Winter Safety Checklist for Facilities Managers in the UK

As the winter months roll in, facilities managers across the UK face unique challenges to keep buildings safe, warm, and operational. Snow, ice, freezing temperatures, and reduced daylight hours can impact everything from structural integrity to employee safety. To ensure your facility is prepared, here’s a comprehensive winter safety checklist.

1. Perform a Winter Risk Assessment

Before winter sets in, conduct a thorough risk assessment to identify areas susceptible to cold weather hazards. Key aspects to evaluate include:

• Slip and trip risks: Check pathways, car parks, and entrances for uneven surfaces that could worsen with ice or snow.
• Roofing and gutters: Inspect for damage or blockages that could cause water pooling or icicles.
• Heating systems: Assess the reliability of boilers, radiators, and HVAC systems to prevent breakdowns.

2. Maintain Safe Access Routes

Ensuring safe access is critical for both employees and visitors.

• De-icing materials: Stock up on salt, grit, and other de-icing agents early in the season.
• Snow clearance plans: Develop a plan to promptly clear snow from paths and car parks. Identify contractors if necessary.
• Lighting checks: Replace faulty bulbs and ensure outdoor lighting is sufficient to illuminate dark, icy areas.

3. Inspect Building Systems

Cold weather can strain essential systems. Conduct preventive maintenance on the following:

• Heating and insulation: Test systems for efficiency and insulate exposed pipes to prevent freezing.
• Power supply: Ensure generators are functional in case of power outages.
• Water systems: Inspect for leaks and lag pipes to protect against freezing temperatures.

4. Fire Safety Measures

Winter sees an increased risk of fire due to heating systems and holiday decorations.

• Test alarms: Check that fire alarms, smoke detectors, and sprinkler systems are in working order.
• Heating equipment: Ensure portable heaters are safe to use and not left unattended.
• Holiday decorations: Use flame-retardant decorations and avoid overloading sockets.

5. Emergency Preparedness

Unpredictable winter weather can lead to emergencies. Plan ahead with:

• Emergency kits: Include torches, blankets, first aid supplies, and a list of emergency contacts.
• Evacuation plans: Ensure plans are up to date and staff are trained for winter-specific scenarios.
• Communication protocols: Implement a system for notifying staff about closures or hazardous conditions.

6. Review External Contracts

Collaborate with third-party providers for winter services.

• Snow clearance: Confirm contracts with snow removal or gritting companies.
• HVAC servicing: Schedule routine maintenance with trusted providers.
• Landscaping and drainage: Clear debris to prevent flooding and ensure water can flow freely

7. Monitor Weather Conditions

Keep an eye on the weather forecast to anticipate and react to severe conditions.

• Use alerts: Sign up for Met Office warnings to stay informed about snow, ice, or storms.
• Prepare early: Take proactive measures before bad weather strikes, such as applying grit in advance

8. Ensure Staff Awareness

Your safety protocols are only effective if your team knows them.

• Training sessions: Educate staff on winter safety procedures, including slip prevention and emergency actions.
• Clear communication: Use signage to highlight icy areas and temporary hazards.
• PPE availability: Provide gloves, hats, and non-slip footwear where necessary.

9. Address Indoor Comfort and Safety

Winter impacts the indoor environment, too.

• Ventilation: Balance warmth with good air circulation to avoid condensation and damp issues.
• Matting: Use absorbent mats at entrances to reduce wet floors and slipping hazards.
• Temperature controls: Maintain consistent indoor temperatures to avoid complaints and ensure compliance with workplace regulations.

10. Review Insurance and Compliance

Finally, make sure your facility is financially and legally prepared for winter risks.

• Insurance policies: Review coverage for weather-related damages.
• Regulatory compliance: Confirm adherence to health and safety laws, especially around heating and slip prevention.

A proactive approach to winter safety can save your facility time, money, and hassle. By following this checklist, facilities managers in the UK can ensure their buildings remain safe and operational, even in the harshest conditions. Prepare early, communicate effectively, and don’t overlook the small details—they often make the biggest difference.

Stay safe and warm this winter!