What can you expect from your employers during 'freak' weather periods - hot or cold? We offer tips and advice based on existing policies across Europe.

A comfortable and healthy working environment is essential for a productive staff. Extreme weather conditions such as heat waves or plunging temperatures make it difficult to work, especially if your workplace conditions aren't up to standard, or simply not geared to handle 'un-seasonal' weather.

Autumn has been unusually warm with temperatures reaching up to 20 degrees in many places. Thursday 16 November was the hottest 16 November ever recorded in Belgium and the Dutch news reported that 2006 has seen the hottest autumn in 300 years.

Summer in 2006 was no different. There were at least two heat waves in most European countries accompanied with several heat-related deaths (some while working) and near record temperatures in many places .

It was the hottest summer ever in Britain, the hottest month (July) followed by the wettest month (August) in the Netherlands.

Extreme weather seems to be growing more common but are these events temporary natural deviations or here to stay? The definite answer has been hotly contested. However,  scientific studies predict that extreme cold and hot weather conditions will occur more frequently in the future and will become standard rather than exceptions to the rule.

Many attribute this frequency in freak weather worldwide to global warming; the observed rise in the average temperature of the Earth's atmosphere and oceans in recent decades.

The prevailing scientific view causing this climate change is attributed to human activities that increase the level of carbon dioxide (CO2) and greenhouse gases in the atmosphere.

According to Switzerland's top environmental expert Philippe Roch, freak weather is an "indication" of global warming. Findings published in the Observer newspaper ascribe rising temperatures in the UK to global warming. The BBC also reports on the results of the Global Scientific Body that 'only greenhouse gas emissions can explain freak weather patterns'.

The consequences of these realities for employees are becoming painfully obvious each time it gets 'freaky'.

In the summer, many employees were working in 'sauna-like' conditions with no air-conditioning, proper ventilation and air circulation. Fans and open windows, though they bring temporary relief, do not provide structural solutions. In addition, heat generated from computers also exacerbates the situation.

Even free ice cream from the boss doesn't appear to have worked as I gathered while reading forums. Many preferred to go home earlier or work from home, which is not feasible for everyone.

Some employees who did have workplace air-conditioning were happy to go to work, but others complained that this meant sitting in a cold, draughty environment which contrasted too much with the outside temperature and caused health problems.

Overall, it is clear that in the summer months many employees saw their performance fall as they tried to fight the tropical heat and be productive.

Lack of concentration was the most cited problem, but other health problems such as, increased stress levels and irritation, dizziness, fainting, nausea, dehydration, headaches, and breathing difficulty were also identified.

Many also grumbled that management quarters did not suffer as much because they often had air-conditioning or simply better facilities.

Similar complaints are voiced for conditions of extreme cold – especially during unseasonal weather, though these were less severe than during heat waves.

Employees complain about heater-induced headaches, lack of fresh air, too much humidity, dehydration and in worse cases, hypothermia and confusion.

Dress code

Health concerns are not the only issues raised by freak weather conditions, but another hotly debated workplace issue has been touched upon: gender-related discrimination.

This time it is sartorial discrimination - the policy regarding dress code differences between women and men.

If in reality men have been getting away with higher salaries than women, this time it is women that have been getting away with wearing whatever suited them to deal with the temperature.

While men have still been expected to sport a suit complete with tie during heat waves, women have taken the liberty to come to work wearing more comfortable apparel like short skirts, sleeveless shirts, airy dresses and open sandals.

For instance, the Hildegard von Heyne-Instituut in Berlin that advises attire for office work recommends that men should wear a tie at all times, keep their jacket on (depending on their position); wearing shorts and rolling up sleeves are unthinkable.

Women meanwhile can wear sleeveless shirts and short skirts, but they need to shave their legs and armpits.

Research by Croner a UK consultancy reported that 50 percent of the female and 60 percent of the male employees surveyed agree that women override dress code policies during the summer.

The situation does not limit it self to the summer only. In fact the report also indicates that 33 percent of the women and 50 percent of the men taking part in the survey think that women get preferential treatment when it comes to dress code on the office floor throughout the year.

The result has been friction in the workplace, reduced office moral, and possible litigation based on sex discrimination. Following a study in Manchester, UK, the researchers advise companies to have unambiguous rules on what is tolerated or not - a comparable dress-code for men and women in similar working conditions - and to enforce gender neutral dress code polices and discipline those who do not abide by the rule.

It is clear that policies and legislations that apply during unusual weather conditions are not always clear and well-defined.

Employees and employers are not often aware of the national regulations and in some cases companies do not have lucid and concrete policies that specifically address freak conditions. However given the expected frequency of freak weather conditions, the need has become more pressing.

What your company can do

Legislation and law differ across countries and even within countries. But most use the International Labor Organization (ILO) code of practice as a starting guideline.

One of the problems in terms of clear policy formulation is defining what is too hot or too cold. Often legislations use general terms such as 'reasonable' or 'comfortable' workplace. For instance, the World Health Organization (WHO) says the maximum temperature should be 24 degrees Celsius (24°), the Trade Union Congress (TUC) in the UK 30° and the Dutch labour union FNV Bondgenoten advises measures depending on the temperature ranging from 25° to above 35°.

Below are a compilation of tips on how employers (and employees) can deal with freak weather conditions including those of the ILO.

Temporary measures

• Hand out electric ventilators and fans in absence of air-conditioners. Using fans under the temperature of 36° can be cooling, but above that temperature, it will heat you further.
• Drink at least once an hour. Drinks between 15-20° are preferred to iced ones.
  Alcohol, caffeine, carbonated drinks, and high salt or sugar content drinks are inappropriate.
• Flexible work system- allowing employees to come in early.
• Avoid offering heavy and hot food in the canteen.
• Give extra breaks and reduce work intensity and working hours.
• Flexible dress code - more casual and light clothing.
• Instate siesta, which is widespread in hot weather countries such as Spain, it is not common in Northern Europe. A report by the Maastricht University online Research Institute, Flycatcher, found that in the Netherlands 2/3 out of 500 interviewed employees would like to have a siesta similar to the Southern Europe countries during very hot weather. They state the heat decreases their productivity and a siesta would help mitigate that.

Structural Changes

Assessment of work environment including changing the tasks so work rate in hot conditions could be reduced thermal measurements and seeking advice of appointed regulatory body about exposure standards.

Prevent and control hot environment by:

• Ventilation system that also takes into account sudden or seasonal temperature mark ups.
• Avoid draughts when providing cool air for static locations.
• Water fountains are also unsuitable since they do not allow people to drink a sufficient amount of water.
• To avoid dehydration, water with low salt concentration or dilute flavoured drinks should be readily available.

Prevent and control cold environment by:

• Insulate surfaces where possible.
• Ensure that the velocity of air movement is minimised, but with sufficient fresh air.
• Train and inform employees about severe heat or cold-related health risks. Have first-aid facilities and well-trained staff available in case of emergencies.
• Install sun blocking mechanisms for windows to avoid direct sunlight.
• Install thermometers in the work floor to see when the temperature is rising or too low.
• Implement equal dress rules.  Croner suggested some basic rules, such as: 
  - The dress code needs to be spelled out in a clear and transparent policy. 
  - The code must be enforced in a consistent and proportionate way.

Most importantly as freak weather is expected to be more frequent, employers should provide the necessary changes to accommodate heat-wave or freezing cold temperatures.

Whether we are in for a freezing cold or 'too warm to be a winter' weather over the approaching winter months, one thing is for sure; women employees will find the right outfit to suit the temperature.

Sources include:

News from the BBC (1),

BBC (2)

Neue Zürcher Zeitung online:

Croner online

Climate changes and the EU's reponse

November 2006

Kookie Habtegaber is a freelance journalist based in the Netherlands.