As the mercury rises across the UK this week, you’ll need to make sure your workplace is at an acceptable temperature for working. The law doesn’t specify what temperature is too hot to work at, but your business premises need to be at a reasonable temperature for the comfort of your staff. Taking steps like relaxing your employees’ dress code, providing fans and encouraging staff to speak up if they’re feeling uncomfortable can all help to make sure your staff stay cool.
Temperature considerations should always form part of your health and safety risk assessments, particularly for staff who are more vulnerable to heat stress (such as pregnant women or new mothers, older or unwell people, and staff who work outside). Read on to find out how you can identify and reduce heat risks for your staff.
Identifying heat issues
In many jobs (such as work outdoors, bakeries or manufacturing plants) heat stress is a constant issue, but during a heatwave there is an increased risk of heat stress across the board. In offices or similar environments, the temperature in workplaces must be reasonable and to the extent you can, you should use ventilation and/or air conditioning to maintain a reasonable temperature on your premises.
If you have staff, you must provide enough thermometers so they can check the temperature of their workplace. You don’t need to place one in every room, and should ensure they are located in places that give a true temperature reading eg not over a radiator, right next to a window or in direct sunlight. Encourage your staff to talk to their manager if they are finding the work environment uncomfortable.
Your premises should be adequately insulated where necessary, and windows should be fitted with blinds or curtains where possible.
Keeping your workplace at an acceptable temperature for working
What actions you should take to reduce risks associated with a heatwave will depend on your particular circumstances. HSE recommends taking steps such as the following, to improve comfort in your workplace and ensure an acceptable temperature for working:
- allowing staff to dress appropriately for the weather, remove jackets or relax any formal dress code;
- providing fans for staff and opening windows where possible;
- maintaining air conditioning units and ventilation systems regularly (it’s sensible to get them serviced in accordance with the manufacturer’s instructions);
- allowing staff to work from home and/or to start earlier or later in the day where possible (this may be particularly useful if your workplace does not have air conditioning);
- pulling down window blinds and arranging for staff to work away from direct sunlight where possible; and
- encouraging staff to drink plenty of water and take regular breaks to cool down.
If your staff work outside, you’ll need to take extra care to manage risks to their health. For example, you may need to reschedule work to cooler times of the day, provide frequent rest breaks, shade, and cool drinking water, encourage removal of PPE when resting, encourage sun protection, and educate workers about how to recognise heat stress. Managers should be trained on how to recognise signs of heat stress or sunburn, and you should encourage workers to speak up if they are feeling uncomfortable.
Identifying those at higher risk
You should consider whether some staff may be more susceptible to heat stress (for example, due to illness or pregnancy). You may need to ask your employees if they are particularly susceptible to heat stress, and seek advice from a health professional on the steps needed to protect those who are vulnerable.
You are legally required to consider the risks to pregnant women in your workplace as part of your general health and safety risk assessment, as well as carry out an individual risk assessment for anyone who notifies you in writing that they are pregnant, breastfeeding, or have given birth in the last six months. Common risks for new or expectant mothers are very hot or cold environments as well as physical fatigue (which heat can exacerbate). You should make any reasonable adjustments necessary to control risks to these staff, which may include allowing them to work from home, changing their work schedule so they are not commuting in crowded spaces, or if necessary suspending them on full pay until the risk is reduced.
If you can’t always maintain an acceptable temperature for working (eg in some manufacturing processes or for work outside), you should seek specific advice on the best way to protect your staff. You can consult the HSE website or seek advice from a specialist lawyer in a few simple steps using our Ask a Lawyer service.
The content in this article is up to date at the date of publishing. The information provided is intended only for information purposes, and is not for the purpose of providing legal advice. Sparqa Legal’s Terms of Use apply.
Marion joined Sparqa Legal as a Senior Legal Editor in 2018. She previously worked as a corporate/commercial lawyer for five years at one of New Zealand’s leading law firms, Kensington Swan (now Dentons Kensington Swan), and as an in-house legal consultant for a UK tech company. Marion regularly writes for Sparqa’s blog, contributing across its commercial, IP and health and safety law content.