How Can We Make Our Office More Comfortable for Pregnant Employees? Seeking Advice!

Dear Seniors,

We are an IT firm based in Chennai with about 150 staff. Four of our staff are pregnant, and I would like to make some concessions at the office for them while at work. An example would be - some pregnant ladies are pretty drowsy at certain times of the day so having a cubicle for them to take a short nap...

Would appreciate your advice, many thanks in advance.

Regards,

A very good initiative. Long time back, even we at our organization wanted to start such initiatives, unfortunately, couldn't.

The basic idea behind providing concessions for them would be to increase the loyalty factor and also employee retention. We can't afford 4 of our resources performing low. To keep their performance near their normal levels, we need to take such initiatives.

The cubicle idea is very good. Apart from that, you could also think of providing a pick and drop facility for them. You could also buy and store some medical stuff which would be handy to them, like medicines, exercising equipment, and some useful reading materials during pregnancy.

You could also decrease their working hours just to make sure they won't apply for leave for more days. If you provide snacks at your organization, make sure they get some healthy and prescribed snacks like fruit juices, etc.

The main scope would be that they should feel that the company is serious about their inputs in work and also serious about their healthcare during such a precious time in their life.

Just a few thoughts....

First Nice Initiative

Second - Your "title" conveys a wrong message, honey! I thought it was about making it a nice place for getting pregnant. I am sorry to have said this, but please, it conveys a wrong message altogether. If it was a typing error you later realized, kindly ask the moderator to change it as per the right message you wanted to convey. Sometimes even missing a single punctuation mark can mean a different story. It's a fact.

Back to business:

Apart from the cubicle, make sure that they are given a nice place to sit, which is not very closed but has a window that would allow fresh air to flow in.

Let them take frequent intervals in between. Since they are sitting and working for a long time, they can take a 5-10 minute break every hour and walk for a while.

It's a tendency to feel thirsty. Why don't you think about having some fresh fruit juice available in the canteen?

I will think of a few more and get back.

That's a very good initiative and concern for your employees. Such initiatives would help you to retain your employees and strengthen relationships between management and them. In turn, it leads you to gain their loyalty and honesty.

As an opinion, I would like to add the following:

1. Flexible timings - Based on the work nature, traveling distance, health requirements of the pregnant lady, both the management and employee can agree mutually on suitable flexible timings. For instance, if working hours are from 9 am to 6 pm but if she says she'll be able to work only from say 11 am but capable of providing the same productivity, then it can be granted. Or the workload can be reduced or shared with others. Being proactive if management approaches her even before she does, then it's a sign of what I have mentioned above. Or she might even be encouraged to show more productivity as what the employee needs at that time is a pat.

2. Work from Home - Laptops can be provided so that she can work from home. This is in extreme cases.

3. Can provide a small room where she can rest for an hour after lunch or when she feels dizzy. You can also take care of her health by allowing her a checkup by your campus doctor.

No employee would try to misuse the above privileges as they would feel only to be honest and show increased productivity levels because of the facilities provided by their management, especially at that stage.

Apart from these, there are a couple of threads posted in Citehr regarding pregnancy employee cases at the workplace. I request you to kindly search using the search option above for you to have an idea of how not to behave in those cases.

You can also have a facility at your canteen/mess/cafeteria to sell fruits or something that would be needed by them. You should ask them for that. Also, have a talk with them about what they would prefer in order to work efficiently at these times.

Hi Tmathai1,

It's really nice to see your organization being sensitive to issues like this, and good to have HR professionals like you to promote such behavior. In today's scenario of recession, providing facilities to pregnant ladies is really commendable.

I have my own share of such experiences. My boss gave me timing relaxation which helped a lot. I was able to handle the most hectic HR job, i.e., PMS, during that time. Even though my office is 2 hours away from home, I am back to work now.

It is truly disheartening to learn from recent posts that pregnant women were either fired or asked to resign. Other organizations should learn from your organization's practices.

Good job.

Jhuma:)

Won't this encourage people to have affairs and get pregnant? 🤔🤔🤔

Please let me know if you need any further assistance.

RAVI: You remind me of Joe in the TV show "Friends." I like him for his unusual thoughts (not usually appreciated) and seriousness while asking the same... 💡!

Dear Mathai,

Please find the below link which will answer all your queries. I have posted a PowerPoint presentation on pregnancy-friendly activities in the Human Resource Management Forum. Please check it.

https://www.citehr.com/161693-pregna...tml#post689436

Hello, it was really a fantastic idea because women being pregnant and still coming to the office means they need a job and at the same time, we need qualitative and experienced employees to balance it out. It's better to provide more facilities to them to retain them, which also implies that the employer wants them to continue. So, it's a very good retention strategy and cost-saving measure instead of hiring a new person and training him.

Here are a few tips:
1. Spacious workplace with large legroom
2. Supplying refreshments every one hour
3. Low workload
4. Easy work schedules
5. Working alternate days in the office and from home
6. Conducting frequent health campaigns to create awareness for work-life balance
7. Allowing them to wear clothes of their choice in which they are comfortable because some may be comfortable in jeans always, so no issue.

Thanks

Few additions apart from the ones mentioned:

Keep low footstools or foot stands on workstations. Avoid long working hours, especially if that involves standing too much. Encourage them to take walks during rest breaks. If possible, you could consider part-time working or reducing work hours. Post-baby birth, extend cooperation (which will help them in balancing work and personal life). Like in our company, we extend half days' leaves after the baby is born as it will help the mother in nursing him/her to confirmed employees.

Such measures go a long way in making companies employee-friendly. Employees feel taken care of. And it does help in building a positive image. I have personally seen how committed employees feel towards the company and value such practices when the company exhibits and devises ways to "really walk the talk."

Your concern and initiative in the said matter are really praiseworthy.

Dear Naveen, Kavita, Asha, Jhuma, Bipin, Kamakshi, Shalini, for your thoughtful and valuable inputs! I will consolidate the suggestions and post a document when I have accumulated more feedback. Keep them coming, please :)

Best regards,
Tresa

Oops...!

Thanks, Asha, for the comment. Be it may as you suggest, I am pretty happy with the number of seniors who have replied. Enjoy the weekend.

Regards,
Tresa

Asha Mathew said:
First NICE INITIATIVE
Second - your "title" conveys a wrong message, honey! I thought it was about making it a nice place for getting pregnant. I am sorry to have said this, but please, it conveys a wrong message altogether. If it was a typing error you later realized, kindly ask the moderator to change it as per the right message you wanted to convey. Sometimes even missing a single punctuation mark can mean a different story. It's a fact.

Back to business:

Apart from the cubicle - make sure that they are given a nice place to sit, which is not very closed but has a window that would allow fresh air to flow in. Let them take frequent intervals in between. Since they are sitting and working for a long time, they can take a 5 to 10-minute break every 1 hour and walk for a while. It's a tendency to feel thirsty. Why don't you think about having some fresh fruit juice available in the canteen? I will think of a few more and get back.

So many good suggestions and thoughts; it's really now you have to do something about that and tell all of us how you implemented it.

Apart from very good suggestions and ideas, I would like to mention that pregnant women are entitled to maternity leave as per the act. Also, under labor laws, there are provisions for a short recess for feeding. You can go through those rules, then chalk out your plan, discuss the plan with all the women, reach a consensus, and present it to the management.

I have witnessed many organizations relaxing norms of maternity leave and approving leave as per individual requirements (not 6 weeks pre & 6 weeks post), though the total number of days is kept the same. Organizations also go to the extent of offering leave without pay in addition to the above benefits.

I would further like to emphasize the following: All pregnant women should be shifted to one room or any corner of the room. Some good photographs of children, animals, good thoughts can be pasted on their dashboard and also on the notice boards. Good books on pregnancy are available in the market and can be kept on a central table. One flower pot with flowers should be changed every day. Pain relief, anti-vomiting, fever, common cold tablets can be provided, apart from pain relief balms. Importantly, office chairs should be replaced with easy chairs. The pantry may be advised to keep chocolates, health drinks, milk, and juices with a delivery option on the central table. Rules for uniforms and shoes should be relaxed for all the 4-5 females.

There could be numerous things that can be done. Please go ahead and do it. Don't forget to put up a poster indicating "WE CARE THOSE WHO CARE FOR OUR ORGANIZATION, AND WE CARE FROM THE HEART" or something personal and emotional in nature.

Do convey your successful implementation... all the best...

Regards,

Exserg

Dear All,

Taking an initiative and implementing the same is something different. Please ensure the productivity should not get affected. Make it everyone a clear message that organization is very much caring about his business & it is an initiative to achieve preset targets. Although this is a very appreciable initiation from the management they surely get their target achieved. Also this should be discussed with company physician also, as matter related with child and mother's health.

In addition to above here we like add something special;

1 Please consult your management and your company doctor in detailed before implementing anything.
2 Also note down the pre & post deliveries care tips such as pre delivery mother's care and post delivery crèche facilities.
3 Pick & drop facilities
4 Work from home is very comfortable and advisable.

Also take note on budget and productivity.

Good thinking,

We, HR professionals, should think in the manner you have thought for pregnant ladies. We must respect and show empathy with our employees. The title suggests that your organization is a nice place for pregnant women. Is it so?

Regards,
Bhajiya

It is really nice of your organization to be concerned about the employees who are pregnant.

Some more things to ponder about are:
(i) Are they entitled to medical benefits, as in, has the company covered them in any medical insurance?

(ii) Working from home is a good option... Traveling to the office can be strenuous during these times.

(iii) Would you have a doctor on standby, just in case, there is a medical emergency (could be panic pains, beginning of a miscarriage (God forbid this), panic attacks, etc...

(iii) Ensure that the office is a "No Smoking Zone". People who are desperate for a smoke will have to go outside the building...

(iv) A cheerful working atmosphere, with less pressure on the pregnant ladies... Try not to stress them out too much...

(v) A cubicle with comfortable arrangement for them to take rest does sound good... But working from home is the best option... They can lie down when they are tired and also eat from time to time...

(vi) Ensure that they don't have to climb too much...