This guide explains the importance of a menopause policy, how it supports legal compliance, and the steps to implement it effectively.
Whether you are creating a policy from scratch or strengthening existing support, you will find practical guidance to develop a clear, inclusive, and legally compliant menopause policy that meets the needs of your workplace.
Why is a menopause policy important?
A menopause workplace policy provides a clear framework for supporting employees through menopause, ensuring they receive the adjustments to remain productive and engaged at work.
Without formal guidance, businesses risk reduced productivity, higher absenteeism, and increased staff turnover. Some employees avoid taking on new responsibilities or even leave their jobs.
Here is how a structured menopause workplace policy addresses these challenges:
Builds awareness of the effects on productivity
Employees going through the menopause can experience a wide range of symptoms including fatigue, difficulty concentrating, and disrupted sleep patterns, which can lead to reduced productivity.
By having a menopause policy in place, organisations can raise awareness amongst managers and staff on the effects of menopause, reducing stigma and encouraging open conversations. This ensures employees feel understood, rather than isolated or judged, when they seek adjustments such as flexible working or additional rest breaks.
Increased awareness also empowers managers to proactively offer support, preventing burnout and disengagement among affected employees.
Provides clear guidance on reasonable adjustments and wellbeing initiatives
A menopause policy sets out clear workplace adjustments that can help employees manage their symptoms while maintaining their performance. Without a policy, decisions about support are often inconsistent and reactive, leaving employees unsure of what help is available.
A well-defined policy ensures that all affected employees have access to adjustments such as:
- Flexible working options, such as remote work or adjusted hours, to accommodate fatigue and sleep disturbances.
- Temperature-controlled workspaces or access to desk fans to manage hot flashes and discomfort.
- Additional breaks and quiet spaces, allowing employees to manage symptoms without disrupting productivity.
Reduces absenteeism and improves employee retention
Menopause-related symptoms contribute significantly to workplace absenteeism. Studies show that nearly 59% of menopausal women take time off due to symptoms, and 18% require extended leave of over eight weeks. Without a clear policy, employees may take unnecessary sick leave, struggle in silence, or eventually resign.
A menopause policy explains how businesses can support employees before absenteeism becomes a long-term issue. By offering structured adjustments and access to wellbeing initiatives, employers can reduce the need for prolonged sick leave.
Employees are more likely to stay in their roles when they feel supported, helping businesses retain experienced staff, preserve institutional knowledge, and reduce the costs of hiring and training replacements.
Case study
St. James’s Place (SJP), the UK’s largest wealth manager, has proactively addressed menopause in the workplace by implementing a comprehensive menopause policy.
Key components of SJP’s menopause policy:
- Flexible working arrangements. SJP offers employees the option to adjust their work schedules, providing the flexibility needed to manage menopausal symptoms effectively.
- Additional breaks and rest facilities. Recognising the physical challenges that can accompany menopause, SJP allows for extra breaks and access to rest areas.
- Dedicated support resources. The company has established the “Fabulous Flushers” network, an internal support group that fosters open discussions and peer support. Employees also have access to Bupa menopause toolkits and helplines, offering professional guidance and resources.
Positive outcomes observed by SJP:
- Enhanced employee wellbeing. By acknowledging and addressing the challenges associated with menopause, SJP has cultivated a workplace culture where employees feel valued and supported. This proactive approach contributes to job satisfaction and mental health.
- Increased retention of experienced staff. Supportive measures have enabled employees experiencing menopause to continue their careers without interruption, reducing turnover and retaining valuable expertise within the company.
- Improved productivity. With appropriate accommodations, employees can maintain optimal performance levels, minimising the potential productivity losses associated with unmanaged menopausal symptoms.
Is a menopause policy a legal requirement?
Implementing a menopause in the workplace policy, while not legally required, is considered best practice. A menopause policy demonstrates an organisation’s commitment to inclusion and can mitigate legal risks.
Under the Equality Act 2010, if menopause symptoms have a substantial and long-term adverse effect on a person’s ability to carry out normal day-to-day activities, they may be considered a disability. This places a duty on employers to prevent discrimination and make reasonable adjustments.
In addition, employers have a duty of care to safeguard the health and wellbeing of their employees under the Health and Safety at Work Act 1974.
Some employment tribunals have ruled against employers who failed to support menopausal employees, leading to sex discrimination claims. In Merchant v. BT plc, the tribunal found that BT discriminated against a female employee by not taking her menopause symptoms seriously. Her manager dismissed her without properly investigating her condition, relying on assumptions instead of seeking medical advice.
How to write a menopause in the workplace policy
Here is a free menopause policy template you can adapt to your organisation and employees, along with practical guidance on writing a menopause policy.
How to implement a menopause policy at work
Successfully implementing a menopause policy requires committed leadership, clear communication, and practical support for employees. Here are some tips to help:
Secure leadership and HR support
Leaders set the tone for an organisation, so their commitment to menopause support ensures the policy is taken seriously and consistently applied across all departments. Here are some ways to gain their support:
Present business benefits
Many employees experience menopause symptoms that can affect their productivity, wellbeing, and job satisfaction. Providing the right support can lead to:
- Improved employee retention, as staff feel valued and supported rather than leaving due to unmanaged symptoms.
- Reduced absenteeism, since workplace adjustments can help employees manage symptoms without needing time off.
- Enhanced productivity, as employees are better able to focus and perform when their needs are considered.
Use case studies and tribunal examples
Highlighting real-world examples that have been discussed in this guide, such as St James’s Place, demonstrates the positive impact a menopause policy can have on workplace culture.
Similarly, referring to employment tribunal cases like Merchant v. BT plc reinforces the legal risks of failing to provide adequate support.
Appoint menopause champions
Designating menopause champions within HR or leadership teams ensures that a menopause policy is not just introduced but actively embedded into workplace culture.
Menopause champions act as advocates and key points of contact, helping to provide support, raise awareness, and ensure the policy remains effective over time.
Providing guidance and resources to employees and managers
Menopause champions should have the knowledge and skills to support employees experiencing menopause and managers responsible for workplace adjustments.
Menopause champions can be responsible for:
- Creating manager toolkits that explain best practices, legal responsibilities, and practical adjustments such as flexible working and temperature control.
- Providing employees with clear, accessible resources, including the company’s menopause policy, external support like NHS guidance, and information on workplace adjustments.
- Organising Menopause Awareness Training for managers and employees to ensure consistent support and foster an open, understanding workplace culture.
Leading awareness campaigns to normalise menopause discussions
To reduce stigma, menopause champions could implement any of the following practical initiatives:
- Organise menopause awareness training sessions to educate employees and managers on symptoms, workplace adjustments, and legal responsibilities.
- Invite guest speakers, such as medical professionals or employees willing to share their experiences, to provide expert insights and personal perspectives.
- Mark World Menopause Day (18th October) with internal events, such as panel discussions, Q&A sessions, or awareness campaigns.
- Publish regular articles, posters, and intranet updates to reinforce key messages and keep menopause support visible in the workplace.
- Set up a menopause support network or online forum where employees can share experiences, ask questions, and access peer support.
Collecting employee feedback to ensure policy effectiveness
A menopause at work policy should evolve based on employee needs, and menopause champions play a key role in ensuring it remains relevant.
Regular employee surveys and focus groups can help assess whether current support measures are effective, while tracking trends in absence data and adjustment requests can highlight areas for improvement.
Menopause champions should work closely with HR to report on findings and recommend updates to policies or training.
Communicate the policy across the organisation
Once a menopause policy is in place, it is essential to communicate it clearly to ensure employees understand their rights, available support, and how the organisation is committed to fostering an inclusive workplace.
Add the policy to employee handbooks and HR policies
Including the menopause policy in employee handbooks, HR policies, and induction materials ensures it is an official part of company guidelines.
All employees, particularly new recruits, should be aware of the organisation’s commitment to supporting menopause in the workplace. The policy should be easily accessible via the company intranet or HR portal so that employees and managers can refer to it when needed.
Run internal campaigns using emails, posters, and webinars
To raise awareness, organisations could launch internal communication campaigns that highlight key aspects of the policy.
Sending company-wide emails introducing the policy, displaying posters in communal areas, and running webinars or Q&A sessions with HR representatives or menopause specialists can help reinforce its importance.
Regular reminders in staff newsletters or internal social media channels can keep the conversation going and prevent the policy from being forgotten.
Encourage open discussions through staff forums or employee networks
Creating safe spaces for employees to discuss menopause-related challenges helps to foster a supportive and inclusive culture.
Organisations can establish staff forums, employee networks, or menopause support groups where employees can share experiences and advice. HR teams or menopause champions should be involved to provide guidance and ensure discussions lead to meaningful workplace improvements.
Anonymous feedback channels can be introduced so employees feel comfortable sharing concerns and suggestions without fear of stigma.
Praxis42 Menopause Awareness Training
A menopause policy is most effective when supported by comprehensive, practical training.
Our Menopause Awareness Training ensures managers and employees understand how to apply the policy in practice, recognise menopause-related challenges, provide appropriate support, and comply with workplace regulations.
Learn more about Menopause Awareness Training on our website, or contact our friendly team today on 0203 011 4242/info@praxis42.com
