Despite working from home, in some cases in the garden, many employees will have felt a certain reluctance to put in a full shift today with temperatures in some parts of the country in the high 20s centigrade – a novel experience so far this year.
Plans for the weekend are probably being hatched at a higher rate than for any previous couple of days this year, because of the poor weather and ubiquitous sport on TV, and next week the settled warm period continues as far as the Met Office is prepared to predict in much of the UK.
Temperatures are not, so far, forecast to reach the sweltering heights of the previous two summers but it is worth remembering that employees are not working in air conditioned offices and many will not have sufficient outdoor areas to relax and cool down in when not working.
Some may find themselves overheating at home. But what are employers’ responsibilities?
Employers have a legal obligation to ensure that the temperature in the workplace is “reasonable”, as outlined by the Workplace (Health, Safety and Welfare) Regulations 1992.
However, neither a maximum nor minimum temperature is stipulated.
Trade unions and some MPs have, for several years, urged the government to adopt a maximum workplace temperature of 30ºC for non-manual work and 27ºC for manual work. The Health and Safety Executive (HSE) has defined an acceptable zone of thermal comfort of “roughly” between 13ºC and 30ºC.
The government remains wedded to the Workplace (Health, Safety and Welfare) Regulations 1992, under which employers have an obligation to provide a “reasonable” temperature in the workplace. No specific maximum limit has been set, despite the regulation suggesting a minimum workplace temperature of “normally” 13ºC to 16ºC for physical work.
According to the TUC employers should aim to keep temperatures at no higher than 24C but in extremis, 30C for non-strenuous activity and 27C for strenuous work should be the legal maximums.
The Chartered Institute of Building Services Engineers recommends a working temperature of 13C for those undertaking heavy work in factories; 16C for those doing light work in factories; 18C for those working in hospital wards and shops; and 20C for those working in offices.
The HSE says if staff are too hot at work, employers should consider providing fans such as desk, pedestal or ceiling-mounted fans; ensuring that windows can be opened; shading employees from direct sunlight with blinds or by using reflective film on windows to reduce the heating effects of the sun; setting workstations away from direct sunlight; placing insulating materials around hot plant and pipes; and providing air-cooling or air-conditioning.
It’s more difficult for line managers to carry out their duty of care when employees aren’t in the office, so communication is key – which may be easier said than done
But what relevance do these recommendations have when people are working at home? While workers are fully entitled to stop working if temperatures become “unreasonable”, employees themselves – with the fridge within reach and their own cooling methods on standby – may not consider that their employer still has some responsibility. And of course, it’s more difficult for line managers to carry out their duty of care when employees aren’t in the office, so communication is key – which may be easier said than done.
However, employers should still check that the work staff are being asked to do at home can be done safely and that they have the right equipment to work safely. Disabled employees are still entitled to have reasonable adjustments made for them and if changes are needed, employers are responsible for making sure they happen, says Acas.
But employees are responsible responsible for telling their manager about any health and safety risks and any homeworking arrangements that need to change – something many may not do considering they will feel so much more in control of their own comfort at home. They may, for example, be able to claim a fan on expenses if the temperature at home regularly exceeds what could be considered “reasonable”.
Acas Adviser Gary Wedderburn tells Personnel Today: “If someone has concerns about the temperature when working they should raise those concerns with their employer informally at first to try and resolve them.
“To keep cool, switch on any fans or air conditioners to keep workplaces comfortable and use blinds or curtains to block out sunlight. Staff working outside should wear appropriate clothes and use sunscreen to protect from sunburn.
“If employees think they may need a fan they should speak to their employer about what arrangements can be made.”
Equipment may also feel the effects of overheating. For example, homeworkers should ensure their computers are free from dust which will cause internal fans to clog up. Running a vacuum cleaner gently over vents in desktop machines can help in this regard.
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Utility costs during summer are usually much less for people than in winter, but those with metered water may find their bills shooting up. Those working at home should be aware that they can claim £6 a week from the HMRC in tax relief – money that could perhaps go on those extra ice lollies and fans, not to mention insecticide, that are needed when things hot up.
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