With less than 200 days to go to the London Olympics and Paralympics, workplace expert Acas is advising West employers to avoid any last-minute hurdles by planning for staff being away from work during the Games.
Bosses should start talking now to employees who will be acting as volunteers to manage their time off and minimise impact on workplace productivity.
They also need to handle requests from staff with tickets for the Games, or who simply want to watch on TV at home.
Acas estimates that thousands of people in the West will be asking for time off for the Olympics, which take place between July 25 to August 12 – at the height of the summer holiday season when most employees traditionally take annual leave.
Acas has answers to three typical issues firms are likely to face:
Q Three of my staff have got positions as volunteers at the Olympics. I can only let one go. What's the best way of handling this?
A The key to avoiding potential misunderstanding or conflict is to have a clear policy in advance and communicate this to all staff – that way, everyone knows where they stand and you look after your business needs. Your policy need not be very complicated – a simple first come, first served process may be enough.
Q I have a member of staff who has got a place as a volunteer at the Olympics. Do they need to use their own holiday?
A Employees have no legal right to take time off for volunteering. You can decide to give paid or unpaid time off or, if not, the employee may wish to take annual leave. Many employers encourage their employees to volunteer to help develop their skills and give employees an agreed quota of paid days leave per year to volunteer – typically, about two days a year.
Q I have a member of staff who has got a place as a volunteer at the Olympics. Am I expected to pay for them while they volunteer?
A There is no legal right to be paid for volunteering. Volunteering is something employees often do because of their own interest, but increasingly employers are recognising the business benefits of
volunteering – in terms of developing skills and supporting the local community. If your employee is taking special leave then it would be up to you to decide whether that will be paid or unpaid.
Acas regional director Tony Cooper said: “We’re finally on the home straight to the 2012 Olympics and employers should have plans for managing employees’ involvement whether volunteering or
those watching the events.”
Acas guidance on everything from flexible working to holidays, time off and managing attendance can be found at: www.acas.org.uk/olympics
