I wonder how I can optimise workforce performance with the upcoming sporting events this summer?

As the weekend concludes and we grudgingly return to work in commiseration of the Euros, and Carlos Alcaraz raises the Wimbledon trophy for the second year in a row, other major sporting events are set to continue captivating the nation.

With the Open teeing off on 18^th July, and the all-important Olympics and Paralympics due to start on 26^th July and 28^th August, these events bring excitement and enthusiasm but can also challenge workplace productivity. Balancing these dynamics requires strategic planning and an understanding of the employer’s legal obligations.

Here’s how employers can optimise workforce performance while allowing employees to enjoy the summer's sporting highlights.

Expectations

Employers should attempt to work out what behaviours they may expect from their staff when these sporting events are running:

• Will the mention of sports be penalised? Or will sports be permitted to be viewed in communal areas, and staff events be arranged around these viewings?
• Will staff be permitted to watch live sports or receive live results on the internet during their working day? Could there be flexibility around start and end times of the working day?
• What will be the expectations in regard to staff who do not follow sports? Would this flexibility extend to these staff? There may be a potential to face complaints if some staff receive this flexibility and not others.

Sports in the Workplace

Providing a designated area where employees can watch key sporting events can be a good compromise. This approach can help keep employees engaged and reduce the temptation to take unplanned time off. Ensure this is managed appropriately to avoid disrupting work. Some advantages can include:

• Boosting Engagement. Shows that the company values employee interests.
• Team Bonding. Can foster a sense of camaraderie and teamwork.
• Controlled Environment. Easier to manage than dealing with multiple individual absences.

Transparent and regular communication is key to managing expectations and maintaining productivity. Employers should communicate any changes in work patterns, policies for watching events during work hours, and the importance of maintaining professional standards.

• Regular Updates: Keep employees informed about policies and expectations.
• Feedback Mechanisms: Encourage feedback to understand employee concerns and adjust policies accordingly.
• Intranet or Newsletters: Use internal communication channels to disseminate information.

Leave Arrangements

Under the Employment Relations (Flexible Working) Act 2023, employees have the right to request flexible working arrangements as a day one entitlement. Employers should consider these requests, especially during major sporting events. Allowing flexible hours, remote working, or shift swapping can help employees enjoy the events while maintaining their work responsibilities.

• Enhanced Morale: Employees feel valued and trusted.
• Increased Productivity: Workers are likely to be more productive if they are allowed to manage their time effectively.
• Reduced Absenteeism: Flexibility can reduce the likelihood of unscheduled absences.

The summer sporting calendar coincides with peak holiday season. Employers should encourage staff to book annual leave well in advance. Clear communication about leave policies and deadlines can prevent a last-minute rush and ensure adequate staffing levels.

• Early Communication: Remind employees to submit holiday requests early.
• Fair Allocation: Implement a fair system to approve leave requests to avoid conflicts.
• Staff Rotation: Ensure critical roles are covered by implementing a rotation system.

Policies

Employers should be effectively communicating and reminding employees of their HR policies and procedures, such as:

• Diversity, Equality and Inclusion / Harassment and Bullying. Sports competitions can create tension amongst staff who support different countries, teams or players. Employers should emphasise their zero-tolerance approach to harassment and bullying and ensure that any workplace events or activities are inclusive to avoid any claims of discrimination.
• IT and Social Media. With the increase in accessing the internet and social media, IT and social media policies should be reiterated to highlight particular terms (e.g. not posting discriminatory posts, or accessing social media and the internet during breaks).
• Conduct. Staff should remember that their conduct outside of work may also affect their productivity and the company’s reputation. It is important that staff act appropriately during sporting events both outside of work and at work-related functions. Misconduct may be handled under their company’s disciplinary procedure.
• Alcohol. If staff are permitted to drink during work-related social events, a reminder of the expected level of behaviour may be necessary. Employers should also reiterate their tolerance on alcohol consumption during working hours.

Optimising workforce performance during the summer's sporting events is achievable with thoughtful planning and adherence to employment laws. By providing viewing facilities, offering flexible working arrangements, planning annual leave, and maintaining clear communication, employers can keep productivity high while ensuring their employees remain engaged and motivated. Balancing the excitement of sports with business needs not only fosters a positive work environment but also showcases a company's adaptability and respect for its workforce's interests.

If you have any questions about maintaining workplace performance, our Peace of Mind Team can provide specific advice and our Document Audit Team can help draft relevant policies. Contact our employment law team by emailing employment@warnergoodman.co.uk or by calling 023 8071 7717.