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Many employers and employees question whether there are rules surrounding temperature in the workplace. The question tends to arise more so when temperatures start to rise, for example during a heatwave, because it can often be more difficult to control workplace temperatures at the upper end of the scale compared to the lower end. However, it is important to be aware of the laws and guidance surrounding both hot and cold workplace temperatures.

What are the rules surrounding workplace temperature?

There is actually no law that dictates when it is too hot to work, or what the maximum workplace temperature can rise to. This is because no two workplaces are the same, and also because it is impossible to set an upper limit as, in some working environments, high temperatures can be associated with work activity, rather than seasonal fluctuations.

It is a requirement, however, for employers to follow the relevant health and safety at work law. This includes maintaining a comfortable temperature in the workplace, and providing fresh, clean air.

In terms of cold temperatures, the minimum an indoor workplace should normally be, according to the Approved Code of Practice on the Workplace (Health, Safety and Welfare) Regulations, is 16°C, or 13°C if a lot of the work involves demanding physical effort.

The HSE provides practical steps that can be taken to maintain comfort when working in the cold. There is also guidance on protecting employees from the risks of outdoor working

Workplace temperature risk assessments

Under the Management of Health and Safety at Work Regulations, it is a requirement for employers to assess the risks to workers of high and low workplace temperatures, both for indoor and outdoor working, and put control measures in place to protect them, including special seasonal control measures.

The HSE also suggests that employers should consult with their workforce with regards to the best ways to handle high or low temperatures.

The HSE's heat stress checklist (PDF) can be used to check if employees are at risk from extreme temperatures.

How to manage workplace temperatures

The way in which workplace temperature management should be approached will depend upon whether the workplace is indoors or outdoors, and the normal operating temperature of the environment.

For indoor workplaces, in order to maintain a temperature of at least 16°C, or 13°C for strenuous work, employers should provide the following:

 

• Where it is not possible to maintain a regular, comfortable temperature naturally, a method of heating or cooling, for example fans, air conditioning, open windows, radiators, etc.
• Rest facilities for employees to take refuge from hot work
• Warm clothing for use in cold conditions

 

Any heating, ventilation or air conditioning (HVAC) system should be adequately maintained and monitored to ensure healthy levels of indoor air quality.

For outdoor workplaces, the HSE offers special advice.

Too hot, or too cold?

If employees have informed you that they are too hot, the following guidance can be used to help them feel more comfortable:

 

• Provide fans, comfort cooling, air conditioning and adequate ventilation
• Keep windows closed to prevent hot air entering the workplace, but do apply common sense, as if the windows open out onto cool, shady areas, it could be beneficial to open them to promote airflow
• If you do open windows to maintain air flow, ensure this doesn't introduce outdoor irritants or pollutants into the indoor working environment
• Provide shade from direct sunlight courtesy of blinds or reflective film on windows
• Where possible, position workstations away from sources of heat or direct sunlight
• Insulate any hot equipment and pipework
• Provide a supply of cold drinking water

 

Working arrangements could also be varied to help deal with unusually warm conditions. For example, allowing employees to work from home, moving them to cooler parts of the building or varying working hours so that the hottest parts of the day are avoided.

Extra breaks will allow employees time to cool down and get themselves a drink, and relaxing formal dress codes can also help, providing any personal protective equipment is still used where required.

If you have been informed that the workplace is too cold, then you could:

 

• Provide suitable workplace heating
• Introduce processes that keep exposure to cold products and areas to a minimum
• Take steps to reduce draughts, providing those steps do not impact on the necessary ventilation
• Provide appropriate protective clothing and / or equipment to protect employees working within cold environments

 

Breaks should be sufficient to allow employees to warm up and get hot drinks, and working patterns could be re-arranged to limit exposure to cold conditions.

The use of Personal Protective Equipment in hot conditions

Personal protective equipment (PPE) reduces the body's ability to evaporate sweat. Where PPE is weighty or awkward to wear, it may contribute to increased body heat.

Wearing PPE in hot conditions with high work rates may increase the risk of heat stress due to its weight, and the fact that it prevents sweat evaporating from the skin. Of course, there is a reason for PPE, so safety needs to be balanced with comfort.Personal protective equipment (PPE) reduces the body's ability to evaporate sweat. Where PPE is weighty or awkward to wear, it may contribute to increased body heat.

Wearing PPE in hot conditions with high work rates may increase the risk of heat stress due to its weight, and the fact that it prevents sweat evaporating from the skin. Of course, there is a reason for PPE, so safety needs to be balanced with comfort.

You can help to keep employees safe whilst wearing PPE in hot conditions by:

 

• Encouraging them to remove the PPE as soon as the task that requires it has been completed
• Advising that PPE should be allowed to dry out or should be replaced before using it again
• Providing facilities to dry out PPE
• Allowing slower work rates and longer recovery times
• Increasing the frequency of rotating employers out of the hot environment
• Scheduling work to cooler times of the day where possible
• Reviewing your PPE to see whether newer versions may be lighter and provide better levels of protection and comfort
• Considering whether automated or alternative work systems can be introduced

It is important to ensure everyone who needs to, continues to wear PPE correctly, regardless of workplace temperatures.

 

Dealing with reports about workplace temperatures

If employees are reporting issues or illnesses that may be caused by extremes of workplace temperature, it is important to review the situation and consider whether additional measures need to be put in place to control the risks.

Monitoring how workplace temperatures affect employees should form part of your risk management process. You may also need to put health surveillance and medical screening in place for those who have disabilities, illnesses, are on medication or who are pregnant.

Sometimes, simply reviewing and changing working practices can make a difference in terms of controlling heat and cold risks.

Further information on managing workplace temperature

Here is the full HSE guidance on temperature in the workplace, which covers what the law says, how workers can keep their working conditions at a comfortable temperature, guidance on outdoor working, and detailed information on dehydration, heat stress and cold stress.