How to support your team in summer

Your employees' challenges in the summer months will vary depending on their circumstances and preferences. Some people love the summer heat, while others struggle as temperatures rise. Parents of school-age children will likely face the perennial problem of balancing childcare with work commitments.

Finding out what matters to your staff is a good starting point. This information will allow you to create a strategy supporting the entire team. You can gather information through one-to-one conversations, surveys, or staff forums. First, let's look at some of the most common summer challenges.

Increased workloads

The summer season is a peak time for holidays, as many employees want to take advantage of warm weather to take a break in the UK or Europe. You may also have parents on your team who want to take leave when their children are on a break from school. Balancing the team's needs can present challenges for managers, who must ensure sufficient cover for essential tasks. Employees will likely have heavier workloads, as they must complete their colleagues' work as well as their own.

Heavier workloads can cause more stress and impact your team's energy levels.

Seasonal allergies

Hay fever can cause a runny nose, itchy eyes and throat, and headaches. Seasonal allergies can also cause skin rashes and other uncomfortable symptoms. These can make your employees feel tired, resulting in a less productive team.

Around one in five hay fever sufferers take time off work due to their symptoms. Hay fever and other allergy symptoms can become so severe that employees cannot focus. This could mean reduced productivity or increased sickness absence at a time when many employees are already away on annual leave.

School holidays

The school summer holidays can present a significant challenge to working parents. They represent the longest break in the school calendar, with most schools closed for at least six weeks. Childcare can be costly for younger children. Older children are often more self-sufficient, but their parents may still want to ensure their offspring are engaged in activities that don't involve screen time.

Employees without children can also become frustrated if they feel parents are being prioritised for annual leave during the summer months. Managers may struggle to balance different team members' needs and ensure everyone gets a break.

Disturbed sleep

Average temperatures in the UK have risen in recent years. Higher temperatures can disrupt sleep, as it takes longer for the body to cool down and prepare for sleep. Heat can also interfere with sleep cycles, resulting in more frequent waking and less deep sleep.

Sleep deprivation can impair concentration and reasoning and interfere with your employees' ability to work effectively. It can also cause physical problems such as a lowered immune response and increased risk of type 2 diabetes and cardiovascular disease.

Low motivation

It can be hard to work during the summer season when we'd rather enjoy the warm weather. Team spirit can be affected when team members leave for their summer holidays, and those in the office must pick up their work. Other pressures can lead to a productivity slump as your team struggles to feel motivated and may lack concentration.

Low motivation can also be a sign of mental health issues, such as anxiety or depression, so it's a good idea to consider ways to support your team's mental well-being.

High temperatures

We've mentioned the impact of high temperatures on your employees' sleep, but they can also cause other practical problems. For example, employees may face a stressful commute on hot summer days when using public transport, especially if your area is popular with tourists. The office environment can become uncomfortable, and staff may struggle to dress professionally while keeping cool.

Dehydration can cause fatigue, headaches, and concentration issues. If your team members forget to drink enough water, they will likely become dehydrated in warmer weather.

We've examined some of the challenges your team can face in the summer. Happily, there are solutions you can put in place to support your staff, help them stay cool and boost engagement and team spirit throughout the summer.

It's a good idea to encourage staff to take responsibility for their well-being while providing resources to help. However, other measures may require practical changes to the office environment.

Plan ahead

Creating a positive work environment during the summer requires careful management and advanced planning. Conflicts between team members can quickly arise due to clashing priorities, and managers must treat people fairly to minimise these issues. Work on team bonding throughout the year to reduce stress and potential conflict. You could consider running a team-building event to foster collaboration and build positive relationships.

Here are two issues that can cause conflict, where planning in advance can help minimise problems.

Allocate annual leave early

Employees differ in their approach to booking holidays and organising annual leave. Some may prefer to plan travel and book annual leave well in advance to avoid limited availability and higher travel costs. However, this can cause conflict with those who prefer to wait or have other commitments to consider. There isn't a simple solution, but raising the issue early can help. It enables an open discussion of your team's plans and preferences, increasing understanding and creating a more inclusive atmosphere.

Workload planning

Encouraging your team to consider their annual leave requirements early enables managers to plan workloads. This means your staff won't be overwhelmed with excess work when covering for colleagues during their summer break. It can also allow managers to identify any additional support they may need.

Effective workload management also requires suitable handover planning. Ensure employees know who will look after their tasks while they're away and that they provide clear handover notes and instructions. Ideally, this should occur in advance, letting colleagues ask questions and clarify instructions if necessary.

Flexible working

Flexible working arrangements can benefit staff throughout the year but are particularly useful during the summer holidays. They can help staff manage the symptoms of seasonal allergies, minimise the impact of sleep disruptions, and allow working parents to manage caring commitments.

Flexible working arrangements typically take two forms. You can offer flexible hours, working from home or a combination of both. Learn more about the well-being benefits of flexible working here. It's a good idea to start by considering what flexible working arrangements you can offer before starting conversations with your team.

Flexible hours

There are various approaches to flexible working hours which you can tailor to employees while also considering business needs. Staff could move their working day earlier or later, take an extended lunch break or work compressed hours over four days instead of five. Flexible hours can help working parents by reducing their need for childcare and help those with seasonal allergies avoid travelling to work when pollen counts are high.

Working from home

Working from home can give employees control over their work environment, which can help them manage their temperature or reduce hay fever symptoms. Home working may not be appropriate for parents with very young children who require significant attention, as it could be disruptive. However, it's wise to consider requests on their merits. For parents with older children who don't need much supervision, working at home can create opportunities to spend time together when they might otherwise be commuting or in the office.

Reduce potential allergens for hay fever sufferers

Hay fever and other seasonal allergies can cause symptoms that negatively impact employees' work. Self-help resources can help your team manage their symptoms. Still, you can also take practical steps to improve the workplace environment and minimise exposure to allergens such as pollen and dust.

If you have air conditioning, consider keeping the windows closed to keep airborne allergens out. Regular cleaning, including vacuuming, dusting and mopping, can remove allergens that come in on employees' clothes or through open doors and windows. Providing storage for outdoor clothing, such as coats and jackets, can also help.

Arrange social events

Social events support team bonding by helping staff get to know each other away from the office. Invite employees to activities such as summer picnics, after-work drinks, a movie night or sporting activities that encourage interaction and friendly competition.

When inviting employees to a social event, you must be mindful of their needs and consider appropriate activities. For example, employees with young families may not want to stay after work to go to a bar with their colleagues. However, they may enjoy family-friendly events such as a scavenger hunt or team barbecue with games to entertain the children. These events can help colleagues get to know each other and their families in a relaxed setting, which benefits team cohesion.

Organise team-building sessions

A summer social can enhance team spirit, but you could also consider organising a team-building event just for employees. Summer team-building activities could include team sports, a scavenger hunt or a trip to a local attraction. External suppliers can also bring various activities to you, such as cocktail-making or a murder mystery session, to work on your team's problem-solving skills. If you work with a charity as part of your CSR strategy, ask if there are any practical projects your team can work on together.

If you plan to arrange a team-building event outside, always consider the needs of employees with allergies and choose an alternative activity.

Provide help with childcare costs

Childcare costs increase during the school summer holidays when parents must find suitable care for their children or take time off work. There are many ways to support working parents in the summer, but helping them to meet childcare costs can make a real difference.

Three government schemes can help with childcare costs. One is only available to existing members, while the other two are open to new applicants.

Childcare vouchers

The Childcare Voucher Scheme has been closed to new applicants since 2018. However, if your staff are still members, they can use their vouchers to pay for holiday clubs for their older children. The scheme works via salary sacrifice, meaning employees won't pay income tax on funds used for vouchers. You can support employees by reminding them of their membership and providing information on settings which will accept vouchers.

The tax-free childcare scheme is still open for parents of children under 11. Parents can set up an account, and basic rate taxpayers will receive a 20% top-up on funds they pay in. They can claim up to £2,000 per child each year.

The Workplace Nursery Scheme

Your company can participate in the Workplace Nursery Scheme by registering with a registered childcare provider, such as a nursery. You pay a monthly fee to your chosen provider, and your employees can then pay the fees via salary sacrifice, meaning they'll pay less income tax.

Employees can't use the scheme to pay for standalone summer holiday clubs but can pay for clubs operated by nurseries or registered settings that operate all year round.

The Holiday Activities and Food Scheme (HAF)

The Holiday Activities and Food Scheme (HAF) began with a pilot scheme in 2018 before becoming available nationwide in 2021. The scheme supports families with children who qualify for free school meals during term time, as parents can struggle to provide nutritious meals during the holidays when this support isn't available. HAF also recognises that access to organised activities can benefit children's overall well-being. Children with additional needs, such as those with an education, health and care plan (EHCP), are also eligible.

Eligible parents must apply to their local authority for access. However, you can promote awareness by providing details to all employees.

Help staff make the most of their break

A summer break can give your team members time to relax and spend quality time with their loved ones. They may have booked a summer break or planned days out and weekends away with their families. The cost of living crisis has likely impacted the disposable income they have to make the summer holidays an enjoyable experience. Your team may also be looking for new ideas for local entertainment or outdoor activities.

Offering information about free or low-cost activities can help staff get the most from their break. For example, you could provide details of cycle trails or the nearest national park where they can enjoy nature, or free museums for some culture.

An employee discount scheme can also help staff save money on paid activities and travel. Your business can offer these via a standalone employee perks platform or through your health insurance, where members can earn points to spend on rewards.

Keep the office cool

Even when your staff can work from home, office attendance may still be necessary sometimes. Ensuring the office is cool can keep your team comfortable and performing at their best. Air conditioning, desk fans, and shaded windows are all useful. It's also a good idea to ensure staff take regular breaks, particularly if they work in an area which is challenging to keep cool.

Adjust dress codes

Dressing professionally can present a challenge on warm summer days. If your office has a dress code, consider whether it has enough flexibility to allow staff to dress appropriately while remaining cool. Communicate with your team about suitable summer alternatives to their usual office attire. For example, they could substitute a shirt and tie with a polo shirt or wear clothing made of lightweight fabrics.

Stay hydrated

Dehydration can cause tiredness, dizziness and lapses in concentration, impacting their work and overall health. Your staff are at increased risk of dehydration during the summer when temperatures rise, so you must encourage them to drink plenty of water throughout the day.

Encourage your team to drink more water by providing an office water cooler. Also, consider investing in branded water bottles for each employee to refill when needed. Signpost staff to information about the symptoms of dehydration so they know what to look out for. On very hot days, buying everyone an ice lolly could boost morale.

Encourage slowing down

As we've mentioned, energy levels can fall during the summer, and your staff may lack motivation. We've discussed appropriate workload planning when annual leave impacts staffing levels. Focusing on quality over quantity can help with this process and avoid increased stress or other mental health problems.

Managers can lead by example by taking breaks during the working day, leaving on time, and talking about self-care. Share information and ideas your team can use to relax and recharge outside work. These could include details of meditation and mindfulness apps or classes or local places to spend time in nature.

Provide mental health support

There are various ways to support your team during the summer, from summer team-building activities and help with childcare to effective workload planning and practical ways to stay cool in warmer temperatures. These measures can help to prevent increased stress and other mental health challenges.

However, mental health issues can still arise despite your best efforts. Providing your team with mental health support lets them seek advice tailored to their needs. Depending on your chosen policy, health insurance can provide access to counselling and psychiatric treatment. Employee assistance programs (EAPs) offer counselling and guidance on legal and financial issues.

Business health insurance provides your team with quick access to private medical care. While it can't treat hay fever, its services can offer guidance on alleviating symptoms of seasonal allergies and other health issues, including mental health conditions. Health insurers also provide guides and self-help resources to help you develop well-being initiatives and learn more about ways to stay fit and well this summer.

Most health insurers also offer a member rewards program with discounts on travel and days out to help members get the most out of their summer break.

We hope this guide has given you new ideas for supporting your team this summer. If you'd like to learn more about how health insurance can help, contact us for advice tailored to your business.