23 September 2019

Guidance – The Rugby World Cup 2019

The 2019 Rugby World Cup is kicking off in Japan on the 20th September and running until the 2nd November. England's first match is scheduled to take place on Sunday 22nd September (11.15am BST) but some other matches will be played on weekdays. Due to time differences, some matches will occur during normal office hours. The full schedule is available on the Rugby World Cup website.

Whether you’re a Rugby super fan or wouldn’t give it the time of day, some of your employees will be interested in following the events. So what should you do when they’re more interested in the match than work demands? 

Don’t disregard the event:

It is important to recognise that major events such as a sporting World Cup, or a national wedding/funeral may be more important to some individuals than others.

To ensure that employees remain engaged and committed to your business, if it is possible to do so without creating operational difficulties…

• Permit flexibility in start/finish times during a special event

• For midday events allow requests for longer lunch breaks with working time being made up later

• Allow shift-swaps, subject always to health and safety provisions

• Vary your internet/computer policy during an event to allow employees to watch the event

• Provide facilities for watching the event at work e.g. access to a TV in a designated communal area 

o CAUTION: Ensure awareness that it will not be permitted for employees to bring or consume alcoholic beverages while watching the event at work.

Forward-thinking Logistics:

The Rugby World Cup 2019 may give rise to a number of work-related issues including increased sickness absence (due to employees taking time off to attend or watch a game, or being too hung-over to get into work the next day), competing requests for annual leave, excessive internet use and lower productivity. You should circulate all relevant policies in advance and ensure that employees are treated fairly and consistently with any conduct issues that may arise.

If you or your employees are thinking about running a sweepstake at work, you need to think carefully about how it is constructed to ensure that you do not inadvertently fall foul of the provisions of the Gambling Act 2005 and open yourself up to criminal prosecution. 

National events by their very nature bring people together from all different walks of life. This is a good opportunity to use the camaraderie and patriotism to engage your employees and boost morale among the workforce. So as not to exclude any employees, you should consider offering a different perk for those staff who do not wish to watch the event, and may otherwise feel disadvantaged. An example could be equivalent flexibility in working time on the days in question, if they wish.

Don’t forget…

When considering holiday & flexibility requests, ensure the equality of treatment for men and women, employees of different nationalities/religions, and different age groups. You should not make assumptions, e.g. assuming men will want to watch football matches while women will want to watch national weddings.

Additionally, where you decide to screen popular sporting events within the workplace, you should not assume that only matches involving, for example, England will be of interest to staff. Staff of different nationalities should be given equal consideration.

What if…?

An employee’s annual leave request is denied but they take the day off anyway?

Where an employee takes a leave of unauthorised absence, you may be entitled; following an investigation, to regard the matter as misconduct potentially leading to disciplinary action against the employee upon their return to work. Please contact your regional HR Adviser before progressing.

An employee commits a criminal offence while off work for example by being drunk and disorderly, committing assault or being involved in hooliganism at a sporting event?

You will need to carefully consider whether or not disciplinary action (and possibly dismissal) would be appropriate. It is immaterial whether the offence was committed in Britain or overseas. Whether or not dismissal is a reasonable response depends on the particular facts. If their offence is reported in the press and your business is mentioned in the report, bringing you into disrepute, there may be stronger grounds for dismissal. Please contact your regional HR Adviser before progressing.

I suspect an employee has come into work under the influence of drugs/alcohol?

You should not make unsubstantiated assumptions, but should first take precautions to prevent any potential danger to the health and safety of the employee and their colleagues. The potential courses of action will depend on: what, if any, policy is in place regarding Alcohol/Drugs at work; what your disciplinary procedure says about working under the influence of alcohol; precedent’s set based on previous company cases, and whether or not you have ready access to occupational health advice. Please contact your regional HR Adviser before progressing.

Information & Support 

Download and implement the BPIF Policy on ‘Sporting and Other Special Events’ to ensure you have sufficient processes in place for managing employees.

For further guidance, to discuss a specific case, or for information on our Absence Management Training Courses please contact your regional HR Adviser.