To make sure saying yes to what may seem an innocent question doesn’t backfire, you need to consider the advantages and disadvantages.
The advantages of pets in the workplace
Some advantages of having pets in the workplace include:
- a better work/life balance
- improved health and wellbeing
- reduced stress, leading to increased productivity
- retaining employees
- encouraging employees to take breaks and get fresh air
- enhancing recruitment by providing a competitive benefit
- a boost in morale and interaction in the workplace
The disadvantages of pets in the workplace
However, the disadvantages of having pets in the workplace are:
- employees who are allergic to pets could suffer illness and discomfort
- distractions – for example, a dog could disrupt meetings and cause unnecessary noise
- potential legal liability for any injuries, illnesses or damages caused by the pet
- having animals on the premises may incur extra costs, for which you would be liable
- some employees may have phobias of certain pets causing them stress and this could affect their work
- clashes between pet owners and others affected by the animals could cause tension
Ultimately, it’s your choice as an employer whether you allow pets in the workplace, but you should consider the health and safety implications.
Health and safety of having pets in the workplace
Under the Health and Safety at Work etc. Act 1974, employers have a duty to ensure the health and safety of their employees and others who could be affected by the work carried out. This must be done “so far as is reasonably practicable” and includes the risks that may arise when pets are brought into the workplace.
Not every workplace is suitable to bring pets to work. Consider a food production facility or one that makes sterile or medical products – having pets in the workplace would be a non-starter. However, even if your workplace is suitable, you still need to have processes in place to make sure everyone is safe – employees and members of the public.
Risk assessment
The most important process when considering health and safety is of course the risk assessment – this should include:
- the hazards that could cause injury or illness – for example, bites, scratches, allergies, slips, trips and falls
- information about the pet – for example, the breed and its temperament
- what happens if there’s an emergency – how the animals can be evacuated without causing a hazard for employees
- whether any vulnerable people will come into contact with the animal, such as new and expectant mothers, children, asthma sufferers or those with a phobia of certain animals
- whether there is any equipment in the workplace that could make an animal stressed, frightened or agitated – leading to them becoming aggressive
- the storage of pet food and whether it is safe and hygienic
This list doesn’t include everything, and you should add your own hazards which are specific to your business.
The risk assessment should be reviewed on a regular basis – at least every 12 months, following an incident or whenever there’s a significant change that needs a review.
Write a policy
If you decide to allow pets in the workplace, don’t take an ad hoc approach. You should draft and publish a Pets in the Workplace policy and make it available to all employees. Having a policy shows that you’re committed to a fair and consistent process when handling requests. It also sets out the rules employees must follow if they are permitted to bring their pet to work.
Your policy should include the following:
- a general procedure for requesting to bring pets to work
- how the employer will decide whether to accept the request
- the type of pets allowed / not permitted
- rules for storing pet food and feeding pets
- how permitted animals fit into the emergency procedures
- any designated pet-friendly areas
- rules concerning work productivity and performance
- a complaints procedure
- who is responsible for damage or injuries caused by the pet
- who looks after the pet in the workplace
These are suggestions and your policy should reflect the work environment and the type of activities your business carries out.
Pets in the workplace requests
It’s not a good idea to let employees bring in pets as and when they feel like it with no warning or controls. A consistent approach through a policy is best, as it’s fairer on everyone and avoids the risk of discrimination claims. As with all HR-related issues, record all requests, your response and the outcome in case they’re needed as evidence.
It’s up to you how to handle requests, but below is a suggested process for you to follow if you want to make sure that you’ve covered all bases:
- The employee submits a written request to their line manager
- The manager acknowledges the request – a meeting could be arranged to discuss the required documents needed for acceptance
- The documentation required for an accepted application is completed – for example, the pet’s vaccination record and microchip certificate – there may be a form an employee can fill out to provide all this information
- The employer carries out a risk assessment (see above)
- The employer makes a decision and notifies the employee of the outcome
Even if the request is accepted, it’s probably wise to have a trial period to see if the pet is suitable for the workplace.
If you’re considering instituting a Pets in the Workplace policy and you’d like some legal advice about how to draft it and/or what you can do to enforce it, you can contact us for guidance.