Preparing your business for harsh weather

THE CONSULTANT’S VIEW
GREG DAVIES,
DIRECTOR OF MARKET DEVELOPMENT, ASSURITY CONSULTING

The weather and our apparent obsession with it may be because it is so unpredictable and can vary considerably over a relatively short time period. With winter again upon us, and some forecasting much colder conditions – but not quite 2010/11 – what can we be doing to limit the effects of more adverse weather conditions should they arrive or just offset the more predictable features of a British Winter?

Slip and trip accidents remain the most common non-fatal injury to employees “by main accident kinds (as reported by employers)” – Health and safety Executive (HSE) figures – and they also increase during Autumn/Winter. While snow and ice are undoubtedly an additional contributory factor, so are the fewer hours of daylight, leaf falls and cold/wet general conditions.

If it does snow or significantly ices up there are the issues that inevitably arise around travel. In our now connected world, the need for many to actually travel in such conditions is debatable and we’ve all been in situations where it can take longer to get into work and back home again, than the actual time spent in the intervening period productively working. For others however travel is a necessity so what needs to be considered? There are also people whose work leaves them little option but to contend with prevailing conditions as their activities keep them outdoors.

The Winter months see an increase in certain illnesses/conditions too with as well as colds, sore throats, dry skin and painful joints more likely, Norovirus – the clue is in the “winter vomiting bug”, flu, asthma and heart attacks more prevalent (NHS choices information).

Our diet can change dramatically over the winter months (and not just around Christmas), as can our exercise regimes, both can affect our demeanour as well as possibly our resistance to illness. The onset of conditions such as Seasonal affective disorder (SAD) is another consideration for both employers and employees.

So what should you be doing as winter progresses, here are 10 tips to consider:

• Check/service/maintain/review you building heating system(s) so they are operating well and will see you through.
• Keep paths and other route ways clear of leaves, debris etc.
• Make sure your external lighting is regularly checked and in good working order.
• Inspect the outside of your premises for areas that might suffer in high winds or snow/ice and so become hazardous (trees, overhangs, loose facia etc.).
• Stock up on grit or other materials in case of snow and ice and have a plan for where you will use it.
• Have a plan in place for if the weather becomes really inclement and so affects staff travel/commuting. Consider work at home, essential staff etc. as well as how your building services and facilities may be affected.
• Keep washrooms and other areas as required stocked with hand gels/moisturisers – they will help with prevention as well as management.
• For those who need to drive or work outdoors make provision for inclement weather conditions and review working practises for these periods and/or provide suitable equipment/PPE relevant to their needs.
• Up the wellbeing campaigns, fruit provision, exercise options and information for staff and encourage them to participate.
• Have your communication plan agreed and ready so as to keep staff up to date with what you expect of them and they can expect of you.

THE FM PRACTITIONER’S VIEW
DANIEL O’MAHONY,
FM CONSULTANT AT ARUP AND BIFM IRELAND REGION YOUNG FM PROFESSIONAL OF THE YEAR 2017

Developing a Winter Maintenance Plan in the preceding months and revising it throughout the winter can act as an important tool to help guide through difficult conditions. It is also useful to closely monitor weather data as this can help to identify what actions should be executed during harsh weather conditions. Finally, risk assessments should be included alongside the actions to take in order to mitigate each of the risks. Some of the key areas which I think are important for facilities managers to address in their Winter Maintenance Plans are outlined below.

Snow and ice can be a major hindrance to business operations so check there are sufficient stocks of grit and snow removal equipment. Clear identification of site boundaries and gritting instructions for each area of the site are necessary. Any member of staff partaking in snow and ice removal must have the appropriate training, suitable equipment and the correct PPE. Moreover, it may be practical to arrange extra site cover so that pathways and roads can be cleared in a timely manner, before the building opens. Maintenance records should also be kept in order to ensure that all tasks have been recorded in the event of an accident.

Procedures should be put in place at the building entrances for cleaning water, snow, grit etc. that may enter the building on people’s shoes. This could include fitting mats both within and outside the building to help keep it clean whilst also alleviating potential slip hazards.

Ensure the facility is adequately heated during the winter months by carrying out regular reviews of heating times. Before the colder weather sets in, it is also really important to not only check fuel supply and system maintenance, but also to identify any single points of failure on the heating system and have arrangements made for the prompt rectification of such a failure.

It would be beneficial to carry out a condition survey ahead of the winter months, in order to identify any exterior cracks to the building envelope and roof. These can result in leaks and heat loss. This can help identify areas for repair and potential planning points such as flat roofs which may be prone to snow/water build up.

In instances of power failure, it is important to ensure that it will be possible for critical systems to stay on by using a back-up power supply. Such power supplies should be regularly inspected to ensure proper operation. For business operations, it is vital to back-up all important data daily, either onsite or through an off-site cloud service.

If employees are unable to travel safely to work during severe weather, they should be able to connect with the office remotely. Employees should be provided with login instructions and procedures. These need to be tested ahead of the winter months, so that any potential issues can be resolved prior to any disturbances due to severe weather.

Finally, I believe procedures should be in place for controlling both vehicular and pedestrian traffic onsite during harsh weather. This may come in the form of appointing an individual who has the appropriate training to manage the onsite traffic. Pedestrians may be advised to avoid certain areas if there is a potential hazard. Access to the site may also be limited and alternative arrangements may be required for waste collection and deliveries.