Winter safety: Ensuring compliant working conditions, indoors and out

Cold weather brings unique hazards to your business, so it's important to rethink your working practices when winter arrives. Maintaining comfortable conditions is a key concern, ensuring employees are safe and protected – whether they're in a crowded office or an ice-covered yard.

The Workplace (Health, Safety, and Welfare) Regulations 1992 state that: 'During working hours, the temperature in all workplaces inside buildings shall be reasonable'. In practice, a 'reasonable' workplace temperature depends on job activity and environmental conditions. The temperature in a typical workspace should be at least:

• 16°C or
• 13°C if much of the work involves rigorous physical effort

Minimising outdoor working risks

Working outside in cold temperatures increases the odds of workplace accidents and injuries. On top of obvious snow and ice slip hazards, frosty conditions can reduce reaction times and impair judgment, making machinery and tool use particularly risky.

While the Health and Safety Executive doesn't provide specific guidance for working in temperatures below 13°C, you should assess and manage specific exposure hazards and increase protection where needed.

This might mean a steady flow of hot drinks, specially designed personal protective equipment (PPE), and cultural changes that prioritise safety over speed:

• Train your teams to recognise the symptoms of cold stress, including deep chill, aches, numbness, confusion, and reduced dexterity.
• Encourage workers to speak up if they're struggling and allow them to warm up.
• Consider shorter, more frequent warm-up breaks instead of a set schedule of extended breaks.
• Provide appropriate personal protective equipment. This should include gloves for frigid conditions, wet work, and dry handling tasks, as well as guidance on layering clothing to retain heat without compromising mobility, grip, or range of motion.
• Identify workers who struggle more with the cold and consider reasonable adjustments, such as heated gilets and heated gloves.
• Provide mobile facilities for warming up and position hot drink and soup facilities close to work areas.
• Implement formal systems of work to limit exposure, such as flexible working patterns and job rotation.
• If possible, reschedule jobs to coincide with warmer weather.

Keeping indoor workers safe and warm

Some workspaces are harder to heat than others. Substandard HVAC systems, poorly sealed windows, and draughts from entrance and exit doors can lower temperatures to uncomfortable levels for customers and employees – even with the heating on.

Reviewing your site layout, upgrading insulation, and introducing secondary heating measures can save costs and prevent cold-related health and productivity issues. Practical steps might include:

• Supplement central heating with portable heaters where necessary.
• Install insulating floor coverings or offer purpose-made footwear for employees who stand for long hours in cold conditions.
• Keep draughts under control with excluders, sealants, and automatic doors. When carrying out draught-proofing, be sure to maintain adequate ventilation and airflow in each space.
• Build ample breaks into the workday to allow staff to warm up in heated areas. Make sure you provide clean, hygienic facilities to make hot food and drinks.
• Provide suitable protective clothing for cold environments, such as thermal boots, jackets, gloves, and coveralls. Consider whether these garments should also offer hi-vis or waterproof features.
• Modify processes to minimise exposure to cold areas and cold products. This might include introducing flexible working patterns or job rotation to limit staff time in low temperatures.

A note on heater and electrical safety

Portable heaters can present fire and fume risks and should be used with care. Allow only company-issued units on site and train staff on their proper use – from avoiding overloaded sockets to ensuring adequate ventilation.

Checking that heaters are turned off and unplugged should be part of workers' daily 'shutdown' routine during winter, as well as regularly inspecting cables for wear and tear. Your heater safety plan should also cover the following critical points:

• Take stock of all portable heaters in use across your business, including offices, portable cabins, and cold corners.
• Use only electric heaters indoors to avoid carbon monoxide emissions and other harmful fumes generated by gas, paraffin, or other fuel-based heaters.
• Monitor fume levels in your workspaces using carbon monoxide detectors or appropriate air quality monitoring equipment.
• Always provide ample ventilation. Even electric heaters require steady airflow – particularly in small offices, cabins, or workshops – to clear stale air, prevent condensation and protect against airborne irritants.
• Keep units uncovered and at least one metre from flammable materials. This includes chemicals, solvents, and oily rags, which can emit dangerous fumes when heated.
• Plug heaters directly into wall sockets wherever possible. Ban or strictly control daisy-chaining extension leads for high-load heaters.
• Enforce the rule that clothing and PPE must not be dried on top of heaters.
• Include heaters in PAT testing or visual checks.
• Confirm heaters are switched off at night.

Consistent compliance – in all conditions

No matter what the British weather throws at your business, there are resources available to keep your team safe and productive. Consult with a safety professional about staying compliant in the colder months and raising standards through every season.