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In a previous article, we explored the general risks associated with lone working and the steps employers can take to protect employees who work without close or direct supervision. However, lone working is not limited to high-risk industries or remote locations.

Many office-based organisations have employees who work alone at some point during the day. This may include early starters, late finishers, reception staff, cleaners, hybrid workers, or employees travelling between offices or client sites.

Because these situations are often part of normal business operations, the associated risks can easily be overlooked.

While office environments are generally considered to be lower risk than construction sites or manufacturing facilities, lone working can still present health and safety challenges.

Medical emergencies, aggressive visitors, fire evacuations and feelings of isolation are just some of the issues employers should consider.

In this article, we'll look at the common lone working scenarios found in office environments and explore the practical measures employers can take to help keep employees safe and supported.

What does lone working look like in an office?

When people think of lone workers, they often picture delivery drivers, engineers or employees working in remote locations. In reality, lone working is common in many office environments and can arise during everyday business activities.

An employee arriving early to prepare for the day or staying late to meet a deadline may find themselves alone in the building.

Receptionists, security personnel and cleaning teams frequently work without close or direct supervision, particularly outside normal business hours.

Hybrid and home workers may also spend long periods working in isolation, while employees travelling between offices or attending client meetings may work alone for part or all of the day.

Even within a busy workplace, an employee working alone on a different floor or in a quiet area of the building may be considered a lone worker for a period of time.

The key point is that lone working often occurs naturally during the working day without employers recognising it as such. Identifying when and where these situations arise is the first step towards managing the associated risks effectively.

The hidden risks of lone working in offices

Office environments are often perceived as low-risk workplaces, but this can sometimes lead to hazards being underestimated, particularly when employees are working alone.

If a lone worker suffers a medical emergency, such as a fall or sudden illness, there may be no one nearby to provide immediate assistance or summon help.

Similarly, a simple slip, trip or fall that might normally attract an immediate response could go unnoticed for some time if the employee is working in an otherwise empty building or isolated part of the office.

Reception staff or employees who deal with visitors may also be exposed to the risk of aggressive or confrontational behaviour, particularly when colleagues are not immediately available to provide support.

In addition, lone workers must be able to respond safely during emergencies such as a fire evacuation, without relying on nearby colleagues for assistance or guidance.

Not all risks are physical. Employees who regularly work alone, whether in the office or from home, may experience feelings of isolation or find it more difficult to raise concerns. Likewise, signs of stress, fatigue or declining well-being are often less noticeable when employees have limited day-to-day interaction with managers and colleagues.

Recognising these less obvious risks is an important part of ensuring that lone working arrangements remain safe, appropriate and effective.

Practical ways to reduce the risks of lone working in office environments

The principles of managing lone working remain the same regardless of the working environment. However, office-based employers should consider how these principles apply to the specific situations that arise within their own organisation.

Our previous article, Managing Lone Working Risks: A Practical Guide for Employers, explores the general principles of lone working, including risk assessments, communication, training and emergency planning in more detail.

For office environments in particular, employers should also consider the following:

Risk assessments

Risk assessments should reflect the actual circumstances in which lone working takes place. This may include employees working early in the morning, staying late after colleagues have left, working from home, or travelling between offices and client locations.

The assessment should identify situations where employees may routinely work alone and consider the practical implications. For example: 

• Is someone aware that the employee is still in the building?
• Can they summon assistance if they become ill?
• Are entrances and exits secure outside normal office hours?
• Is there a safe procedure for locking up the building?
• Are there areas of the building where someone could remain unnoticed for an extended period?

Communication and monitoring

Office-based lone workers can easily be overlooked because they are often carrying out routine administrative tasks. Simple monitoring arrangements can therefore make a significant difference. For example: 

• Diary entries showing late working
• Teams/Slack check-ins
• Expected finish times
• A nominated colleague knowing when the employee has left
• Home workers having agreed contact points

 

Building security

Employees working alone should not be placed at unnecessary risk because the building is largely empty. Employers should review security arrangements to ensure lone workers are adequately protected.

This may include: 

• Restricting access to authorised personnel only
• Ensuring external doors remain secure
• Reviewing visitor procedures outside normal hours
• Making sure reception staff are not left dealing with unexpected visitors alone
• Checking the functionality and suitability of external lighting and CCTV
• Considering whether employees should lock up alone

 

Emergency arrangements

Office emergency procedures should recognise that fewer people may be available to provide assistance outside normal working hours.

Employers should establish clear arrangements for raising the alarm, reporting emergencies and carrying out welfare checks if a lone worker fails to respond or leave the premises as expected.

Questions to ask might include: 

• Does anyone know the employee is still in the building?
• What if the fire alarm goes off?
• Does security know they're in the building?
• How would someone know they hadn't gone home?
• Is there a signing-in/out procedure?
• Would they hear the fire alarm if wearing headphones?
• If they collapsed in a meeting room or store room, for example, how long before someone found them?

 

Well-being considerations

Managers should ensure that employees who regularly work alone do not become professionally isolated.

This may include: 

• Regular one-to-one meetings
• Scheduled team catch-ups
• Encouraging employees to speak up if workloads become unmanageable
• Monitoring excessive lone working or overtime
• Ensuring hybrid workers remain connected with the wider team

 

Home workers are lone workers too

It is easy to think of lone working as something that only happens within the workplace, but employees who work from home should also be considered lone workers where they spend long periods working without direct supervision.

Although the home environment presents different risks to an office, employers still have a duty to ensure employees can work safely.

This includes maintaining regular contact, ensuring workstations are suitable for display screen equipment (DSE) use, encouraging employees to report any health or well-being concerns, and making sure they know what to do in the event of an emergency while working alone.

Home workers can sometimes become overlooked simply because they are not physically present in the workplace. Regular one-to-one meetings, team communication and routine welfare check-ins can help employees remain connected and ensure any concerns are identified at an early stage.

For more detailed guidance, see our article on Home Working Health & Safety, which explores employers' responsibilities and practical measures for supporting employees who work remotely.

Conclusion: Looking beyond the obvious

Office environments are often regarded as lower-risk workplaces, but this should not lead employers to assume that lone working presents less significant health and safety challenges. The risks may be less obvious than in other industries, but they are no less important.

By identifying when employees work alone, assessing the specific tasks they carry out, and implementing practical control measures, employers can significantly reduce the risks associated with lone working.

The key is to assess the activity being undertaken, rather than simply the location in which it takes place.

This article has focused on the additional considerations for office-based lone workers.

For a broader overview of employers' legal responsibilities and the general principles of managing lone working risks, we recommend reading our companion guide, Managing Lone Working Risks: A Practical Guide for Employers.