Summertime, and the living is easy, which is more than can be said for workplaces affected by the ever-changeable British weather. The climate is becoming less predictable and more severe, with prolonged heatwaves, high winds and intense rainstorms – with associated flooding – causing problems for employers whose workforce has to travel into work as well as those employees whose jobs mean they have to endure extremes of weather.
So what will employers need to bear in mind when drafting a weather policy that covers all bases and lets the workforce know what’s expected of them?
The first thing that needs to be addressed is what the policy is intended to do. Typically, the preamble will state that the policy is to explain the steps that the employer will take when extreme weather conditions strike, in order to reduce the risk to both business operations and employees.
The next step is to look at who will be affected and covered by the policy. In this case, typically it will apply to all employees, including those on part-time or fixed term contracts.
In every organisation, there will be a division of responsibilities when it comes to extreme weather. A nominated person will usually have the task of checking the weather forecast so the business can plan for bad weather conditions.
Any employee with a health condition that may be affected by extremes of temperature must advise their line manager so a risk assessment can be carried out.
When carrying out a risk assessment, it’s important to consider the possible requirements to consider reasonable adjustments – not just in relation to disability but other protected characteristics.
If a line manager thinks that one of their employees’ health might be at risk, they should speak to HR for further guidance.
How might employee health be affected by the weather?
Pulled muscles and ligaments, and back injuries are far more common in the winter and staff with the following medical conditions face increased risks when working in cold environments:
- diabetes
- hypertension
- cardiovascular problems
- Raynaud’s Syndrome
New and expectant mothers may be at risk from heat, and older employees might find themselves similarly affected. Employees working outside will need to follow certain precautions in exceptionally hot weather.
There may be occasions on which weather conditions are sufficiently severe that work must be either reduced or stopped entirely. The weather policy should set out what these conditions are, and what will happen when they occur. Those types of work might include manual handling, the use of certain machinery, working at height or the use of vibrating tools.
If it’s not possible to stop work entirely, then jobs may need to be rotated amongst the workforce so that no single employee is overexposed to bad weather.
In extreme cold weather conditions, staff who work outside will need to take frequent short breaks to allow their bodies to warm up. Lone working should not be allowed. Instead, employees need to work in pairs so they can spot danger signs in each other.
Additional clothing for staff working in a cold environment should be provided by the employer and will be treated as personal protective equipment (PPE), falling under the regulations which govern its issue, use, maintenance and replacement.
For those who work inside, the temperature should be kept at the levels suggested by the Health and Safety Executive (HSE), which is at least 16 degrees Celsius.
Wind
If there is a danger that work materials or debris will be blown away from the work area, or if staff have to alter their balance points to compensate for the wind, the job should be suspended.
Steps should be taken to secure tools and materials before suspending work due to high winds. Working at height, over water or with cranes (or other mechanical lifting equipment) should be suspended immediately if high winds are forecast.
For staff whose routes to work may be affected by high winds e.g. fallen trees, the employer should refer them to the Travel to Work policy.
Rain, snow and ice
The employer needs to make sure that if rain has become so heavy that vision is obscured or eye protection has to be removed to wipe clear, work should be suspended till the conditions improve.
Employees should be encouraged to postpone any long or remote driving journeys until weather conditions are more suitable. Steps should be taken to ensure that any walkways and car park areas have been covered with salt to reduce the risks of slips and falls.
Heat
If staff are working in high temperatures outside, the employer needs to make sure that there is adequate drinking water available, and suitable shelter and/or light, cool clothing provided to prevent exposure to the sun.
As with cold weather, clothing provided for protection against the sun should be treated as PPE.
Where the heat reaches levels that present a clear health and safety hazard, work activities will need to be stopped to protect the workforce.
For those who work inside, the temperature needs to be kept at a reasonable level. Cooling equipment such as portable fans should be provided if necessary.
Travel affected by weather conditions
It’s worth bearing in mind that if the weather is sufficiently bad that travel to work might be affected, then it’s also likely that schools might be closed. This will have a knock-on effect on employees with school-age children, who may have to take time off or work remotely to discharge their childcare duties. Sometimes, school closures are announced at very short notice, and an employer’s policy should reflect the degree of flexibility needed to recognise this.
