by Dr. Kevin Dean, President & CEO, Tennessee Nonprofit Network
Did everyone enjoy the winter weather last week that left inches and inches of snow and ice all around Tennessee? Some nonprofits weren’t prepared, and they were calling us for advice on winter weather policies! Winter’s icy grip brings with it a unique set of challenges for organizations, and nonprofits are no exception. While the pristine beauty of a snow-covered landscape might evoke a sense of tranquility, it can also disrupt operations and pose safety risks for employees and volunteers. In the face of inclement weather, a well-crafted snow day policy becomes an essential tool for nonprofits to ensure safety, maintain communication, and minimize disruption. In this blog post, we will delve into the key considerations for nonprofits when developing comprehensive and effective snow day policies that prioritize the well-being of their workforce while acknowledging the unique dynamics of the nonprofit sector.
Prioritizing Safety Above All Else
The paramount concern during any inclement weather event is the safety of employees and volunteers. A snow day policy should unequivocally emphasize that personal safety takes precedence over any operational demands. This means actively discouraging travel in hazardous conditions, even when the organization remains technically open. The policy should provide clear guidelines on what constitutes unsafe conditions, referencing local weather advisories, road closures, and visibility levels. It’s essential to empower individuals to make informed decisions about their ability to travel safely, without fear of reprisal or pressure to report to work. TNN’s policy is that if the schools are closed, we are closed. We also encourage folks to work from home anytime there are conditions that may be dangerous for their travel.
When in doubt on anything safety-related, the question I ask is, “What would the headline read in the paper if something bad happend?”
Clear and Timely Communication
In the midst of a snowstorm, uncertainty can breed anxiety and confusion. A robust snow day policy should establish clear communication channels and protocols for disseminating information about closures, delayed openings, or modified operating hours. This might involve utilizing a combination of methods, such as email alerts, text messages, website updates, and social media announcements. The policy should specify who is responsible for making decisions about closures and communicating those decisions to the workforce. It’s crucial to ensure that all employees and volunteers have access to these communication channels and know how to stay informed about the organization’s operating status. We use Slack here at TNN, and it’s the most effective internal communication tool we use.
Flexibility
Recognizing that employees and volunteers have varying roles, responsibilities, and personal circumstances is key to crafting an effective and equitable snow day policy. Some employees might be able to perform their duties remotely, while others may have job functions that require on-site presence. The policy should offer flexibility, allowing for remote work arrangements whenever feasible and providing clear guidelines on how to transition to remote work during inclement weather. Similarly, volunteers should be afforded the flexibility to choose whether they can safely contribute their time during a snow event, without feeling obligated to risk their well-being.
Equity
A snow day policy should be applied consistently and fairly across the organization, regardless of an individual’s role, seniority, or employment status. It’s crucial to avoid creating a two-tiered system where certain employees are expected to brave the elements while others are granted leniency. This not only fosters resentment but also undermines the organization’s commitment to its workforce. The policy should clearly outline how work hours, pay, and leave time will be handled during closures or modified schedules, ensuring that all employees are treated equitably.
Volunteer Considerations
Volunteers are vital for the daily operations of many nonprofits. A snow day policy should specifically address the unique circumstances of volunteers, acknowledging their commitment while emphasizing that their safety and well-being are paramount. Volunteers should never feel pressured to report for duty during inclement weather, and the policy should explicitly state that their participation is entirely voluntary. Nonprofits should express gratitude for volunteers’ understanding and flexibility during weather disruptions and ensure they feel valued and supported. And if your snow day policy isn’t in your volunteer handbook, you’ve missed a step. (And if you’re asking, “we need a volunteer handbook?” I have news for you…)
Addressing Specific Scenarios and Contingencies
While the core principles of safety, communication, flexibility, and equity provide a solid foundation, a comprehensive snow day policy should also address specific scenarios and contingencies. This might include:
- Extended closures: How will the organization handle prolonged closures due to severe or persistent storms?
- Essential personnel: Are there certain roles that are deemed essential and require on-site presence even during closures? If so, how will these employees be supported and compensated?
- Power outages: What procedures should employees and volunteers follow in the event of power outages or disruptions to communication networks?
- Returning to work: What safety protocols should be in place to ensure a safe return to work after a snow event, such as clearing walkways and parking lots?
You should proactively address these potential challenges to minimize disruption and ensure the well-being of their workforce.
Cultivating a Culture of Safety and Understanding
A snow day policy is more than just a set of rules and procedures; it’s a reflection of an organization’s values and its commitment to its employees and volunteers. Prioritizing safety not only enhances morale and loyalty but also strengthens the organization’s ability to navigate the challenges of winter and continue fulfilling its mission.