. In some cases, managers may consume too much alcohol or attend inappropriate after-parties, and it should be made clear to management that they are not to participate in that kind of behavior.
"Managerial actions are extremely influential," Kovach says. "If employees see their manager participating in a certain behavior, then they'll think it's OK for them to do the same things."
To keep behaviors in check, there must be a level of accountability, Kovach explains. Each situation is different, but if a manager is to be reprimanded for his or her behavior, Kovach looks at how long that manager has been in management, the nature of the offense and whether there has been a pattern of inappropriate behavior.
How an employer communicates expectations is also essential from an atmosphere standpoint, Kovach says. While the message must be clear, an employer also shouldn't lose sight that this holiday party is an opportunity to encourage camaraderie and improve morale.
"When communicating expectations, we certainly don't want to create this tone of 'don't do this; don't do that,'" Kovach says. "It's a holiday party. We want to promote energy, so using the right tone in employee communication is so critical because you can still clearly outline the expectations while encouraging a positive environment."
Kovach suggests adding a line at the end of the memo announcing the holiday party that says something to the effect of, "As a reminder, this is a company-sponsored event, and all employees are expected to adhere to general business codes of conduct." This message is simple and straightforward without being overly preachy.
While a company holiday party has its share of potential disasters, it is also the perfect time to re-energize the staff and head into the new year with a fresh start. With careful planning and clear communication, a company holiday party can do just that.
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