As winter looms, the clock changes, and the days begin to shorten, many employers have questions about how to cope with the challenges brought about by winter. Winter weather emergencies come in all shapes and sizes including floods, power failures, blizzards, ice storms, and sub-zero cold snaps. Most employers must remain open regardless of the conditions to service their customers. Now is the time to plan for the winter’s potential impact on your business.

A good first step is to review your inclement weather/emergency closing policy to ensure it is up-to-date and consistent with your practice. Make sure the policy covers the organization’s view on closing. What type of event is likely to trigger closing? How will it be managed? Will you remain open in most instances? All instances? Make sure to include this information in your policy.

• Example: It is the policy of the Company to remain open for business during all regularly scheduled hours whenever possible.In cases of severe weather, the personal safety of employees and their families is paramount.  Decisions about reporting to the Company, or for other business-related travel, should always be made with this is mind. The company will rely upon a declaration of emergency by the Governor in making a determination whether or not to close. (Optional sentence)If you have any questions or need guidance related to individual situations, please ask your manager and/or Human Resources.

Identify which employees are required/essential personnel and ensure all contact information on those employees is up to date.

If your organization permits remote work, remind employees to follow internal approval processes when they choose to work remotely due to a weather event.

Review your pay programs to determine if, when, and how employees will be paid based on occurrences.  Can they use PTO, vacation, and/or unpaid time? Will you allow employees to work from home?

Identify the team that will make decisions on closings or work stoppages. Determine how employees will be informed of the decision (Call-in number?  Website?  Direct call?  Email? Text message? Local media?)

Ensure emergency/safety personnel are trained and familiar with their responsibilities.

Ensure all employees have details on what to do in the case of an emergency, including following procedural drills.

Know your business:

• Determine the impact of emergencies on your business and what pre-planning strategies you should adopt now. For example, should you be without electricity for a long duration, how will it impact any inventory and/or products? Should you consider backup generator purchase / rental agreements now?
• Train and prepare your managers and crews for outdoor work (if applicable) and safety requirements.
• Hold your team accountable for all safety requirements.

How cold is too cold?

Under the law, adequate heat must be provided from October 15 through May 15 (see MGL ch. 149 § 113). While Massachusetts hasn’t issued regulations, the Commonwealth Department of Labor Standards has published guidance specifying the minimum temperature that must be maintained at each type of workplace. Below are the minimum temperatures required by workplace type:

• Factories 60 – 62 ^o
• Foundries 50 – 60 ^o
• Machine Shops 60 – 62 ^o
• Offices 66 – 68 ^o
• Public Buildings 60 – 68 ^o
• Restaurants 62 – 66 ^o
• Schools 66 – 68 ^o
• Stores 65 ^o
• Theaters 62 – 65 ^o

Decision makers

Identify in advance who will determine whether and when the organization will close for the entire day or part of the day. One way to manage this, depending on the size of the organization is to consider including multiple management positions in a decision tree process to ensure that a fully informed decision is made as quickly as possible.

Some resources that may help decision-makers determine the appropriate course of action are available from the Commonwealth of Massachusetts.

When it’s cold

To help minimize the risks of the cold and the winter, employers should consider the following:

Train workers

Just as workers can suffer from too much heat in the summer, winter can bring on cold stress, especially if your business involves outdoor work or exposure to the cold (e.g., loading docks construction, and driving). To minimize risk, train your workers to recognize:

• Symptoms of cold stress, prevent cold stress injuries and illnesses
• The importance of self-monitoring and monitoring coworkers for symptoms
• The need for first-aid and how to call for additional medical assistance in an emergency
• How to select proper clothing for cold, wet, and windy conditions

Detailed information on cold stress and how to cope with it is available from OSHA’s website.

Adopt Safe Work Practices

Depending on your business these may include:

• Establishing a buddy system so that one worker can recognize danger signs a coworker may be experiencing and call for help.
• Monitoring workers who are at risk of cold stress
• Developing work plans that identify potential hazards and the safety measures to protect workers
• Scheduling maintenance and repair jobs for warmer months
• Scheduling jobs that expose workers to the cold weather in the warmer part of the day
• Avoiding exposure to extremely cold temperatures when possible
• Limiting the amount of time spent outdoors on extremely cold days
• Using relief workers to assign extra workers for long, demanding jobs
• Providing warm areas for use during break periods
• Provide warm liquids to workers such as sweet beverages (sugar water, sports-type drinks), and avoid drinks with caffeine (coffee, tea, sodas, or hot chocolate) or alcohol.
• Eating warm, high-calorie foods such as hot pasta dishes
• Monitoring the weather conditions during a winter storm, having a reliable means of communicating with workers, and being able to stop work or evacuate when necessary
• Gradually acclimatizing new and returning workers by slowly increasing their workload, and allowing more frequent breaks in warm areas, as they get accustomed to working in the cold
• Having an effective means of communicating with workers, especially in remote areas
• Knowing how the community warns the public about severe weather: e.g. outdoor sirens, radio, and television
• Training workers about cold-induced illnesses and injuries.
• Encouraging workers to wear proper clothing for cold, wet, and windy conditions, including layers that can be adjusted to changing conditions.
• Assuring workers in extreme conditions take frequent short breaks in warm dry shelters to allow their bodies to warm up.
• Avoiding exhaustion or fatigue because energy is needed to keep muscles warm.
• Remember, workers face increased risks when they take certain medications, are in poor physical condition, or suffer from illnesses such as diabetes, hypertension, or cardiovascular disease.

Every workplace is different and will present unique and specific situations that employees may have to face meaning companies may have to alter their use of the information above to tailor it to its particular workplace.

OSHA

OSHA offers information to help employers protect employees who work outdoors in cold environments.

Prolonged exposure to freezing or cold temperatures may cause serious health problems such as frostbite and hypothermia. Danger signs include uncontrolled shivering, slurred speech, clumsy movements, fatigue, and confused behavior. For more information from OSHA on the dangers of cold, please visit this website. This link includes a helpful discussion on the differences between Blizzard Warnings, Wind Chill Advisories, Wind Chill Warnings, Winter Storm Warnings, Winter Storm Watch, and Winter Weather Advisories.

OSHA’s website also provides a free reference guide that links to all of the agency’s resources and recommendations to combat and prevent many cold-related illnesses and injuries. Click here for more information.

For free copies of OSHA’s Cold Stress Card in English or Spanish, go to OSHA’s website, www.osha.gov, or call 1(800) 321-OSHA.

AIM members with questions about this or any other human-resource issue may call the AIM HR Helpline at 1-800-470-6277.