Keeping your cool at work

Summer has well and truly arrived. It’s brought soaring temperatures and reignited the usual British fear of a short-lived hot spell. It has also put the heat on employers that haven’t taken the right steps to regulate workplace temperatures.

People generally know what do to when the weather is at its warmest. We wear cooler clothing, keep hydrated, stay out of direct sunlight. But the constraints of the workplace don’t always allow these things to happen. Employers therefore need to make sure they’re taking care of workers by putting in place the right ‘warm weather’ provisions. This is not just to keep workers comfortable, it’s to keep them safe too; employers are legally required to maintain a ‘reasonable’ indoor temperature. (And outdoor working is subject to proper weather protection.) Employers must assess the risks workers face when the weather heats up and take the right steps to modify the workplace and its conditions.

When does workplace temperature become unlawful?

There isn’t a maximum temperature. It’s a case of recognising the risks heat poses and ensuring everyone’s health and safety at work. Maintaining a ‘reasonable’ working temperature is key.

What should a ‘heat stress’ risk assessment include?

The Health and Safety Executive (HSE) has a standard form employers can use in respect of each employee. Questions to consider include:

• Does the air feel warm or hot?
• Is the workplace affected by external weather conditions?
• Is the work rate moderate to intensive?

What should an employer do when workers are too hot?

HSE says employers should:

• provide fans, air-cooling/air-conditioning and adequate ventilation;
• ensure windows can be opened;
• use blinds or reflective film to provide shade from direct sunlight, and position workstations away from direct sunlight or sources of heat;
• put insulating materials around hot plant and pipes;
• provide cold water dispensers.

Should employers consider changing ways in which employees work?

Yes. Changes could include:

• introducing flexible working arrangements;
• additional rest breaks;
• relaxing formal dress codes (but not PPE requirements – see below).

What about PPE?

Workers must continue to wear PPE correctly, even on warmer days. However, HSE recommends encouraging workers to remove it immediately after it is needed. It should be allowed to dry, or should be replaced, before it’s used again.

Where PPE needs to be worn, employers should:

• allow workers to work at slower rates;
• rotate staff so that the same person isn’t in that environment for too long;
• allow longer recovery times;
• provide facilities for drying PPE;
• consider scheduling work at cooler times of the day;
• consider if alternative systems of work could be introduced;
• re-evaluate the PPE equipment and consider upgrading to new, lighter and more effective and comfortable versions.

Being prepared to alter aspects of the working environment or working arrangements is really important in planning for and responding to high temperatures. Keeping a careful eye on workers is vital, too. Some may be more affected by temperatures than others and monitoring the effects on individuals should form part of a risk assessment in warm weather. HSE also advises putting health surveillance or medical screening in place for certain workers – particularly those who are pregnant, have a disability or illness, or are taking certain medication.

For advice about anything raised here, or any other workplace issue, please contact our employment team on info@bsandi.co.uk or call on 01264 353411.