Extreme Weather Guidance for Employers

Every winter brings its own challenges for employers – rising sickness levels, travel disruption, and the knock-on effects of school closures or unsafe working conditions. Whether it’s icy roads, flooded rail lines, or an office full of coughs and colds, extreme weather can quickly test a business’s ability to operate smoothly.

Having clear policies in place helps you stay prepared, protect staff, and minimise business disruption. Here are some key considerations for employers.

Managing Illness During Winter

The colder months often see a spike in seasonal illness such as colds, flu and respiratory infections, which can increase staff absences. Employers can reduce the risk of widespread sickness by:

• Encouraging good hygiene – for example, providing hand sanitiser and promoting clean shared spaces.

• Supporting preventative measures – some businesses choose to promote or subsidise flu vaccinations.

·       Setting clear procedures – ensure your sickness absence policy is up to date and covers:

1.    How employees should report absence (who to call, by what method, and within what timeframe).

2.    Requirements for self-certification, fit notes, and return-to-work meetings.

3.    The consequences of failing to follow reporting procedures.

A clear, fair policy helps managers respond consistently and reassures employees about what is expected of them.

Travel Disruption and Attendance

Snow, flooding, and icy roads can make travel unsafe or impossible, while public transport is often subject to delays or cancellations in extreme weather. School closures may also leave working parents without childcare.

Employers should:

• Prioritise safety – never pressure staff to travel if conditions are dangerous.

• Offer flexibility – consider home working, alternative work sites, adjusted hours, or making up time later.

• Plan for cover – identify whether colleagues can step in at short notice if staff cannot attend.

• Be mindful of carers and parents – emergency time off for dependants legislation allows staff to take unpaid leave in sudden, unavoidable situations such as school closures.

If attendance isn’t possible, employers may agree alternative arrangements such as using annual leave, unpaid leave, or flexible working hours.

Pay Considerations

When extreme weather prevents an employee from attending work, the default legal position is that there is no automatic right to pay. However:

• If the workplace is closed by the employer and staff cannot work, employees should normally be paid.

• If attendance is impossible but work can continue remotely, pay should remain unaffected.

• Where pay is discretionary (e.g., covering weather-related absence), employers should make it clear this is a temporary measure and not a permanent entitlement.

Clear communication is vital to avoid confusion or inconsistent treatment between employees.

Long-Term Planning

If your business is regularly affected by severe weather, it’s worth introducing a specific adverse weather policy into your staff handbook. This can set out:

• How employees should report lateness or absence.

• Whether home working or flexible hours are an option.

• How pay will be managed in different scenarios.

• The importance of health and safety when travelling.

By setting expectations upfront, employers reduce uncertainty and ensure a fair, consistent response when disruption occurs.

Final Thoughts

Extreme weather can’t be controlled, but your response to it can. Clear policies, flexibility, and a fair approach help protect your business while ensuring employees feel supported.

If you need help drafting an Adverse Weather Policy or updating your sickness absence procedures? Kirby HR can provide tailored policies, templates, and manager guidance to keep your business prepared for the unexpected.