Support with Managing Staff During the Winter Period

8th December 2025

As winter approaches, many organisations face a range of staffing challenges – from year-end annual leave planning to seasonal wellbeing and winter illness. Taking time now to review policies, communicate expectations and support your team can help ensure a smoother winter period. This guide highlights key areas for employers to consider over the coming months.

Managing Annual Leave at Year-End

Most organisations have an annual leave year that runs from April to March. As we move into 2026, this is a useful point to review where staff are with their current annual leave allocation.

• Remind employees how much leave they still have to use.
• Encourage early booking to avoid last-minute congestion.
• Re-communicate any policies around annual leave carry-over.

If annual leave has been a challenge to manage this year, you may find our Managing Annual Leave Guidance Document a helpful read and consider whether any adjustments are needed for 2026–27.

Planning for Severe Weather Disruption in Winter

Scottish winter weather can bring all sorts of challenges. At times, the severity of conditions may prevent staff from reaching the workplace, or issues at your premises may even mean temporary closures.

These situations are far easier to manage when you already have a clear policy in place. Ensure staff know:

• what the expectations are during weather-related disruption
• whether home working is an option
• who they should contact and how
• how pay or time off will be handled

Our HR Advice Team can help you develop a Severe Weather Disruption Policy and support you to implement it effectively.

Supporting Seasonal Mental Health and Wellbeing

As winter draws in and days become shorter, colder and often wetter, it’s important to consider how these seasonal changes may affect your staff.

Many workplaces can support seasonal mental health by focusing on a few key areas:

Boosting Daylight and Movement

• Encourage breaks outdoors where possible – consider lunchtime walking groups.
• Maximise natural light by positioning desks near windows.
• Consider using light-therapy lamps in common areas or as an optional resource for staff.

Raising Awareness and Reducing Stigma

• Provide information on Seasonal Affective Disorder (SAD), its symptoms and available treatments.
• Ensure managers are trained to spot signs of low mood, fatigue and burnout and can signpost staff to appropriate support.
• Create regular opportunities for informal check-ins. A culture where staff feel safe discussing mental health helps reduce stigma.

Improving Workplace Conditions

• Ensure indoor temperatures meet minimum recommended standards (at least 16°C, or 13°C for physically demanding work).
• In colder areas, consider space heaters or relaxed dress codes.
• Provide healthier snack options – fruit, nuts and other slow-release energy foods – alongside any festive treats.
• Maintain good lighting to reduce eye strain and support wellbeing.
• Keep fresh air circulating to reduce the spread of airborne illnesses.

Support Home Workers

For organisations with home-based staff, include them in your Lone Working Risk Assessments and Policies. Seasonal isolation and higher workloads around festive or fiscal deadlines can affect wellbeing, so regular communication is key.

Managing Winter Illnesses and Staff Absence

Winter typically brings an increase in colds, flu and norovirus. Employers may find it helpful to revisit some of the hygiene strategies used during the pandemic:

• Provide sanitiser in key areas.
• Encourage regular handwashing.
• Remind staff to stay home if they are significantly unwell.

Encouraging eligible staff to get flu and COVID-19 vaccinations can also help reduce the spread of illness. Allowing staff time away from work where possible to receive their vaccines may support this.

In January, we are holding an Absence Management Workshop covering both short- and long-term sickness. Please follow the link to reserve your place.

Key Takeaways for Employers

• Review annual leave balances before the end of the leave year.
• Ensure you have a clear winter or severe weather policy in place.
• Support staff through seasonal mental health challenges with awareness, good communication and a healthy work environment.
• Promote good hygiene and vaccination uptake to reduce winter illness.
• Refresh your approach to managing sickness absence.

If you would like support reviewing your policies or understanding your responsibilities as an employer, our HR Advice Team is here to help. All of our HR and health and safety resources are available at any time for Subscribers and Membership Plus customers.

This content was written by our team, with AI tools used only to support review and refinement.