Temperatures are dropping, while energy prices are rising

How to keep energy costs down and employees safe and comfortable this winter at work

Employers are responsible for their employees’ comfort at work. Being cold in the workplace isn’t only uncomfortable, but it can impact both physical and mental health, as well as productivity. As temperatures across the UK drop, while the cost of energy rises, some employers might consider reducing their use of heating in a bid to save money.

While there is legitimate need to save wherever possible, having cold staff is not a suitable solution.

Managing Workplace Temperatures

The Workplace (Health, Safety and Welfare) Regulations, 1992 cover workplace temperatures. The regulations place a legal obligation on employers to provide a “reasonable” temperature to work in.

The guidance refers to ‘thermal comfort’, which is the term used when referring to whether a person feels too hot, or too cold.

Managing the effects of temperature on your workplace depends on whether your team mainly work indoors, or outdoors, and the normal operating temperature of that environment.

There is no legal minimum working temperature, therefore employers should rely on thermal risk assessments, to keep their employees safe.

Managing Indoor Workplace Temperatures in the Winter

The Health and Safety Executive states that for indoor workplaces, employers must provide:

• A reasonable working temperature – usually at least 16°C, or 13°C for strenuous work (unless other laws require lower temperatures)
• Local heating (e.g., radiators) where a comfortable temperature cannot be maintained throughout each workroom
• Thermal clothing where necessary (e.g., for cold stores)
• Heating systems that do not give off dangerous or offensive fumes

As winter rolls in, and the temperatures begin to drop, maintaining heat levels, while keeping costs down might seem a daunting task, so we’ve pulled together some simple, cost-effective solutions that most businesses can implement.

Tips to keep workplaces warm in the winter

1. Provide appropriate clothing

Uniform designed to help keep your employees comfortable during the winter is crucial. From fleeces and coats to thermal socks and long-sleeved t-shirts, there are plenty of company-branded options available.

Protecting extremities is just as important as your core, which is why socks, shoes, gloves, and hats are vital, especially for outdoor workers.

2. Introduce new working systems

Flexible working, hybrid working, and job rotation could be options suitable to your type of business.

Reducing the amount of time employees spend in the workplace could lower your costs to heat the building, whilst allowing employees the ability to control their own thermostat. If you can offer this as a solution, it might be worth directing your employees to the government’s working from home tax relief page: https://www.gov.uk/tax-relief-for-employees/working-at-home.  

3. Allow sufficient breaks

A short break allows your employee to grab a cup of tea, move their body, and warm themselves up if they’re feeling the chill. Similarly, if working outside, a break allows your team to come inside, or to take shelter from the elements in a heated area. A simple cup of tea out of the wind can make all the difference.

4. Provide a portable heater

If you’re only heating a small space, portable heaters can be a cost-effective solution. It is important to note however, that portable heaters have their place, but they can also pose a fire hazard. Should you decide to provide a portable heater, you must address risks that could lead to a fire, such as inappropriate selection, faulty appliances, and misuse.

Ceiling fans can also help to push the warm air down, redistributing the warmth.

5. Focus on doors and windows

Keeping doors and windows closed and installing thermal curtains can keep the cold out. You can also fit draught excluders to windows and doors as an efficient way of keeping the warmth in. Wherever they are fitted, they can be a simple, yet cost effective way to maintain a comfortable working temperature.

Please note: draught excluders should not be used on fire doors, as it compromises their function.

6. Don’t forget the floor

Many factories and workshops have cold concrete flooring, which further circulates the cold. Your options here will depend on your workspace.

By insulating your workplace floor – whether it be as simple as putting a rug down, or as transformative as installing underfloor heating or insulation foam below your floorboards – floor insulation is a great way to trap the heat. While there will be an upfront fee for this option, over the lifespan of the solution, it’s likely you’ll save money.

If floor insulation is not possible, anti-fatigue rubber matting is another affordable choice. Rubber is a fantastic insulator and provides supportive cushioning when standing, which also helps to maximise blood flow and warm up the feet.

7. Reduce exposure to the cold

Where possible, alter operational processes that expose your employees to the cold, such as going outdoors to receive deliveries, or working in cold storerooms. If your employees can do the job inside, it will reduce the chances of them becoming thermally uncomfortable, or vulnerable to conditions such as cold stress.

The takeaway

If thermal discomfort is a risk in your workplace, and employees are complaining or reporting illnesses that could be due to the temperature of their working environment, then it is the employer’s responsibility to review the situation and implement appropriate controls to manage and mitigate the risks.

The HSE have put together a thermal comfort checklist, which is a simple way of measuring the comfort levels of your employees. Use the checklist to identify whether there’s a risk to your employees.

Ensuring the warmth of your staff during the colder months is vital, and changes required to mitigate risks don’t need to cost the earth. For assistance in assessing thermal comfort in the workplace, or undertaking risk assessments for your business, please call CT Health and Safety on 07956 074798.