From an HR perspective, Santa’s workshop would be a proper headache. So we thought we’d have a bit of festive fun and imagine what Santa’s HR at Christmas challenges might look like – and what any sensible employer (magical or otherwise) should be thinking about at this time of year.
Ever wondered how Santa manages his operation? It’s a global delivery business that works year-round, peaks dramatically in December, then practically shuts down for months. Meanwhile, the elves are working all hours making toys and someone has to manage the reindeer. And do we maybe suspect that Mrs Claus is handling the actual running of things behind the scenes while Santa waves from the sleigh?
The Temporary Staff Conundrum
Santa’s running a seasonal business with a massive December peak. If you’re in retail, hospitality or events, you’ll likely know what that looks like.
When you need extra hands, temporary workers need proper contracts. Fixed-term contracts work if you know exactly when the work is going to end. Zero-hours contracts suit unpredictable workloads better. Whichever you choose, temporary staff are entitled to the same pay and benefits as permanent employees doing similar work. It’s not optional – employment tribunals take equal treatment very seriously.
The Christmas Party Dilemma
Christmas parties should be straightforward. Everyone has a nice time, bonds over karaoke and goes home happy. Except they don’t always work out that way.
According to a recent article in People Management, since 2017, 322 tribunal claims have referenced incidents at Christmas parties – that’s an average of 40 cases every festive season! The most common issues were alcohol-fuelled conflict between colleagues, inappropriate remarks made at or after events, and friction between managers and their teams.
Your Christmas party is an extension of your workplace. That means all your usual policies – harassment, bullying and disciplinary procedures still apply as if it was a typical Monday morning, even if the party’s at a pub on Friday night and everyone’s had a few drinks. They still apply even if everyone piles back to someone’s house for an after-party!
The Worker Protection Act, which came into force in October 2024, means you now have a legal duty to take reasonable steps to prevent sexual harassment at work-related social events. Even seemingly harmless banter can cross the line into workplace bullying and harassment, particularly when alcohol is involved. So before you book that karaoke room, make sure your team knows that standards of appropriate conduct still apply.
Remind everyone about acceptable behaviour beforehand, carry out a risk assessment (this should be standard practice anyway since the Worker Protection Act), and don’t assume “It’ll be fine” just because everyone usually gets on well. If you are having a secret santa gift exchange be clear that all gifts should be fun and / or welcome – anything sent with the intent of causing humiliation or distress is not acceptable. We want everyone to have a great time but we also suggest maybe don’t have an unlimited bar tab, and remember to offer soft drinks to those who don’t or can’t drink the festive cocktails. We also always encourage everyone to make sure they’ve sorted out safe travel home before the night gets going!
It might seem like all of this really shouldn’t need saying to adults at work (and we know it is why HR get the label of the “fun police”) but whilst in the VAST majority of cases that is true, we’ve dealt with enough post-party dramas to suggest such pre-warnings are a good idea!
Holiday Chaos and Office Shutdowns
Assuming that Santa’s workshop closes between Christmas and New Year (frankly, who could blame them?) he needs to have told the elves about this well in advance, probably back in January when he was planning out the year.
Many businesses shut down over the festive period, which is fine, but you need to give staff proper notice and make it clear how many days of their annual leave they need to save (unless you are gifting those extra days which really is a boost to festive cheer!). You can legally require employees to take holiday at specific times, but you must give notice that’s at least double the length of the holiday they’ll be taking.
What about Christmas Eve? If you’re closing early, be crystal clear about whether staff need to book half a day or a full day off. Don’t leave people guessing.
Managing Different Personalities Under Pressure
Santa’s got nine reindeer with very different personalities. Rudolph with his red nose issues, Dancer and Prancer who are the enthusiastic ones and Donner and Blitzen who are more the steady, reliable types but with more of a stormy persona.
Every team has a mix of people – some thrive under pressure while others struggle. Some love the social side of Christmas while others find it exhausting. Some adore the festive season and all the build-up, others may find it a sad or difficult time. Poor communication or unrealistic expectations can quickly damage your company culture and values. Be flexible where you can, communicate clearly about what you need from people, and don’t assume everyone’s thrilled about Secret Santa.
Winter Bugs and Sickness
December and January are prime time for bugs, colds and flu. It can be frustrating if half your team is off sick during your busiest period. Incredibly frustrating. But managing sickness absence well during winter means having clear policies, being reasonable, understanding about genuine illness and not creating an environment where people feel like they have to drag themselves in when they’re contagious because they’re worried about letting everyone down.
When Weather Disrupts Everything
Winter weather can cause transport chaos. Having a clear adverse weather policy helps. What happens if staff can’t get to work because of snow or you can’t open the premises? Can they work from home?
What if you can open and some people can get in but others Can’t? A common issue is for working parents who’ve got kids off due to school closures. Pre-planning can mean that office-based workers have the necessary IT equipment at home with them if dangerous conditions set in overnight but that won’t work for people who have to be site based.
Will you allow last minute holiday bookings, unpaid leave or the chance to make time up at a later date? Will you just say “sod it go enjoy sledging!”
Clear guidance avoids confusion when bad weather hits and helps everyone understand what’s expected. Maing sure everyone feels treated fairly is also essential.
The Gift-Giving Minefield
Santa’s entire business model is built on gift-giving but, for normal employers, gifts around Christmas can get complicated.
Giving gifts to clients isn’t bribery if you’re simply saying thank you for their business. It only becomes problematic if the gift is intended to induce or reward improper behaviour.
For employee gifts, think about inclusivity. Not everyone drinks alcohol. Cash bonuses are always appreciated but make sure they’re fair and don’t create resentment. (Remember THAT scene in National Lampoon’s Christmas Vacation?) A generous gesture can backfire badly if people feel others were treated more favourably.
Online Shopping and Personal Parcels
Santa’s elves are probably too busy to be browsing Amazon, but your staff …? December is prime online shopping season. A bit of browsing here and there probably isn’t worth worrying about but, if it’s affecting productivity, address it. An IT policy outlining appropriate use of company equipment helps.
Personal deliveries to the office are another December issue. Staff want parcels delivered to work because they won’t be home. Sounds straightforward until parcels start piling up in reception. If nobody’s there to sign for them, who deals with the delivery driver? Where do you store multiple boxes until the person collects them? You can refuse personal deliveries completely, or you can allow them with clear limits – maybe a maximum number, or a rule about collecting them straight away. Either way, a simple memo is a good idea so everyone knows where they stand.
Festive Dress and Alcohol Issues
Many workplaces relax dress codes in December – Christmas jumpers, festive accessories, that sort of thing. It’s a nice touch, but make it clear that it’s optional. Not everyone celebrates Christmas, and some people just don’t want to wear a jumper with a light-up reindeer on it. A reminder that “naughty santa” outfits are best kept for home is hopefully not necessary!
If someone turns up drunk (or so hungover that they can’t work properly), you need to follow your alcohol and drugs policy. Being under the influence at work can be gross misconduct, but you still need to investigate properly. Have the conversation, document everything and be consistent. And don’t call the document The Naughty List!!
The Reality for Employers
Santa’s got magic and flying reindeer. You’ve probably got spreadsheets or deadlines and a team who’d quite like to enjoy December without unnecessary stress.
Managing Christmas in the workplace isn’t about being the Grinch or drowning everyone in rules. It’s about having clear expectations, communicating properly and having your policies in place before problems crop up. (If it’s a little too late for this year, how about a New Year’s Resolution to give the vivoHR team a ring in January!)
Have a conversation with your team about what the run-up to Christmas looks like. Remind everyone that professional standards don’t disappear just because someone’s wearing reindeer antlers. Document your approach in your employee Handbook (and make it so good that people actually read it)!
Santa has centuries of experience and hundreds of helpful elves by his side. (And, of course, Mrs Claus!) Every year Christmas seems to go pretty smoothly, all in all. And you have vivoHR! Our team can guide you through the festive period (and the rest of the year!) with practical support and clear advice, no need for flying reindeer or an enchanted workshop…although we are a little bit magical 🪄
Need help managing HR at Christmas or any other time of the year in your workplace? Give us a call on 01252 757359 or drop us an email at hello@vivohr.co.uk – we’d love to help you. And we would like to wish all our clients, suppliers, networking friends and random readers a very Merry Christmas.
