With the recent heatwave over the bank holiday we take an early look at when it’s too hot to work and how the law applies to hot weather affecting the work place. This article provides some of the answers for the next heatwave.

Keeping the temperature legal

Legally there is no maximum or minimum temperature set and the law does not specify that any workplace must maintain a particular temperature. The Health and Safety Executive recommends a temperature of at least 16°C in any office type of environment. Room thermometers and a short risk assessment checklist covering the steps taken to reduce the temperature and assist staff with the hot weather helps manage this risk.

Forecasting issues

We normally get some prior warning from weather forecasts on likely heat waves which will assist in planning for bringing in more fans, portable air conditioning units and setting up a cool room for breaks.

Physical comfort

Work productivity will reduce as the temperature rises and in very high temperatures people can suffer from heat stress, causing heat rash, muscle cramps and fainting, even in an office environment. Easy adjustments to the practice include:

Ventilation – ensure sufficient ventilation. Your risk assessment will help avoid any arguments about air conditioning temperature, placing of fans, and having windows open with blinds shut to allow optimum air flow and heat reflection.

Breaks – encourage employees to take regular breaks and, where possible, provide a cooler area for them to use.

Dehydration – have a regular supply of chilled water and encourage employees to drink plenty. If your policies include no drinking at the desk reconsider this in hot weather.

Clothing/uniform – review your uniform/dress code – if practice’s uniforms are synthetic fabrics or include scarves and ties, allowing smart casual own clothes in hot weather with lanyards to identify staff members will be appreciated.

Supply something cool – consider stocking some cool food such as frozen ice lollies, yoghurt or ice cream.

Tempers Fraying?

When it’s hot outside, internal temperatures rise causing irritation and stress which need careful management to avoid an explosive situation.

Ensure that you have a comprehensive stress policy and that employees are regularly reminded

• that environmental factors, such as heat, can cause stress
• of the signs or “symptoms” of stress
• how they can evaluate and cope with their own stress
• of action that can be taken (or avoided) if colleagues or patients are stressed

Individual employees

Identify individual employees who, because of their personal circumstances, have a particular issue with heat, such as those with a heart condition or thyroid problem.

Under the Equality Act 2010 there are some conditions which may be regarded as a disability and, as such, a protected characteristic. It is up to you to make any “reasonable adjustments”, so sensitively discuss the issue with employees to ensure that you do or provide whatever is reasonably necessary to make the employee more comfortable. Something as simple as changing their seating position or providing an extra fan could make a great difference to them.

Employee Action

If the temperature gets so hot an employee considers their health is in ‘serious or imminent danger’ then the employee can walk out of the workplace. By adopting some of the suggestions above and also considering job rotations, problems can be avoided – so if reception is very hot and the office areas cooler, staff can take turns and limit their time in the warmer areas.