As summer heats up, temperatures start to rise, anticipation for family vacations and summer holidays grows, and the spirit of summer can be felt throughout the workplace. As the arrival of summer becomes increasingly evident in cubicles and corner offices, employees can become relaxed about workplace rules and conduct. In some instances, relaxed attitudes can influence employees’ office attire in negative ways.
Every employer can identify one employee who rolls into work wearing a Margaritaville T-shirt or short shorts and a tank top―all with the sounds of flip-flops echoing up and down the hall. In other instances, conflicts can arise among employees vying for time off during prime vacation season.
Identifying and addressing instances of dress code violations or vacation conflicts can be essential to maintaining a professional workplace throughout the year. Below are some important steps to follow to successfully implement a workplace dress code and to avoid unnecessary conflict over vacation time.
Summertime blues
Be clear with employees about your dress code and vacation policies. A clear, understandable policy is the cornerstone of successful enforcement. A good dress code will identify clothes that are inappropriate. For instance, some clothing may be off limits simply because of the content depicted on it. Some workplaces ban clothing with alcohol-related or other suggestive messages regardless of whether it appears on a collared shirt or tank top. While a particular style of clothing may be permissible as long as it meets certain criteria (e.g., length), it’s essential to provide objective standards. For example, if you are seeking to regulate the length of employees’ shorts, provide a specific length that is acceptable.
Also, consider instructing employees as to which accessories are appropriate with their clothing. Again, a clear and understandable policy is the goal. Consider whether your company seeks to prohibit flip-flops while allowing open-toe sandals or whether all sandals are off-limits. Be clear about whether summertime items such as sunglasses or tattoos are permissible as well.
Regarding vacation policies, let your employees know up front if there are certain times of the year that are unavailable for vacations. Similarly, it is important to have a system in place to accommodate absences during peak periods. It could be as simple as trading holidays or holding a lottery for certain times of the year. Whatever system fits your workplace best, make certain it is clearly communicated to all employees and they have a chance to review it throughout the year.
The heat is on
Lead by example. To get employees to “buy in” and follow your dress code, management must set the tone by complying with the code first. Make sure managers are aware of the dress code, and continue to educate them about the code’s requirements as time passes.
Along with your vacation policy, ensure that management continues to be invested in the company even during peak vacation periods. Nothing erodes morale more than seeing managers missing time while rank-and-file employees are required to be at work. Also, make sure that conflicts between managers for time off are handled internally, without alerting other employees to the situation. Those issues should not become fodder for internal conflict.
Finally, when it comes to enforcement, be certain to apply your policies consistently among employees. Because clothing preferences can often be tied to individuals’ personalities, tension can result when employees are confronted about their workplace attire. When that happens, managers will have much more credibility if they can point to the specific policy that is being violated and the employee sees that others are being held responsible for their clothing choices. As with the dress code, it’s important that employees see the vacation policy is being enforced fairly. It is imperative to avoid the appearance of favoritism.
Bottom line
As summer gets into full swing, unique challenges confront employers. Those challenges can be met by (1) communicating your expectations to personnel in a clear, understandable manner, (2) having management lead by example, and (3) enforcing policies consistently and fairly. By following these guidelines, your workplace will slide through summer with minimal conflict. 
Chelsea V. Brown is an associate with Steptoe & Johnson in Morgantown, West Virginia, focusing her practice on litigation. She may be contacted at chelsea.brown@steptoe-johnson.com.