Workplace relationships are nothing new, but when they involve casual arrangements—often called “friends with benefits” (FWB)—HR professionals can face a unique challenge. Balancing the personal freedoms of employees with the potential risks to the work environment can be tricky, particularly if your company doesn’t have a formal policy in place to address these situations.
So, what should you do if your organisation lacks a dedicated HR policy for handling “friends with benefits” relationships? This guide will help you navigate the murky waters of office romance with practical advice and considerations that can help protect both employees and the business.
Why Workplace Relationships Matter to HR
The Impact on Company Culture
Workplace culture is delicate, and personal relationships—whether romantic, friendly, or something in between—can affect the dynamics in the office. When employees engage in friends with benefits arrangements, the lines between personal and professional life can blur. This can lead to complications, particularly if the relationship sours or if it affects productivity or morale.
Why Should HR Be Concerned?
HR professionals are responsible for fostering a healthy and respectful work environment. While you don’t want to intrude on personal matters, it’s essential to ensure that any relationship between employees doesn’t create a toxic workplace atmosphere, disrupt team dynamics, or lead to claims of favouritism or harassment.
Legal Implications
Even without a dedicated policy, employment laws still apply. HR must be aware of the potential for claims of discrimination, harassment, or even retaliation if these relationships turn sour. For example, a consensual relationship between two employees could lead to a harassment complaint if one party ends the arrangement and the other behaves inappropriately afterwards.
Potential Risks for Employers
- Harassment claims: A workplace fling gone wrong can easily lead to accusations of sexual harassment if one party feels pressured or uncomfortable.
- Favouritism: When a supervisor is involved in a “friends with benefits” relationship with a subordinate, it can raise concerns about favouritism, unfair promotions, or biased decision-making.
- Discrimination: If a relationship ends badly, an employee may claim they’ve been treated unfairly or discriminated against as a result.
What Should HR Do Without a Dedicated Policy?
Establish Clear Expectations with a General Relationship Policy
If you don’t already have a general workplace relationships policy, now is the time to implement one. It doesn’t need to single out “friends with benefits” relationships, but it should clearly outline the company’s stance on professional boundaries, workplace behaviour, and the disclosure of personal relationships.
What to Include in a Workplace Relationship Policy
- Disclosure Requirements: Require employees to disclose relationships, particularly if one party has direct or indirect authority over the other. This can help avoid conflicts of interest or claims of favouritism.
- Non-Fraternisation Clauses: Some companies choose to include clauses that prohibit relationships between employees in certain roles (e.g., managers and subordinates). While this can be difficult to enforce, it provides a clear boundary.
- Expectations of Professional Conduct: Ensure that all employees, regardless of their personal relationships, are expected to behave professionally at work.
- Harassment and Discrimination: Clearly state that relationships must be consensual and free of coercion, and that any behaviour deemed harassing or discriminatory will be dealt with under existing policies.
Communicate Openly with Employees
Transparency is key when navigating personal relationships in the workplace. While employees are entitled to their privacy, HR should create an environment where staff feel comfortable seeking advice or disclosing a workplace relationship.
Foster a Culture of Openness
- Encourage Open Communication: Make sure employees know that HR is there to support them, and that disclosing a relationship doesn’t mean they’ll be penalised.
- Provide Guidance: Be prepared to offer guidance on how to manage workplace relationships while maintaining professionalism.
- Address Concerns Early: If you become aware of tensions or potential issues stemming from a relationship, address them early to prevent escalation.
Address Situations on a Case-by-Case Basis
Without a formal “friends with benefits” HR policy, it’s important to handle these situations case by case. Every relationship is different, and the impact on the workplace can vary depending on the parties involved, their roles, and how they conduct themselves at work.
Tailor Your Approach
- Private Conversations: If you become aware of a “friends with benefits” situation, consider having a private conversation with the employees involved. Focus on maintaining professionalism at work rather than delving into personal matters.
- Monitor for Issues: Keep an eye on any potential impact the relationship may have on team dynamics, morale, or performance. If issues arise, address them early and objectively.
- Document Everything: Even if there’s no formal policy, be sure to document any conversations or actions you take related to these relationships. This can protect both the company and employees if problems arise later.
Consider Potential Conflicts of Interest
One of the most significant risks of workplace relationships, especially “friends with benefits” arrangements, is the potential for conflicts of interest. If one person has authority over the other, it can lead to concerns about preferential treatment, whether real or perceived.
Handling Conflicts of Interest
- Reassignments: In some cases, it may be appropriate to reassign one of the employees to a different department or role to remove the potential for conflict.
- Clear Guidelines: Ensure that both parties understand the importance of maintaining professional boundaries and that any decisions made in the workplace must be fair and impartial.
- Avoiding Favouritism: If there’s any indication that a relationship is impacting workplace decisions, address the issue immediately to avoid resentment among other employees.
Long-Term Solutions: Developing a Formal Policy
If your company finds itself dealing with workplace relationships frequently, it may be time to implement a more formal HR policy to address these situations. A well-crafted policy will protect both the business and employees by providing clear guidelines on what’s acceptable and how potential issues should be handled.
Steps to Creating a Formal Policy
- Consult with Legal Experts: Make sure any policy you create complies with UK employment law and doesn’t infringe on employees’ personal rights.
- Engage with Employees: Get feedback from staff to ensure that the policy reflects the culture of the workplace and addresses any concerns they may have.
- Regularly Review the Policy: As your company grows or workplace dynamics change, review the policy to ensure it remains relevant and effective.
What Should a “Friends with Benefits” Policy Include?
While it’s unlikely you’ll want to single out “friends with benefits” arrangements specifically, your policy should cover all workplace relationships and include:
- Clear disclosure requirements for any romantic or personal relationships that could lead to conflicts of interest.
- Boundaries for workplace behaviour, ensuring that personal relationships don’t interfere with professional responsibilities.
- A harassment and discrimination clause, making it clear that all relationships must be consensual and free from any coercion or pressure.
- Guidelines for conflicts of interest, including how the company will handle situations where one party has authority over the other.
Protecting Your Workplace While Respecting Employee Privacy
Balancing workplace relationships and employee privacy is challenging but essential. As an HR professional, your role is to foster a healthy, inclusive environment where employees can perform at their best—whether they’re in a “friends with benefits” arrangement or not. By addressing these relationships with care, clear communication, and fair policies, you can minimise risk while maintaining a positive workplace culture.
Remember, workplace relationships don’t need to be a source of anxiety. With the right approach, you can manage these situations effectively, protecting both the business and its people.
What should I do if two employees are in a "friends with benefits" relationship?
If the relationship affects the workplace, have a private conversation with the employees to ensure they maintain professionalism at work. Focus on potential conflicts of interest and any risks to team dynamics, rather than their personal choices.
Should we have a dedicated HR policy for "friends with benefits" relationships?
While you may not need a dedicated policy for these relationships specifically, a general workplace relationships policy that covers all romantic or personal relationships is essential. It should address professional conduct, conflicts of interest, and expectations for workplace behaviour.
What are the legal risks of not having a relationship policy?
Without a clear policy, your company could be at risk of harassment, discrimination, or favouritism claims if a workplace relationship turns sour. A policy helps set clear expectations and can protect the business from legal issues.
How do we balance employee privacy with workplace safety in relationship matters?
Respect employees’ privacy but make it clear that relationships must not interfere with work. Implement policies that ensure professional boundaries are maintained and address any conflicts of interest transparently.
