They think there is a maximum working temperature in place, is this right? They are also worried that some employees might not be able to get to work due to public transport services struggling in the heat, and believe they might have some members of staff pulling a sickie so they can make the most of the weather.
They want to know what they can do to keep staff safe and motivated, and how to manage short-term absences.
First, the law does not say how hot or cold the workplace should be and there is no legal maximum working temperature. Guidance only suggests that temperatures should be reasonable and comfortable. Employers can keep staff cool by allowing desk fans, turning up air conditioning and relaxing dress codes. Where a uniform is in place, it can be helpful to give staff flexibility on how this applies during this warm spell.
Those with disabilities, who are pregnant or going through menopause may find high temperatures cause particular discomfort. In these situations, reasonable adjustments should be made to support them. This might include them temporarily working from home, taking longer or more frequent rest breaks, reducing normal duties or moving them to cooler areas.
We’ve already seen a trainline in Battersea caught fire as a result of the extreme temperatures, so it could be that staff struggle with their daily commute. In such cases, employers should allow reasonable leniency if staff are late. Where employees can’t get to work at all, employers might want to consider a few days of remote working, before offering them to utilise accrued annual leave or time off in lieu (TOIL).
It’s likely there will be an influx of annual leave requests from employees who want to make the most of the weather. If normal caps can be extended to accommodate these requests, employers can benefit from improved motivation, satisfaction and productivity. If time off can’t be approved, employers might want to think of other ways to keep staff engaged. For example, providing cool refreshments or ice-creams and running an incentive for an early finish.
Some employees may try to pull a sickie if they know holiday time won’t be accepted. However, it’s important to not jump to conclusions. It’s difficult to prove that someone is faking their illness, so the normal absence management process should be followed. Asking staff to call in rather than text/email if they are unwell, can make it easier to gauge how they are feeling. Similarly, a return to work meeting should be held when they are better, to fully understand the reason for the absence and what treatment, if any, they got for it. Where it is clear an employee is faking, employers may be able to take disciplinary action, but should first complete a thorough investigation.
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