If you breathed a sigh of relief as the temperatures dropped back down to more manageable levels after the recent hot weather, you’re not alone. Whilst many of us look forward to the warmer weather in summer, dreaming of lazing in the sunshine, the reality can be quite different when temperatures soar and rather than relaxing by a pool or on the beach we actually have to go to work!
Because in the UK hot spells are rare a lot of offices and other places of work are not set up for high temperatures. As an employer, you need to be mindful and ensure the welfare of your workforce. There can be a lot of distractions for employees during the summer months and businesses can see a drop-in productivity if they don’t plan and make provisions, so don’t let the heat be one of these distractions.
Your responsibilities
In the UK, there is no maximum temperature that a workplace is allowed to be. The Health & Safety Executive (HSE) states “during working hours, the temperature in all workplaces inside buildings shall be reasonable”. This will depend on the type of work being carried out and the type of workplace.
So, whilst you aren’t legally obliged to provide air conditioning, it would be advisable to switch it on or make provisions to provide a comfortable working environment. Can you provide desk fans or portable cooling units? You should certainly be looking for ways to keep temperatures down, for example, closing blinds to block out sunlight.
If employees are working outside are they wearing appropriate clothing and using sun block to protect themselves?
Provide staff with water and encourage them to drink water regularly so that they don’t become dehydrated. Remind them to take water for their journeys to and from work.
Dress code
If you have a dress code consider relaxing it during periods of hot weather. Health and safety may be a key issue for certain roles but comfort is important, so think about how you can support staff to make them more comfortable.
Presentation can be another factor, particularly if a role is client facing. Again, it is worthwhile to think about the individual circumstances and ways that you can support them,so that they aren’t struggling to carry out their roles in soaring heat. If you relax the dress code it doesn’t mean that shorts and flip flops are appropriate. Be clear and give guidance on what is and isn’t acceptable clothing in the workplace.
Vulnerable workers
Be aware of any vulnerable workers that you employ who may particularly suffer during periods of hot weather, for example, those on medication or who are pregnant. You could consider giving them frequent rest breaks, offer them flexible start times to avoid commuting in peak times or let them work from home if high temperatures have been forecast on a certain day.
Motivation
The hot weather can make us all feel tired and less energetic and as we’ve already mentioned the summer months can provide employees with numerous distractions.
Think about ways you can keep your people motivated and productive over the coming weeks:
- Encourage staff to take some time off to recharge and relax, it can work wonders on productivity
- Review holiday schedules and goals with your team. This will help to keep everyone focused and on track
- Hold a meeting outside
- Encourage people to take a break and take a walk
- Organise a summer picnic/BBQ/sports event in the local park, employees will appreciate time spent outdoors and it’s a great way to boost morale and become more engaged as an organisation
- Buy your team an ice-cream.
Make sure you listen to your staff if they are complaining it is too hot. The HSE offers guidance on workplace temperatures including details on carrying out an optional thermal comfort risk assessment http://www.hse.gov.uk/temperature/index.htm. The temperature in your workplace affects your employees and it is to everyone’s benefit to provide a comfortable working environment.