Working in a Heatwave: Tips for Office-Based Employees and Employers

When a British heatwave hits, it’s not just commuters and construction workers who feel the pressure; office-based employees can be just as vulnerable to rising temperatures. While offices might provide shelter from the sun the risk of heat stress, discomfort and health complications remains high, especially for pregnant employees or those with pre-existing health conditions.

Employers have a duty of care to provide a safe and healthy indoor working environment; that means more than just switching on a fan. First aiders in your workplace should be prepared to respond if an employee feels unwell due to the heat.

We share some practical steps that office managers and facilities teams can take to keep employees safe, including regular breaks, hydration, heat stress awareness, and support for vulnerable staff.

Use natural air in a heatwave

Air conditioning is often the go-to solution in hot weather but, where possible, use natural ventilation. Opening windows or selecting fresh air intake over air recirculation (if your system allows) helps reduce stuffiness and limits the spread of airborne germs, which is especially significant in shared office environments.

Ensure your air conditioning is clean

If your office uses air conditioning or ducted air systems, ensure they are regularly serviced and cleaned; this helps maintain energy efficiency and improves indoor air quality by reducing dust, pollen, and bacteria circulation. It will also provide comfort to allergy sufferers or those with respiratory conditions.

PAT test your fans and check for trip hazards

Desk and tower fans often come out in force during heatwaves. Make sure all electrical equipment is PAT tested before use, avoid overloading plug sockets (no daisy chaining), and secure any trailing wires to prevent trips, particularly around shared spaces like kitchens or hot-desking areas.

Recognise heat stress symptoms and know what to do

Not everyone responds to heat in the same way. Employees and managers must be aware of the signs of heat stress such as dizziness, headaches, fatigue or excessive sweating, and know how to respond.

Encourage staff to take regular breaks, stay hydrated (preferably with water), and report if they feel unwell.

First aiders should be ready to assist anyone feeling the effects of heat. They are often the first point of contact for employees experiencing symptoms and play a key role in escalating issues if needed. If you are looking to increase the number of first aiders on your team or renew upcoming certificates, please contact our training team, who can provide you with flexible training options for your business.

Support vulnerable employees

Pregnant employees and those with health conditions may be more susceptible to heat. Risk assessments should be reviewed during hot weather and reasonable adjustments considered, such as flexible working hours, cooler workspaces or more frequent breaks.

Make sure your electrics are safe in high temperatures

Extreme heat can stress electrical systems. Overheating cables become a fire risk if they are unable to carry their full current capacity. A recent and satisfactory Electrical Installation Condition Report (EICR) will flag any concerns. Our team are able to provide EICR services for your business; contact our Risk Solutions team to discuss your needs further.

Contact one of the team

Heatwaves might be rare in the UK, but preparation is key. Employers should stay alert, ensure that internal temperatures remain manageable, and create an environment where employees feel safe to raise concerns. With basic measures like hydration, awareness, and regular check-ins, you can help your team stay healthy, safe and productive.

If you want to discuss how you can stay safe in the summer, and support your employees, contact #oneoftheteam below:

Healthandsafety@skaltd.co.uk

Risksolutions@skaltd.co.uk

HR@skaltd.co.uk

Training@skaltd.co.uk