Christmas has a way of arriving all at once. One minute you’re planning the last quarter, the next you’re working out who’s covering what and whether everyone knows when you’re closing.

Our HR team helps businesses prepare for this period every year. These are the three things we focus on.

1. Prepare for your Christmas shutdown

If you’re closing over the break, there are two things to check: that you’ve given the right notice, and that your team has enough leave to cover the shutdown.

Give the correct notice

An employer can direct employees to take annual leave during a shutdown if their award or enterprise agreement allows it. In most cases, the direction needs to be reasonable, in writing and given within the required notice period (Fair Work Ombudsman).

Many awards require at least 28 days’ written notice, and the notice period can be reduced if the employer and the majority of affected employees agree (Fair Work Ombudsman). If you’re closing on Christmas Eve with a 28-day notice period, that notice needs to go out in late November.

Check your team has enough leave

Not everyone will have enough annual leave to cover the full shutdown. Where the award or agreement allows it, employees can agree with their employer to take annual leave before they’ve accrued it, or unpaid leave, to cover the gap.

If the award or agreement doesn’t have rules allowing you to direct leave during a shutdown, you can’t direct it. Employees can still agree to take annual leave or unpaid leave during that time (Fair Work Ombudsman).

It’s also worth checking your payroll system so annual leave isn’t deducted on public holidays that fall during the shutdown (Fair Work Ombudsman).

2. Prepare for the Christmas party

The Christmas party is a great way to thank your team for the year, but it’s still a work event. Before it happens:

  • Communicate with your team about the details and what’s expected.
  • Reset expectations about behaviour.
  • Reissue your social functions policy if you have one.

This matters because if harassment or discrimination happens at a function the business organises or sponsors, the employer is very likely to be held responsible, unless it can show it took all reasonable steps to prevent it. Employers also now have a positive duty to take reasonable and proportionate steps to prevent workplace sex discrimination and harassment.

Having a policy isn’t enough on its own. Making sure your team is aware of it, and keeping a record that they’ve read it, helps show the business took those steps.

3. Plan leave across December, January and February

The break doesn’t end when you reopen. Many people want time off across December, January and February, so plan leave across the whole period to make sure the business has enough coverage.

How Inject can help

Inject is an HR and recruitment company that has worked with Australian small to medium businesses since 2013. If we’re already part of your team, your consultant can help you work through your shutdown, Christmas party and leave planning before the break. If we’re not working together yet, find out about our ongoing HR support or get in touch and we’ll help you get it sorted.

This article is general information only. Check your award or agreement, or speak with us, before making decisions for your business.