Kimberly is an experienced HR professional and writer. With 6 years in the industry, Kimberly brings a deep understanding of HR challenges and opportunities to the table. Her writing covers a range of HR topics, from talent management to diversity and inclusion, and their practical experience as an HR professional provides a unique perspective.
Kimberly is an experienced HR professional and writer. With 6 years in the industry, Kimberly brings a deep understanding of HR challenges and opportunities to the table. Her writing covers a range of HR topics, from talent management to diversity and inclusion, and their practical experience as an HR professional provides a unique perspective.
Updated on January 8, 2024
Prepare your business for the worst with an inclement weather policy. We collected important tips and a sample policy.
When the sky turns gray, and the weather takes a turn for the worse, businesses can’t simply batten down the hatches and wait for the storm to pass.
With employee safety at stake and a sea of complexities revolving around operations and legal compliance, your business must have a robust inclement weather policy in place.
The question is – are you prepared?
An inclement weather policy is a set of guidelines developed by organizations to manage operations during severe weather conditions.
It outlines procedures for workplace closures, delays, remote work, and communication strategies to ensure the safety and well-being of employees and customers.
This policy is crucial for responding effectively to adverse weather and maintaining operational continuity.
Events that could be included in an inclement weather policy are:
Additionally, an inclement weather policy can be adapted to address other emergency events, which may include:
🧠 Did You Know?
Having a comprehensive inclement weather policy can reduce the risk of legal disputes by up to 40%? Clear guidelines help avoid confusion and ensure compliance with labor laws.
Weather, as unpredictable as it is, can wield a significant impact on businesses.
Inclement weather can create hazardous conditions for employees, disrupt operations, and trigger confusion over payroll, paid time off, overtime, and other benefits.
A clear policy not only prepares your business for the worst, but also shows your employees that you value their safety when the going gets tough.
Having an inclement weather policy in place along with clear communication protocols will help you to quickly get important information to employees and to maintaining business continuity.
Your inclement weather policies must define what adverse and severe weather is and at what point the weather turns bad enough to impact your business operations and employee safety.
Your policy needs to clearly explain what to do when bad weather hits. It should include safety rules for employees, how to communicate during emergencies, and how employees will be paid.
📚 This Might Interest You:
If this is your first time creating a workplace policy, we put together an in-depth guide on how to create policy and procedure manuals.
Planning ahead for when bad weather strikes includes defining what is considered inclement weather so your managers and workers know when to enforce such policies and when your business closes.
Many businesses align their operational status with that of local governmental offices. Your local government often has access to information you might not have, such as airport weather data, live radar maps, and emergency management offices.
In any case, your policy needs to be clear and leave no room for interpretation.
💡 Pro Tip:
Use real-time data like weather forecasts and local government advisories to inform your closure decisions.
If the weather events aren’t too bad, you can decide to enact a more flexible leave policy and allow your employees to start their day late or depart early.
In certain situations, it’s wise to adopt a liberal leave policy. This approach means you keep the business open but understand that sometimes the weather can throw a curveball.
You will ask that everyone makes a reasonable effort to arrive on time. However, if an employee runs late due to weather-related issues, you won’t hold it against you.
And if it’s just too risky to make the commute, put your employees’ safety first. Your policy should instruct them to stay home but let their manager know as soon as possible.
As we already mentioned, your first priority during inclement weather conditions should be the safety of your staff.
A comprehensive disaster recovery plan, up-to-date emergency contact information, and employee training are vital in ensuring the safety of all hands on deck.
Your inclement weather policy should include provisions for the following situations:
Just as any responsible employer ensures all employees are compensated for their work, the same applies during inclement weather.
Particularly non-exempt employees, should expect to receive their pay for their services during these conditions.
This includes payment for hours worked up to a predetermined number of days, abiding by relevant state laws, and providing paid time in the form of accrued compensatory time as needed.
Offering flexibility in the time-off policy can help employees effectively manage their leave during these events.
Here are key points to consider:
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Not sure about the difference between vacation time and PTO? This guide explains it all.
Remember that the Fair Labor Standards Act (FLSA) requires that employees be paid their salary if they complete any work during the week.
This applies across all industries and roles, even those with a salary or compensation package.
However, when they are unable to work due to hazardous conditions, the employer can deduct pay or require the employee to utilize accrued PTO or vacation.
💡 Pro Tip:
Clearly define and communicate pay policies for weather-related disruptions. A dedicated employee time-tracking app can help manage and record work hours accurately during such events.
Making your inclement weather policy easily accessible is vital for ensuring that all employees are aware of and understand the procedures during severe weather conditions.
The key is to utilize tools and platforms that facilitate easy access and comprehension.
A practical approach is to use an employee management platform, like Connecteam, to store and disseminate your policy.
By having the policy available on a digital employee knowledge base, your employees can access it anytime, anywhere, whether they are in the office, working remotely, or on the go.
This accessibility is particularly important in fast-changing situations where employees need to review your policy outside of traditional working hours or locations.
You don’t want to get stuck in bad weather with managers or supervisors who don’t know what to do in an emergency.
Make sure you provide your supervisors and managers with the training to effectively manage inclement weather situations.
💡 Pro Tip:
We compared the best employee training software to help you choose the best to train your managers.
They should be provided with comprehensive training on the policy, including:
Regular reviews ensure that they properly understand the relevant safety and communication procedures and know what to do.
[Your Company Name] Inclement Weather Policy
This policy aims to provide clear guidelines for [Your Company Name]’s operations during inclement weather conditions. It ensures the safety of our employees while maintaining essential business functions.
This policy applies to all employees of [Your Company Name].
This policy will be reviewed annually and updated as necessary to reflect changes in local weather patterns and business operations.
All employees are required to acknowledge that they have read, understood, and agreed to abide by this policy.
Note: This sample policy is a template and should be adapted to fit the specific needs and circumstances of your organization.
When you’re dealing with rough weather at work, you need to get the word out fast and clear. That’s where Connecteam shines.
It’s not just a communication tool; it’s like the Swiss Army knife for your business needs.
Let’s dive into what makes Connecteam the perfect partner for those unpredictable weather days:
Ever played the telephone game? Well, with Connecteam, there’s none of that. When the weather goes south, so does waiting time. Send a quick update, and get everyone on the same page in seconds. No confusion, just clarity.
Think of Connecteam as your behind-the-scenes hero. It’s not just about chatting. Need to shuffle around shifts because of a snowstorm? Done. Worried about tracking time during a weather emergency? Covered. It’s like having your own command center for all the tricky bits of managing a team.
Everything you need is up in the cloud. No, not the rainy ones – the techy, always-there-when-you-need-it cloud. Need to send out a new weather policy doc? It’s just a link away. Your team can snag it from the smart employee knowledge base; no raincoat needed.
Got something everyone needs to know about the upcoming weather? Post it on Connecteam’s Newsfeed. It’s like your favorite social media but for work stuff. Tailor it to who needs to see what, and keep everyone on the same sunny (or snowy) page.
When something goes wrong, finding that emergency contact list is nothing but a hassle. Connecteam’s auto-updated employee directory keeps everyone’s information just a tap away.
So, when the weather decides to throw a curveball, Connecteam is there to catch it and make sure your team stays connected, come rain or shine! 🌦️📲
With a robust inclement weather policy in place, businesses can ensure the safety of their employees, maintain business operations, and adhere to legal requirements.
Remember, smooth seas never made a skilled sailor – so are you ready to weather the storm?
To create an inclement weather policy, decide when your business will close and allow for a late start, establish how you will pay employees, set up a system to notify all team members and make the policy easily accessible.
Inclement weather is any severe or harsh weather condition that makes it unsafe or impractical to travel, commute, or work outdoors.
Inclement weather is legally defined as any severe or harsh weather condition that makes traveling, commuting, or working outdoors unsafe or impractical.
Having an inclement weather policy is essential for businesses, as it ensures employee safety, eliminates confusion regarding payroll and benefits during adverse weather conditions, and recognizes the impact of weather on operations.
