smallbusiness.co.uk: Helping your business think big

It is, as you may have noticed, pretty hot in the UK at present. The heatwave can cause many problems for small businesses, such as increased absenteeism, lower productivity, health issues and disputes about appropriate clothing.

The Federation of Small Businesses (FSB) has issued guidance to employers on how to deal with issues arising from the hot weather. While businesses have a responsibility to make sure work temperatures are reasonable, there is no actual upper legal limit for temperatures at work, leading to some confusion.

‘Good employers know that they have to take care of their staff and gladly do so to ensure a good working relationship and a successful business,’ explains Mary Boughton, FSB National Health and Safety Chairman. ‘Small firms are much better at achieving this because the boss knows their staff personally and works alongside them in the same conditions.’

The FSB is offering the following suggestions for small businesses to consider:

• Check that windows can be shaded from direct sunlight (with blinds, curtains or by putting reflective film on them) and can be easily opened.
• Move desks and workstations away from windows, direct sunlight and other objects that radiate heat, such as machinery.
• Install air conditioning and regularly maintain it.
• Renting mobile air conditioning or air-cooling units.
• Install thermometers to accurately monitor temperatures throughout the workplace.
• Install ceiling fans.
• Ensure that there is an adequate supply of desk and pedestal fans and water sprays.
• Ensure that a plentiful supply of cold drinking water or other cool drinks is available
• Encourage employees to drink plenty of water to avoid dehydration.
• Advise employees to avoid caffeine or very sweet drinks.
• Temporarily relax any formal dress code for all staff (both male and female) – for example, by permitting smart, casual or light, loose-fitting clothes to be worn rather than suits and ties. Note that personal protective equipment should still be provided and used if required.
• Permit more rest breaks to be taken during the working day to enable employees to get cold drinks or cool down.
• Encourage employees to take their rest breaks in the shade if they wish to go outside, particularly at lunchtime.
• Introduce a flexitime system, so that employees can come in earlier or work later to avoid the rush hour commute in sweltering temperatures.
• Limit the amount of physical, strenuous work during hot spells.
• Identify those employees who are most at risk, for example because they have medical conditions that might be exacerbated by excessive heat or because they are pregnant and discussing with them any particular precautionary measures that could be taken to protect them on an individual basis. Medical advice should be sought if necessary.
• Providing sun protection advice and high factor sun cream (SPF 15 or above) for employees who work outdoors, such as builders, to protect them from sunburn and skin cancer and/or requiring them to ‘cover up’ by wearing long-sleeved t-shirts and hats with a brim or flap that protects the ears and neck during hot periods.

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