Does your business have a mezzanine floor? If the answer is yes, please read on. If the answer is no - are you sure? Your definition of a mezzanine floor may not be the same as the HSE’s.

What is the definition of a mezzanine floor? 

A mezzanine floor is an intermediate floor between the main floors of a building, and therefore typically not counted among the overall floors of a building. Often a mezzanine is low-ceilinged, does not extend over the whole floorspace of the building, and projects in the form of a balcony. We can split this down further, into purpose-built mezzanines and accidental mezzanines:

• Purpose-built mezzanine: usually easy to identify, these are normally of metal construction with steel uprights and beams/joists and a chipboard-type flooring.
• Accidental mezzanine: these tend to be harder to spot. They are often a roof area over a single floor office or toilet structure within a dual height building where people have started to store items, or where a piece of plant such as a compressor has been installed.

Why do the HSE look at mezzanine floors? 

As far as the HSE is concerned, both areas mentioned above are mezzanines and anybody that needs to access the area will be working at height, so must be afforded a suitable degree of protection.

What kind of things do the HSE look for? 

Mezzanine infringements are an easy spot for the HSE and we have had clients that have been served improvement notices both for poor purpose-built mezzanine and accidental mezzanine infringements:

• Example: A client in Louth had old equipment stored on a mezzanine but there was no access other than a ladder, which was unsuitable as employees would be unable to keep three points of contact with the ladder whilst retrieving items from the mezzanine. 
• Solution: The client installed a set of steel stairs to access the area.

• Example: A client in Birmingham had their archive accounts and Christmas decorations stored above a stairwell entrance structure on the first floor. The only way for a person to retrieve the items was to climb onto the roof area. 
• Solution: The client decided there was no cost-effective alternative to removing the items. 

• Example: A client in Holbeach had heavy items stored on the roof of their toilet block within the warehouse, with no way of knowing what weight the roof could support or any suitable means of retrieving the items without a person climbing on to the roof area.
• Solution: This client did not want to lose the storage space so had larger trusses added using an engineer’s calculations, with the maximum load displayed just as they had with their racking. They then banded their materials onto pallets and treated the area as racking with a row of banded pallets that they retrieved using their forklift.

What is included in an improvement notice?

Inspections of all types of racking and shelving, including bespoke systems and mezzanine floors, are necessary under the Provision and Use of Workplace Equipment Regulations 1998. These inspections are carried out by our team of SEMA Approved Racking Inspectors.
Call the risk solutions team today on 01427 420 404 to discuss your requirements or email risksolutions@skaltd.co.uk

So how do I ensure my mezzanine floors are safe?

Mezzanine floors must be able to withstand the loads that are to be placed on them. When they are being designed or planned the following points must be considered:

• The mezzanine may require Local Authority Building Control Officer approval
• The mezzanine floor must be capable of withstanding the loads to be placed upon it, so will require structural calculations
• The ground area that the mezzanine is being constructed upon must be able to withstand the mezzanine structure and any loads on the mezzanine
• The floor load-bearing capacity and any restrictions should be clearly marked
• Loads should be spread evenly and “point loading” should be avoided.
• The mezzanine must have edge protection, such as: 
  * a main guard rail of at least 1100mm installed above the surface
  * a toe board at least 150mm high
  * an intermediate guard rail or other fixture, so that there is no gap greater than 470mm
• The edge protection must be strong and rigid enough to prevent people from falling from the area, and to withstand the falling of items stored on the mezzanine
• The edge protection should be continuous along every exposed edge of the mezzanine floor
• There needs to be suitable levels of lighting on the mezzanine and the areas below it for the tasks being carried out
• Additional fire precautions will be needed due to increased travel distances from the mezzanine and to detect any possible fires, such as through the installation of smoke/heat detectors, plus call points both on and below the mezzanine area.

In summary, whether it is a purpose-built mezzanine or a mezzanine that you have accidentally created, if you want to continue to use the area and remain free from the possibility of prosecution you should determine the strength of the loading surface, provide suitable access and edge protection and, as a minimum, fencing which consists of two guard rails (a top rail and an intermediate rail) at suitable heights. 

Email healthandsafety@skaltd.co.uk or call 01427 420 402 if you have any questions and #oneoftheteam will be happy to help.

Over the last few weeks, we have seen an increase in news stories from across the UK about fires in commercial laundry environments. These include:

Huge fire takes hold at K Laundry Ltd in Northwood Road, Ramsgate

Brigade Tackle Fire At Laundrette In Acton

Firefighters rush to battle Lincoln blaze with police attending

There are also frequent recalls from laundry equipment suppliers due to design faults, so ensuring the safety and efficiency of your laundry operations has never been more critical, whether it is a laundrette or the internal laundry of a hotel or spa. We look at the key risks in small laundry settings and what you can do to improve safety. 

What are the main risks?

Lack of supervision

One of the primary fire risks in small laundry operations is when individuals leave laundry equipment unattended. Leaving a site unattended means faults or issues may go undetected until a fire starts. 

Spontaneous combustion

Unlike in most industries, many of these fires do not need an external source of ignition as spontaneous combustion is a common cause of fires. Among the areas at risk of this are:

• dryers not having a cool down cycle
• towels taken from dryers and left stacked
• laundry containing oil, e.g. from kitchens or industry, that have not been correctly washed and then left stacked

Lack of general ventilation in summer can cause the ambient temperatures in buildings to rise, making the step to spontaneous combustion easier.

Combustible materials

The presence of combustible items such as clothing, towels and washing products can cause a fire to spread even more quickly. The build-up of lint, if ignited, can spread the fire at an extremely fast rate, so it is vitally important that this is controlled and understood. There is also the possibility of large volumes of gas on site to power steam boilers and dryers.

The most severe risks include potential loss of life or serious injury from fire temperatures and toxic smoke. Not following safety measures can lead to devastating consequences including total property loss, business interruption and legal liabilities.

What can I do?

Carry out a Fire Risk Assessment

Understanding the importance of a comprehensive fire risk assessment is crucial for identifying and evaluating fire hazards. 

This responsibility lies with the occupiers and owners of business premises. By law, a competent person must carry out the risk assessment and implement necessary control measures to mitigate fire risks. If you do not have a competent person available in your business, we can offer this service to you.

The assessment should cover:

• The construction of the premises
• Working practices
• Potential ignition sources
• Likely fire-spread potential
• Suitability and standards of fire protection systems including alarms, fire doors, emergency lighting, escape signage, and extinguishers
• Fire procedures
• Escape routes
• Access to laundry rooms for fire brigades

You should also ensure that the fire risk assessment considers DSEAR risks that may be present on site, and whether there is a need for a full DSEAR assessment to be undertaken.

Fire protection systems

Install or upgrade to an automatic fire alarm system conforming to BS5839 standards. This system detects smoke or heat and automatically sounds an alarm, alerting everyone in the building to the potential fire. 

It should be noted that many fire brigades no longer attend automatic fire alarm calls in the daytime to most business without secondary confirmation, so ensure you have a recognised procedure in place to ensure the fire brigade are called correctly and that staff know and understand this.

A fire risk assessment would also look at the need for a fire suppression system should within the premises, which can be linked to existing fire alarm systems. 

For any fire protection system, there is a need to ensure that they are regularly maintained in house as well as being serviced periodically by competent persons.

Ensure electrical safety

To prevent electrical fires, have the installation tested regularly by a qualified electrician in line with BS 7671 and carry out regular inspections of electrical equipment including sockets and switches. 

Ensure the installation has the correct safety measures, such as RCD (Residual Current Device) protection and AFDD (Arc Fault Detection Devices), which quickly disconnects a circuit when it detects an imbalance in the current flow. 

It is also vital to avoid the use of extension leads, which can overheat and cause fires. All equipment should be PAT tested, ideally every 6 months.

Install and maintain fire extinguishers 

Your business should always have appropriate fire extinguishers, including portable ones in laundry rooms.

Fire extinguishers require regular servicing by a qualified person even if not used and this should be done each year to ensure they are fit for purpose and will work if needed. 

It is also important to have members of your team trained on their specific use. We offer thorough maintenance checks and can arrange for on-site fire extinguisher training. 

Carry out regular training and drills

All staff members should be trained in the fire procedures that you have in place, including what to do should they discover a fire and where and how to evacuate. Those members of staff that have additional responsibilities with regard to fire safety (fire wardens for example) should be provided with additional and suitable information, instruction and training to allow them to carry out their roles effectively and safely. 

Fire drills should be undertaken periodically. These should be documented and reviewed to ensure that the fire procedures that you have in place are suitable and sufficient. Where issues arise it will allow you to review and reissue your fire procedures. 

Five Essential Laundry Room Fire Safety Tips

1. Watch for spontaneous combustion

Over-dried laundry packed tightly can ignite due to retained heat and chemicals.

2. Ensure thorough cleaning

Textiles must be washed thoroughly to remove all oils and fats, reducing fire risk.

3. Cool laundry before storing

Always vent and cool dry laundry before storing to prevent ignition.

4. Use safe laundry chutes

Construct laundry chutes from non-combustible materials with self-closing shutters for fire resistance.

5. Maintain Cleanliness and Security

Clean equipment, store flammables properly, and secure laundry areas to prevent fires and keep access routes clear so emergency evacuation is not hampered.

Contact Us Today

These fire safety measures can reduce fire risks in your laundry operations. For more detailed guidance or assistance, don't hesitate to get in touch with a member of our team at risksolutions@skaltd.co.uk

In 2024, three in 10 Brits (27%) reported suffering from back pain at work, with over 8 million sick days taken for back pain alone last year. We look at what causes work-related back pain and how you can reduce this risk, lower costs and improve productivity with a few simple steps.

What causes back pain?

While not all work-related back injuries can be prevented, ignoring job-related risks is a leading factor in developing health issues. The most common causes of work-related back pain are:

• muscle strain which can be caused by sitting or standing in the same position for long periods, poor ergonomics, repetitive movements and/or constant strains and pulls through various activities.
• job-related stress may take a toll on a worker’s back over time as muscle tension can result in back pain. 

• not taking sufficient breaks: some workers wait until they experience musculoskeletal discomfort before taking a rest break. Even if your workers are taking proper precautions, carrying out duties that place extra strain on their spine can increase the risk of sustaining an injury.
• ignoring health issues: if your staff have existing health risks such as weight issues and conditions such as high blood pressure, taking on extra work-related duties may increase their risk of injury.

What can I do as an employer?

Being aware of the risks can encourage employees to take steps to reduce the odds of sustaining an injury. By preventing and managing musculoskeletal disorders (MSDs) in the workplace, organisations can lower costs, improve productivity, gain worker engagement, reduce staff turnover, improve morale and reduce absence rates.

Manual handling affects every business, from a manufacturing or construction environment to an office-based organisation. We can assist with all aspects of manual handling assessments, as well as provide training for your staff to minimise the risk of injury and protect your business.

We are here to help – simply contact your designated advisor, call our Health & Safety team on 01427 420 402 or email healthandsafety@skaltd.co.uk

Tip: Avoid directly blaming an employee and saying it’s their fault they have a bad back. Work with them to understand why they have not used equipment provided or failed to use the correct lifting technique. Find alternative methods for carrying out the task. 

What about remote workers?

Even before the COVID-19 pandemic struck, thousands of people worked either partly or fully from home; over the past few years, that number has grown significantly. If your employees are now working from home, they may be noticing new aches and pains that they did not experience at the office. That’s because many companies follow an ANSI-HFS standard in the design of their computer workstations, furnishing the office with ergonomic furniture and accessories.

So, what can remote workers do? 

If you are working from home, spend as much time as you can in a neutral posture - a comfortable body position where no body part is awkwardly bent or twisted. The more you can work in a neutral posture, and the more you can move around, the lower the chance of any injury.

Follow these tips to make your home office more ergonomically designed:

• View your computer screen with a straight neck. Make sure your screen is set so that the top of the screen is at eye level.
• Put your keyboard and mouse or touchpad at a comfortable height in front of you. If using a laptop, use a separate keyboard and mouse where possible, this allows the laptop screen to be positioned correctly.
• Don’t use a soft, squishy wrist rest.
• Sit back in your chair. Consider a lower lumbar back support or cushion. Supporting your lower back will help encourage good posture.
• When sitting, rest your feet flat on either the floor or foot support.
• Take regular, short breaks. Move around for at least five minutes every hour, aiming for frequent, short breaks.
• Limit the time you work on your bed or on the sofa.

How can I lower the risk in my workplace?

• Risk assessments are the best way to predict the various factors that can lead to MSDs. The assessment should consider the task, individual, load, work environment and anything else that’s relevant.
• Control the risks by putting sensible and proportionate control measures in place, whilst still considering the hierarchy of control. This doesn’t have to be costly or a big change; it could include anything from modifying equipment to making alterations to work practices. 
• Take a break. Ensure that frequent rest breaks are taken to allow the body to recover, thereby preventing fatigue. Encourage staff to stretch their muscles to reduce tension in their body and improve overall flexibility. 
• Good ergonomics balance the requirements of the job and the capacity of the employee. This can be done either by adapting the task to the person through the design of the work or by developing the capacity of the staff member through training and workplace adjustments. 
• Pay attention to posture. The way in which a worker performs a task can affect MSDs. For example, if a worker maintains a static posture and twists to pack, such as working on checkouts, they are more likely to damage muscles than if they move their feet to position themselves. Small improvements reduce the risk. 
• Report it. MSDs may be related to what workers do in their personal lives, which compounds issues at work. This is where awareness training comes in. Having workers who are aware of all MSD hazards and risks and are healthier outside of work will benefit you both. 

Encourage staff to adopt good practices and report any issues as soon as possible. 

We are here to help – simply contact your designated advisor, call our Health & Safety team on 01427 420 402 or email healthandsafety@skaltd.co.uk

We understand the importance of maintaining a safe and compliant environment for the construction industry. Our range of services is specifically designed to address the unique needs of construction environments.

Our dedicated group of skilled engineers and expert consultants are committed to safeguarding your business and ensuring compliance at every turn. Our breadth of experience enables us to customise solutions and tailor them to your requirements, whether you need individual services or a comprehensive package. Work with us and know your business is in the capable hands of professionals dedicated to its safety and success.

RISK SOLUTIONS

Fire Risk Assessment:
Ensure compliance with the Regulatory Reform (Fire Safety) Order 2005 through a comprehensive assessment conducted by our fully qualified Fire Risk Assessors.

Electrical Installation Condition Report:
Receive expert advice on the frequency of required tests, tailored to your business premises.
Meet the requirements of the Provision and Use of Workplace Equipment Regulations 1998 and The Electricity at Work Regulations 1989 through an effective PAT testing regime.

Fire Door Audit:
Schedule regular inspections of fire doors, with our comprehensive audit and recommendations for any required remedial work.

Legionella Risk Assessment:
Identify potential risk areas and receive guidance on necessary control measures based on industry standards.

Fire Alarm System Service & Emergency Light Checks:
Ensure compliance with fire safety laws through routine service and maintenance of fire alarm systems and emergency lighting.

Asbestos Management Services:
Meet your legal obligations for premises built before 2000 with our Asbestos Management Survey, including sampling, analysis, and detailed reporting.

LOLER Inspections 
The Lifting Operations and Lifting Equipment Regulations 1998 relate to any equipment employed in the workplace for lifting or lowering loads, including attachments used for anchoring, fixing, or providing support. Our team will conduct a thorough assessment, providing a comprehensive report, guaranteeing that your operations align with LOLER.

Roller Shutter Door Servicing
Under the Supply of Machinery (Safety) Regulations and PUWER Regulations, industrial doors must undergo regular servicing and inspection. A 6-monthly visit is recommended to keep doors compliant and in good working order.

PUWER Inspections
Under PUWER, equipment supplied at work should be suitable for the intended use. The equipment must be safe for use, maintained and inspected regularly, and accompanied by suitable health and safety measures such as protective devices and controls. A PUWER assessment ensures businesses are compliant with the most up-to-date regulations, and workplaces and individuals are safe.

In addition to these services, we also provide a wide range of additional solutions to support your premises’ safety and compliance needs:

● Installation and Servicing of Fire Extinguishers
● Equipment Calibration
● Gas Safety Inspections and Servicing
● Playground Equipment Inspections
● An e-logbook hosted on the Member’s Area with easy access to, and storage of, all your compliance documents

HEALTH & SAFETY

Our dedicated Health & Safety Team ensures your business meets legal requirements, implements best practices, and effectively manages its systems. We will provide you with an advisor who specialises in construction settings and can offer comprehensive advice and support tailored to your needs. 

From individual contractors to organisations dealing with multimillion-pound commercial contracts, our construction specialist advisors have worked closely with construction companies of varying sizes and have knowledge of all commonly used compliance and reporting software.

We are aware of how different each construction environment can be, and have created a variety of different packages to suit all requirements.

What to Expect from SK Health & Safety:

Arrange a face-to-face meeting with your dedicated advisor for:

● A thorough Health & Safety audit, specifically designed for construction, providing a detailed report on your Health & Safety management systems
● An inspection of your site to identify hazards and highlight good practices
● Development of key Health & Safety policies, all specifically designed for construction
● Recommendations to improve Health & Safety practices 

Following the audit, you will receive:

● A detailed report summarising the findings of the H&S Audit, including a GAP analysis
● An action plan with realistic time frames to enhance health and safety measures
● Customised Health & Safety Policies
● A tailored Health & Safety Booklet for distribution among your staff
● Exclusive access to our Business Shield members’ area, where all relevant documentation will be stored securely 

As a Stallard Kane client, you will also benefit from:

● Unlimited telephone and email support from your dedicated advisor and our expert Health & Safety team
● Access to a wide range of specialised risk assessment templates for various scenarios
● Assistance with RIDDOR and accident reporting
● Annual Health & Safety Audits conducted by your designated advisor
● Regular email updates and informative articles to stay up-to-date on Health & Safety matters

HR & EMPLOYMENT LAW

Our HR & Employment Law service ensures that your HR documentation is created and regularly updated to comply with changes in legislation. We provide comprehensive support to help you effectively manage your HR processes.

What to Expect from SK HR & Employment Law:

When you partner with us we will conduct an Initial Audit, which includes:

● A face-to-face meeting with your dedicated advisor
● A review and update of your current terms and conditions of employment and Employee Handbook
● A thorough HR Audit of your documentation throughout the employee lifecycle, covering recruitment, onboarding, training and development, retention and exit
● Analysis of the latest legislative changes and employment law decisions

Following the audit, you will receive:

● A comprehensive HR Audit Report, along with any supporting documentation identified during the audit
● Updated Employee Handbooks, contracts, and an HR manual
● GDPR documentation
● All the above will be accessible in your individual members’ area on the Business Shield website

Ongoing Support: As a Stallard Kane client you will benefit from ongoing support, including:

● Unlimited telephone and email support from your designated advisor and our experienced HR team
● Provision and assistance with drafting customised letters for various situations
● Annual HR Audits conducted by your designated advisor
● Regular email updates and articles to stay informed about HR and employment law matters
● Support with a wide range of employment law issues, such as disciplinary actions, grievances, redundancy, performance capability, and TUPE (Transfer of Undertakings Protection of Employment)

TRAINING

Training is crucial to effective Health & Safety and HR management systems. At Stallard Kane, we offer a wide range of courses to assist organisations in achieving their training goals.

Tailored Training Solutions:
No matter your training requirements, we are here to help. Whether developing a training schedule or delivering bespoke courses customised to your needs, we’ve got you covered.

Accreditations and In-house Expertise:
Stallard Kane maintains various accreditations and boasts a team of experienced in-house trainers who deliver our courses.

Expanding Our Reach:
We have established partnerships with trusted training providers across the UK to offer an even broader selection of courses, both in terms of content and geographical availability. This enables us to provide our clients with a wider range of services at no additional cost.

Flexible Training Options:
As a Stallard Kane client, you have the flexibility to spread training costs, ensuring you can access the training you need precisely when you need it. We offer both open and closed courses:

Open Courses:
These scheduled courses are available across the UK and are ideal for individuals and small businesses.

Closed Courses:
Exclusive to your organisation, these courses are tailored to your specific requirements and can be delivered at your site, one of our locations, or even through virtual classrooms.

Core Training:
● Site Safety Awareness
● CITB SSSTS
● CITB SMSTS
● NEBOSH General Cert
● NEBOSH Construction
● NEBOSH Fire
● IPAF
● Plant Training and Testing
● Slinger / Signaller
● First Aid
● Mental Health First Aid
● Confined Spaces
● Abrasive Wheels
● Face Fit Testing
● UKATA Asbestos Awareness
● Manual Handling
● Working at Height (incl. Harness Awareness)

Additional Training:
● Legionella Awareness
● COSHH Awareness
● Wellbeing Champion

To find out more information or discuss your training needs, talk to our Training Team by calling 01427 420 405 or emailing training@skaltd.co.uk

We take a closer look at incidents reported by the HSE and ask our team of experts what could have been done to prevent or mitigate them.

Council fined as school technician loses finger

A local authority has been sentenced after a worker lost his finger while operating a machine.

Adi Soday, a technician at The Forest School in Horsham, lost his right index finger when it was sliced off by a circular bench saw on 13 June 2022.

The 29-year-old, who worked in the design and technology (DT) department, had been operating the saw to cut pieces of wood that were set to be used for a DT lesson.

While pushing one of the sheets of wood through the saw, Mr Soday, who was 27 at the time, felt a pain in his right index finger and immediately turned off the machine.

As he looked down, he saw his finger lying on the bench.

A Health and Safety Executive (HSE) investigation found West Sussex County Council, the local authority in charge of the school, failed to ensure Mr Soday was trained to use the bench circular saw. Mr Soday had used the saw many times but had not been trained on how to use it safely.

West Sussex County Council pleaded guilty to breaching Regulation 9 of the Provision and Use of Work Equipment Regulations 1998. The local authority was fined £16,000, ordered to pay £4,294.60 in costs and a victim surcharge of £190 at Brighton Magistrates’ Court on 3 July 2024.
Taken from HSE Media Centre

Matt Ellis, Head of Health & Safety at Stallard Kane

‘Tragically, it is possible that this injury could have been prevented if the technician had undergone proper training, by a competent person, on how to use the machine. 

A suitable risk assessment would have highlighted that a safe system of work needed to be in place and that training was required. This would also have assessed whether the method of pushing materials through the saw was safe; in certain environments, the use of a push stick may be more appropriate.’

Don't wait for an accident to happen - take action now to protect your workforce and your business. Contact our Health & Safety team at healthandsafety@skaltd.co.uk or 01427 420 402 to book your risk assessment now.

Machine guarding is an essential element of workplace safety, helping to protect the operator and those around them from injury during the operation of equipment. 

What are the key hazards?

There are several potential hazards involved in operating machinery, including but not limited to:

• Physical contact with live electrical components or moving parts
• Hair, clothing or body parts becoming entangled in the equipment
• Being struck by flying sparks or debris emitted by the machine as it works

Injuries resulting from these can be life-changing or even fatal, so mitigating risks is crucial. It may be a simple solution to a risk factor, but machine guarding is a very effective way to minimise the risk of an accident. 

What kinds of guards are there?

The most common form of machine guarding is a fixed guard, i.e. a fixed physical barrier between the operator and the hazardous area of the machine - such as a saw blade - which prevents any direct contact being made. 

Equipment may also have adjustable guards, which can be adjusted for variation in the work being carried out (e.g. the size of materials being worked on) or which adjust automatically, or interlocked guards which prevent the equipment from starting or operating unless the guard is in place. 

Can machine guards damage the equipment? 

On the contrary, machine guards have the additional benefit of protecting the equipment as well as the operator. Components are covered and shielded away from reach, meaning that the operator cannot access them and potentially create a dangerous situation by altering the settings or components within the machine. 

Also, machine guards are required by law for any part of a machine that can pose a risk whilst in operation and must meet certain Health & Safety standards for the equipment to be determined safe and usable. This standardisation means that each machine must be regularly inspected to ensure compliance; because components are protected and well-maintained they should last longer, potentially leading to reduced operating costs. 

What are my legal responsibilities?

The Provision and Use of Work Equipment Regulations 1998 (PUWER) were put in place to protect people using tools and equipment in the workplace and those around them. The regulations are wide-ranging but the key areas concerning machine guards are as follows: 

• Employers are required to carry out a risk assessment of the equipment operation and take action to minimise identified risks – including, if appropriate, providing machine guards. 
• Guards must be fit for purpose, i.e. successfully restrict access to hazardous parts of the machine, taking into account the specific type of equipment and its operation. 
• Machine guards should be in good condition, properly fitted and regularly maintained, with inspection records kept. 
• Operators should be given adequate information and training on the safe use of the equipment and the machine guards, and the importance of using them properly.

Where machine guarding isn’t covered by these regulations (such as on machines used by the public) then the Health and Safety Act will usually cover safe use.

If you need any help with the above, contact your advisor or SK Health & Safety on 01427 420 402 or email healthandsafety@skaltd.co.uk and #oneoftheteam will be happy to help.

There is nothing quite like a British heatwave - but ensuring you stay safe as temperatures soar takes more than just a decent sunscreen. You have a duty of care to ensure the safety of your staff, and effective facilities management can help. 

We share a few tips for keeping your employees safe and well during a heatwave. 

USE NATURAL AIR IN A HEATWAVE

Though air conditioning can be a fan favourite in heatwaves, natural or fresh air ventilation should be used wherever possible. Natural air ventilation can be achieved simply by opening a window or, if your air conditioning system is fitted (or can be retrofitted) with a fresh air supply, selecting fresh air rather than recirculation. This will reduce the infection rate in highly populated spaces and limit the spread of transmissible infections.

ENSURE YOUR AIR CONDITIONING IS CLEAN 

If you have air conditioning or ducted air handling, it must be regularly cleaned and serviced to ensure it works optimally. This is true both in terms of energy efficiency and the reduction of pollen, dust, and bacteria in the air. 

PAT TEST YOUR FANS AND COOLING TOWERS 

As the temperature rises, desk fans and cooling towers suddenly appear across offices and public spaces. But be careful if you use cooling or tower fans in your workplace—make sure they are PAT tested, avoid daisy-chaining the plugs, and check for trip hazards from trailing wires. 

CHECK-IN ON YOUR TEAM WITH OCCUPATIONAL HEALTH SCREENING 

A robust occupational health screening programme will help you identify potential risk factors in your workforce. Some vulnerable workers might need reasonable adjustments or be more likely to require additional support in extreme heat. Occupational health screening is a proactive way of identifying risks, helping signpost your employees to pathways for extra help and reducing absenteeism. 

NO TWO PEOPLE ARE THE SAME 

Everyone reacts to heat differently, and your employees should be trained to recognise the symptoms of heat illness. Regular occupational health surveillance or an effective employee wellbeing programme is a great platform to help you get the message across. 

ENSURE YOUR ELECTRICS HAVE AN UP-TO-DATE - AND SATISFACTORY - EICR 

Overheating cables can be a risk in extreme heat; when it's very hot, cables cannot carry their current capacity and subsequently become a greater fire risk. Ensuring you have a regular EICR with correct cabling identification will inform you of any potential for overloading. For any remedial advice, please call our electrical team. 

Need help in the heatwave and beyond? Our team are here to help. To find out more information on anything we have discussed in this article, contact risksolutions@skaltd.co.uk

Policy Change Effective October 2024

Starting from October 1, 2024, the London Fire Brigade (LFB) will implement a new policy regarding automatic fire alarms (AFAs) in commercial buildings. As part of this change, the LFB will no longer attend AFAs in most non-residential buildings, including office blocks and industrial estates, during daytime hours (7:00 am to 8:30 pm) unless a call confirms an actual fire.

Rationale Behind the Change

In the 2023/24 period, AFAs accounted for 40% of all LFB incidents, totalling 52,000 calls. However, fewer than one per cent of these calls from non-residential AFAs were fires. By reducing the time and resources spent on unwanted fire signals (UwFS), the LFB can allocate more attention to critical areas such as fire prevention and emergency response.

Exceptions to the Policy

This policy change will not apply to all buildings. Exemptions include:

• Private dwellings/houses
• Flats (including high-rise)
• Houses in multiple occupation
• Mobile/park homes
• Houseboats
• Hospitals
• Residential care homes, nursing homes, and hospices
• Children's homes
• Specialised housing premises (e.g., sheltered housing, extra care sheltered housing, supported living)
• Student accommodation/halls of residence
• Residential boarding schools
• Hotels, motels, B&Bs, and other guest accommodations
• Hostels (e.g., homeless, rehabilitation)/youth hostels
• Prisons, young offenders' institutions, and other secure establishments
• Heritage buildings
• Schools
• Nurseries
• Buildings of substantial public significance identified as exempt by LFB

What This Means for Responsible Persons

For Non-Exempt Buildings:

• If you are responsible for a commercial building not on the exemption list, you must confirm an actual fire by calling 999 if an AFA is triggered during daytime hours.
• Please review and update your fire risk assessment to ensure it reflects this new policy.
• The LFB will still attend AFAs between 7:00 pm and 8:30 am.

For Exempt Buildings:

• Ensure the individual responsible for calling 999 in case of a fire knows the building's exemption and can relay this information to the LFB during the call.
• Note that all AFA calls to the LFB during daytime hours will be subject to consideration before any emergency response is made. Ensure your call operators understand this policy clearly and do not assume any exemptions.

If your property is not exempt, then this may mean that both your fire risk assessment and fire procedures require a review. To get this arranged, or for any more details on the changes including any training requirements, don’t hesitate to contact your dedicated advisor or the Risk Solutions team on RiskSolutions@skaltd.co.uk

Safety signs and labels help you, as an employer, meet health and safety requirements and educate, inform and protect individuals on your premises. In a diverse workplace signs overcome language barriers and ensure everyone receives and understands the same safety messages, so it is important that they are used correctly.

What are my responsibilities?

As an employer, it is your duty to provide safety signs if there is a significant risk that cannot be avoided or controlled in any other way, such as using safe systems of work. You do not need to provide safety signs if they don’t help reduce the risk or if the risk isn’t significant; however, certain fire safety signs must be displayed according to separate legislation. 

You should put the appropriate signs in place to warn of danger and make sure that staff are aware of their meaning. Although most safety signs are self-explanatory, employees (particularly new, young, or inexperienced ones) may be unfamiliar with them. It’s important that the meaning of any sign is clearly explained, and that employees are aware of the consequences of not following the warning or instruction given by the sign. If you have visually impaired staff you may need to provide alternative ways to communicate, such as audible instructions during a fire evacuation.

To meet your duties, damaged or missing signs should be replaced immediately – although it is important to remember that safety signs are not a substitute for other means of controlling risk.

Does the shape or colour of a safety sign tell you anything?

A sign’s shape and colour gives you important information about its purpose:

Prohibition

Prohibition signs give information about dangerous behaviour that is banned, or prohibited. They are round, with a black pictogram on a white background or red edging with a red diagonal line from the top left to the bottom right; the red part must take up at least 35% of the area of the sign. Examples include ‘No Smoking’.

Warning

A warning signtells you to be careful, to take precautions and warns about hazards. It is triangular in shape, with a black pictogram on a yellow (or amber) background and with black edging; the yellow/amber part must take up at least 50% of the area of the sign. Examples include ‘Wet Floor’. 

Mandatory

A mandatory sign tells you about a specific behaviour or action that must be done. They are always round, with a white pictogram on a blue background; the blue part must take up at least 50% of the area of the sign. Examples include ‘PPE’.

Emergency

Emergency signs depict areas of safety such as fire exits. They are rectangular or square in shape with a white pictogram on a green background; at least 50% of the area of the sign must be green. Examples include ‘Fire Exit’ and ‘Fire Assembly Point’. 

Fire action notices are red, either square or rectangular, and have a white symbol (with or without additional text) in the middle. Examples include ‘Fire Alarm Call Point’ and fire extinguisher signs.

Chemical Identification

These are specified by the GHS, or the Globally Harmonised System of Classification and Labelling of Chemicals. Signs are a red diamond with black pictograms on a white background and identify the classification of a chemical as toxic, corrosive, etc. Examples include a skull and crossbones for acute toxicity and a gas cylinder indicating gases under pressure. 

White is NOT a safety colour but is used for pictograms or other symbols on blue and green signs, in alternating red and white stripes to show obstacles or dangerous locations, and in continuous lines showing traffic routes.

Black is NOT a safety colour but is used for pictograms or other symbols on yellow/amber signs and (except for fire signs) red signs, and in alternating yellow and black stripes to show obstacles or dangerous locations.

Need some new or replacement signs and not sure where to start? We provide a wide range of safety signage, from bespoke branded plaques too easy to fit self-adhesive signs and labels for all your needs. We can help you assess your signage and provide you with a quote for updating it. To find out more information call our Risk Solutions Team on 01427 420 404 or email risksolutions@skaltd.co.uk #OneOfTheTeam.

When and where should I use signs?

Your risk assessments should pinpoint where you need to place signage. The Health and Safety (Safety Signs and Signals) Regulations 1996 make it clear that safety signs are not a substitute for other means of controlling risks; they are to warn of any remaining significant risks or to instruct employees on the measures they should take in relation to these risks. Don’t overuse signage as it starts to lose its effectiveness. Be clear and concise in the visual messages you are portraying. 

If you need help on any health and safety matter contact your designated Stallard Kane Health & Safety Advisor; if you don’t currently use our Health & Safety services, call 01427 420 402 or email healthandsafety@skaltd.co.uk and one of the team will be happy to help.

A risk assessment lists the hazards that might be encountered while completing a task or activity (or being within a certain environment), the risks potentially created by the hazards, and how we can best minimise those risks with control measures. We look at why you need them and how much information they need to contain.

Are risk assessments complicated?

We all carry out risk assessments every day, such as crossing a road: the hazard is the traffic, the risk is that we get hit by a car, and the control measures are to use a crossing point and look both ways. 

Do I need written risk assessments?

Writing a risk assessment down will allow you to focus on the hazards. It then can be passed out to your workforce and stored centrally for them to re-read if needed, rather than you or their manager having to tell them every time. From a liability point of view, written risk assessments show that you have taken every necessary step to reduce any risks; many insurance companies will not pay out on any claims if you can’t produce risk assessments.

How detailed does a risk assessment need to be?

A risk assessment must have all the relevant information but be simple to follow. Overcomplicated risk assessments can be counterproductive; if an employee can’t understand it, then they can’t follow it. 

Do I have to remove all risks from every task to make it safe?

Going back to our analogy about crossing the road, you will never be able to make that completely risk-free, yet we need to cross the road to get on with our daily lives. When a risk assessment is created, it takes this into account; it is designed to achieve a considered balance between a reasonable level of risk and being able to complete the task.

A risk assessment will never be 100% effective, even with the best will in the world; unpredictable events or situations happen. Risk assessments should be reviewed regularly, and reviewed immediately if an incident occurs. For example, you may have a microwave in a kitchen you have assessed for risks such as burns, electric shock and radiation. However, a team member moves the microwave to clean underneath it and drops it on their foot, causing injury. At this point the risk assessment needs to be re-assessed, as it hadn’t considered that the microwave needed to be moved.

In summary, a risk assessment shouldn’t prevent you from completing a task. They need to be simple to follow and reviewed regularly or when needed. If you need any help with the above, contact your advisor or SK Health & Safety on 01427 420 402 or email healthandsafety@skaltd.co.uk and #oneoftheteam will be happy to help.