In Ontario, employers are not specifically required by law to provide a prayer room, but they are legally obligated to accommodate employees’ religious practices to the point of undue hardship. This obligation is outlined in the Ontario Human Rights Code (OHRC), which protects employees from discrimination based on religious beliefs and practices.
This makes accommodating religious practices, such as providing a space for prayer, not just an ethical decision but a legal obligation. However, how your organization views and handles this issue goes beyond compliance. Having a prayer room shows your company’s commitment to fostering a workplace culture that values and supports diversity and inclusion.
By approaching the situation with openness, respect, and a focus on creating a supportive environment, HR and your leadership team can address the request in a way that supports employee well-being while maintaining a positive and productive work environment.
Here are the steps HR should take:
Assess the Need for a Prayer Room: Gain a clear understanding of the need, including the number of employees requiring the room, the timing, and the intended use (e.g., daily prayers or occasional religious observances). Will the prayer room require a carpet, or prayer mats?
Consult Company Policies: Review internal policies related to diversity, equity, and inclusion (DEI) to ensure they align with the request for a prayer room and are applied consistently.
Evaluate if there is available space: Is there a space that can be designated or converted for use by employees of different faith? It doesn’t have to be elaborate—just a quiet, private area where employees can pray without being disturbed. The key is to find a suitable and appropriate spot that can be used for multiple purposes.
Set Clear Guidelines: If the prayer room is provided, establish clear guidelines for its use. This could include rules for keeping the space clean and respectful, and ensuring the space is open to employees of all faiths or needs. Make it clear that the space is a shared, quiet area for prayer, meditation, or personal reflection.
Include guidelines for booking or using the space, whether it’s on a first-come, first-served basis, or if it needs to be reserved for specific times. Don’t forget to encourage feedback as employees may have suggestions on how to improve the space, and HR should be open to adjusting as needed.
Connect with the entire Workforce: When implementing a prayer room, HR should communicate the decision to all employees, emphasizing the company’s focus on being inclusive and respecting different religious and cultural practices. This can help avoid misunderstandings and build a more welcoming work environment.
Emphasize that the room is available for all employees, and should serve as a neutral, shared space for anyone who needs quiet time.
Practical Considerations when Introducing a Prayer Room:
Establishing a prayer room in the workplace can have several challenges. Here are some potential drawbacks to keep in mind:
- Perception of Favoritism: Some employees might perceive a prayer room as favoring religious individuals or certain faiths, which could lead to feelings of exclusion among staff that are non-religious.
- Allocation of Space and Resources: Setting aside a prayer room can be viewed as inefficient, especially if office space is limited or if the room is not frequently used by employees.
- Risk for Misuse: There may be concerns that the room could be used for unintended purposes, like taking extended breaks, naps, or engaging in personal activities unrelated to prayer or reflection.
- Impact on Productivity: Allowing employees to take breaks for prayer may disrupt workflow, especially if not well managed. This could become more challenging in roles where a constant presence is essential, such as customer service positions.
- Scheduling Conflicts: In workplaces with many religious employees or a variety of religious practices, there might be conflicts over scheduling the use of the room, causing frustration if people feel they don’t have equal access.
- Upkeep and Cleanliness: The practices of individuals using the room may require additional cleaning (e.g., after ritual washing or other specific activities), which could create extra maintenance challenges.
Overall, setting up a prayer room at work is a meaningful way to enhance inclusivity and accommodate the diverse needs of employees. Although challenges like space management, scheduling, and perceptions of fairness may arise during implementation, the overall benefits usually far outweigh these concerns when handled appropriately.
A well-designed prayer room can offer a quiet space for reflection, support employees in their personal beliefs, and contribute to a more welcoming and respectful workplace culture. By addressing potential issues upfront and ensuring the space is accessible to all, companies can improve well-being and strengthen their commitment to diversity and inclusion. If you need additional advice, reach out to Bridge Legal & HR Solutions for assistance. Contact us at (647) 794-5442 or email admin@bridgelegalhr.ca.
