What Employers Need to Think About When Winter Storms Arise

Winter storms can disrupt businesses in a variety of ways, from power outages to transportation challenges and safety hazards for employees. As the cold weather sets in, employers need to be proactive in planning for winter storms to ensure the safety of their workforce, minimize business disruptions, and maintain productivity. Here’s what employers should consider when winter storms arise:

1. Employee Safety Comes First

When severe weather is forecasted, the health and safety of employees should be the top priority. Winter storms can create hazardous road conditions, icy walkways, and low visibility, all of which pose risks for travel and on-the-job accidents.

Key considerations:

• Communication: Keep employees informed about weather conditions and potential hazards. Use emails, text messages, or your company’s internal messaging system to alert staff of any weather-related changes to work schedules or operations.

• Remote Work: If possible, offer flexible work arrangements, such as remote work options or adjusted hours. This helps prevent employees from risking unsafe travel to the office.

• Workplace Safety: Ensure that your office or facility is winter-ready. This includes salting walkways, shoveling snow, and keeping pathways clear to prevent slips and falls.

  
  

2. Weather-Related Absences and Scheduling Flexibility

Winter storms can disrupt transportation and lead to delayed arrivals, absenteeism, or early departures. Employers should have policies in place that address weather-related absences and flexible work arrangements.

Key considerations:

• Flexible Attendance Policies: Be flexible about attendance during severe weather. Encourage employees to stay home if they believe it’s unsafe to travel.

• Compensation Plans: Review your company’s policies on paid time off (PTO) and weather-related leave. Decide whether employees will be paid during unexpected closures, or if they will need to use vacation or sick time.

• Staggered Shifts or Adjusted Hours: Consider offering staggered shifts, flexible start and end times, or telecommuting options for employees who may have trouble commuting due to the weather.

  
  

3. Preparing for Business Continuity

Winter storms may cause power outages, disrupt supply chains, or impact customer operations. Employers should have contingency plans to ensure business continuity during such disruptions.

Key considerations:

• Technology and Infrastructure: Ensure that your company’s IT infrastructure can withstand disruptions. Backup power generators and cloud-based tools can help minimize downtime if your physical office or data center is affected by the storm.

• Emergency Plans: Have a clear emergency response plan in place for extreme weather events. This plan should include evacuation procedures, designated emergency contacts, and steps for securing company property in the event of dangerous conditions.

• Supply Chain Disruptions: Winter storms can delay deliveries or affect your vendors’ operations. Communicate with your suppliers and clients ahead of time to establish contingency plans in case of delays.

  
  

4. Legal Compliance and Responsibilities

Employers need to be aware of the legal implications of winter storms, particularly when it comes to wage laws and safety standards.

Key considerations:

• Wage and Hour Laws: Ensure that you comply with federal and state wage laws regarding weather-related closures. Exempt employees (salaried workers) may need to be paid their regular salary even if the office is closed, while non-exempt employees may not be paid for hours they don’t work.

• Workplace Safety Compliance: Ensure your workplace is compliant with OSHA (Occupational Safety and Health Administration) standards during winter conditions. This includes maintaining safe temperatures, providing appropriate heating, and reducing hazards like wet or slippery floors in the workplace.

• Workers’ Compensation: If an employee is injured on the job due to winter conditions (such as slipping on ice), it’s essential to know your workers’ compensation obligations. Have clear policies in place for reporting and handling such incidents.

  
  

5. Customer and Client Expectations

Winter storms can also impact your customers or clients. It’s important to keep them informed of any potential disruptions and set realistic expectations.

Key considerations:

• Proactive Communication: Inform clients and customers about any delays, closures, or changes to services. Providing early notice can help manage expectations and maintain trust.

• Customer Service Availability: If your business provides critical services, consider implementing emergency or on-call shifts to ensure that customer support is available even during a storm.

  
  

6. Mental Health Considerations

Severe winter weather can lead to increased stress, anxiety, and isolation for employees, especially during prolonged storms. Employers should be aware of the mental health impact and take steps to offer support.

Key considerations:

• Mental Health Resources: Make sure employees are aware of any mental health resources available to them, such as an Employee Assistance Program (EAP) or counseling services.

• Supportive Work Environment: Encourage open communication and flexibility. Let employees know they can speak up if they are feeling overwhelmed or struggling with weather-related stress.

  
  

7. Post-Storm Recovery

Once the storm passes, employers should be prepared for the process of recovery. This includes assessing any damage, bringing operations back online, and supporting employees as they return to work.

Key considerations:

• Damage Assessment: After the storm has passed, inspect your physical workspace for damage. Check for broken pipes, power outages, or any hazards caused by the storm.

• Restoring Operations: Ensure that essential systems, such as payroll, customer service, and IT, are restored promptly. If your employees have been working remotely, communicate a plan for returning to the office, if necessary.

• Employee Well-Being: Check in with employees after the storm. Provide them with resources to help them return to normal work schedules and address any lingering concerns or stress.

  
  

Winter storms can disrupt operations, but with the right planning and foresight, employers can ensure the safety and well-being of their employees while minimizing business disruptions. By taking steps to create clear policies, communicate effectively, and support employees through inclement weather, businesses can navigate winter storms with resilience and care.

The key is to be prepared and stay proactive — so when the snow falls, your business will be ready to weather the storm. 🌨️