Archived News

Indoor workplaces

The temperature in indoor workplaces should provide comfort. There is no legal minimum temperature, however guidance suggests that the temperature should normally be at least 16 degrees Celsius. If work involves rigorous physical effort, the temperature should be at least 13 degrees Celsius. However, these temperatures may not necessarily provide reasonable comfort, depending on other factors such as air movement, relative humidity, and worker clothing.

Thermometers should be readily available to assess temperatures. Temperature readings should be taken near to workstations, at work height and away from windows.

If these temperatures are not being achieved:

• Check that the boiler / heating temperature is set correctly (report to Facilities Assistants where applicable).
• Use additional local heating if the temperatures cannot be achieved by the installed heating (if these are being used ensure they are in good condition, follow the manufacturer’s instructions and remember to turn them off when not required).
• If reaching a reasonable temperature is still not being achieved, consider working from alternative locations (other offices, hybrid locations or at home) – this should be agreed between employees and line managers to ensure business needs are covered and lone working is managed.
• Some health conditions may be adversely affected by colder temperatures - employees and line managers should discuss how to manage these cases on an individual basis. For support with adjustments for medical reasons a referral to Occupational Health can be made.
• Employees should be encouraged to report any concerns or issues to their line manager who can escalate to Property / PRP for action where required.

Working Outdoors

When working outdoors, the weather can have a serious impact on worker’s health if the risks have not been properly managed. The weather can also affect a worker’s ability to keep safe, for example when handling machinery.

The measures that can be taken to protect outdoor workers include:

• Consider whether the work is essential or can be delayed until temperatures improve.
• Ensure risk assessments have identified appropriate personal protective equipment (PPE)/cold weather clothing.
• Advise staff to wear appropriate layers of clothing underneath PPE to assist in maintaining body temperature. Layers are better than thicker items as they can be removed or added as required.
• Take additional breaks in warm locations and enable access to an area where hot food and drinks can be prepared.
• Where possible, rotate tasks so that less time is spent using machinery or vibrating tools in colder temperatures.
• Inform and update all employees on the signs and symptoms of cold stress, such as a cough or body aches
• Some health conditions may be adversely affected by colder temperatures - employees and line managers should discuss how to manage these cases on an individual basis. For support with adjustments for medical reasons a referral to Occupational Health can be made.
• Employees should be encouraged to report any concerns or issues to their line manager who can take further action where required.

Useful links:

HSE: Temperature in the workplace

HSE: Outdoor working

As more staff return to work in offices and other spaces in a hybrid way following the relaxation of COVID-19 restrictions, it is important to consider how to minimise the spread of COVID-19 and other respiratory illnesses. 

Good hygiene – including wiping down shared desks, maintaining good hand hygiene and safe distancing are all good ways to minimise transmission.

In addition, ventilation plays a hugely important part in controlling the risk of infection from respiratory infections such as flu and COVID-19. Letting fresh air into indoor spaces can help remove air that contains virus particles and prevent the spread of infections. Good ventilation has also been linked to health benefits such as better sleep and concentration, and fewer sick days off from work or school. The more fresh air that is brought inside, the quicker any airborne virus will be removed from the room.

Some buildings/ workspaces have mechanical ventilation systems e.g., air conditioning systems that bring in fresh air from outside. Other buildings/ workspaces are reliant on ‘natural ventilation’ which is air flow through windows, doors and air vents. When your building/ workspaces are naturally ventilated it is important to maintain good air flow by opening several windows to create a draft and circulate air. The windows should be opened a minimum of one inch and should remain open for the time that people are in that workspace. 

If you are unsure whether you have mechanical or natural ventilation in your workspace, speak to your line manager or building PRP who can confirm this for you.