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As Kansas City braces for a combination of dangerously cold temperatures, increasing chances of accumulating snow and a winter storm system later this week, many local businesses are facing critical operational questions: How can we continue functioning safely? And how can we protect our employees when conditions turn treacherous?
Recent forecasts show Arctic air moving into the region with colder-than-normal conditions expected through the weekend, creating hazardous travel and potential snow impacts.
A clear inclement weather-remote work policy is essential in this environment — one that outlines how and when your team can transition to working safely from home if commuting becomes unsafe. In this post, we answer common questions and provide practical guidance to help your business prepare, communicate, and operate effectively during severe winter weather.
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An inclement weather remote work policy outlines when employees are allowed or encouraged to work from home due to hazardous conditions, how inclement weather decisions are communicated, and what expectations apply during temporary remote work periods.
It helps employers maintain business continuity while prioritizing employee safety during snowstorms, extreme cold, ice events or other severe weather.
An inclement weather remote work policy is typically activated when:
Local travel advisories or warnings are issued
Road conditions make commuting unsafe
Schools or childcare facilities close unexpectedly
Power outages or infrastructure disruptions occur
Employers should clearly state whether remote work is encouraged, optional or required under these circumstances.
Recently, some employees presented a proposal to work at home on days when weather conditions are severe. None of our employees currently works outside of the office, so we don’t have a remote work policy for employees (occasional or otherwise). How should we respond?
As an employer, you have a legal and ethical obligation to keep employees safe while they’re working on your behalf. When possible, letting people work from home is far better than having an employee get hurt on the way to work, which could put your company at risk of a workers’ compensation claim or a negligence or wrongful death lawsuit.
Even more important than the legal concerns, of course, is to follow practices that demonstrate you care about your employees’ well-being. In addition to commuting safety, schools may be closed, leaving those employees who have young children in a pinch. In our experience, allowing remote work is a good practice when weather is a factor.
When severe storms strike, having a proactive inclement weather-remote work policy is essential. A well-crafted policy ensures employees understand when remote work is encouraged and what steps to take if weather conditions prevent them from commuting safely.
Effective communication, clear expectations and a defined process for transitioning to remote work can minimize disruptions while keeping employees safe.
Do we need an inclement weather-remote work policy?
The short answer is yes. Such a policy lets employees know the circumstances under which the company encourages them to work from home.
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What should we include in an inclement weather-remote work policy?
During the pandemic, many companies developed remote work policies. That’s a good place to start as you develop or update existing inclement weather guidelines – which you should do unless your entire team telecommutes 100% of the time.
Your inclement weather-remote work policy should clearly define expectations, such as employees’ availability when they are off-site, connectivity to systems they need to do their jobs (internet and phone, for instance), work hours and how they should notify their managers and departments that they will be working from home. You’ll also need to ensure that employees who are allowed to work from home have everything they need for remote work health and safety.
Establishing protocols your company will follow when bad weather occurs on days employees would otherwise be expected at the workplace ensures everyone knows what to do when the time comes.
Most notably, your policy should address:
To prepare for extreme weather, consider integrating the following into your policy:
An effective inclement weather-remote work policy protects both you and your employees. It helps ensure your people – the most important resources a small business has – stay safe, connected, informed and engaged during severe weather events.
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Providing flexibility during severe weather, such as remote work options, reduces employee stress and shows your commitment to their safety and well-being. To take it a step further, ensure employees are equipped with resources like a remote worker safety checklist, ergonomic setup advice and hazard prevention tips for their home workspace.
At Axcet HR Solutions, we go beyond guidance—we partner with businesses like yours to craft tailored inclement weather policies and strategies. With over three decades of experience in Kansas City, our safety and health consultants are here to help you prioritize employee safety while maintaining business continuity. Schedule a consultation with us today to prepare your workforce for whatever the weather may bring.
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