How to Manage Risk During a Heat Wave – Top Tips for Employers

Overview

Hot weather is uncomfortable and can even be dangerous. When the UK Met Office issues a risk-to-life warning, the heat becomes a clear workplace hazard. Whether you’re a small business owner or team leader, you must protect your people from heat exhaustion and dehydration.

At Risk Fluent, we believe that looking after your people is more than simply following the law.  You need to create a safe, supportive, and productive workplace. Here’s how you can do it when the temperature soars.

How to Manage Risk During a Heat Wave – Top Tips for Employers

1. Understand Your Legal Duty

You may be surprised to hear there’s no set legal maximum temperature for workplaces in the UK. Nevertheless, you do have a duty to protect your workers from foreseeable risks.

When the Met Office issues amber or red extreme heat warnings, the risk is considered foreseeable. That means you need to take action, especially if your people work outdoors or in hot indoor environments, such as factories, kitchens, or warehouses.

The Employment Act also says your staff can stop working if there’s an imminent danger to health and safety. During a red warning, that danger is real and recognised.

2. Keep Indoor Workplaces Cool

If you have air conditioning, switch it on. If you don’t, keep heat out by:

• Closing windows and doors during the hottest part of the day.
• Opening them early in the morning and late evening to let in cooler air.
• Encouraging breaks in air-conditioned public spaces like libraries, cafés, or shopping centres.

Extra tip: Stock chilled bottled water for staff. Tap water is fine, but cold, refreshing drinks show you care.

3. Boost Morale in the Heat

Small gestures can make a big difference:

• Bring in ice cream or ice lollies.
• Offer extra breaks in shaded or cool areas.
• Show genuine appreciation for your team’s effort.

Your people will remember how you treated them in tough conditions.

4. Protect Outdoor Workers

If your team works outside, you need extra precautions:

• Adjust hours – Start earlier, finish earlier, or have a midday break (like a siesta) to avoid peak heat.
• Provide shade – Use gazebos, vans with air con, or shaded rest spots.
• Hydration –  Supply plenty of cool drinking water and encourage frequent sips.
• Sun protection – Provide sun cream, sunglasses, and hats. UV damages skin and eyes, even on cloudy days.

5. Rethink PPE and Clothing

Not all PPE is necessary for every task. In extreme heat:

• Remove high-vis jackets or hard hats if they’re not needed for the specific job at that time.
• Allow shorts if it’s safe to do so.
• Choose light, loose-fitting clothing to reduce heat stress.

Safety rules exist for a reason, but sometimes they can be adapted without increasing risk.

6. Safety on the Road

If driving is part of the job:

• Let the hot air out before switching on the air con.
• Use the car’s recirculation mode to keep cool air inside.
• Wear sun cream. UV rays pass through car windows.

7. Lead by Example

If you’re in a cool, air-conditioned office while your team works in the heat, think about fairness. Show that you care by:

• Checking in on staff in person.
• Providing cold drinks and shaded breaks.
• Covering the cost of a cool lunch spot if you can.

Remember, looking after your people now will pay off later in loyalty, morale, and productivity.

8. When You Can’t Reduce the Risk

If conditions are unsafe and you can’t offer shade, hydration, or adjusted hours, you face a choice:

• Work as planned and risk someone’s health.
• Pause work and lose some income.

At Risk Fluent, we believe the safety of your team should always come first. Customers who expect you to risk your staff’s health may not be the kind of customers you want.

The Bottom Line

Heatwaves are becoming more frequent, and extreme temperatures will likely be a regular challenge. Instead of simply ticking the legal boxes, take real steps to protect your people. If you look after them, they’ll look after you.

Frequently Asked Questions (FAQs)