FLEXIBLE WORKING - 13.04.2022

Hybrid working leaves workplaces exposed

Why is this a problem?

Most businesses are now familiar with staff working from home and have controls in place, but have you considered whether fewer people in the office on a regular basis is increasing health and safety risks because there are not appropriate levels of cover for key duties, for example? Tip. Don’t forget that risks are not just to health, safety and welfare of staff but to levels of compliance which could land your business in hot water if you are failing in your due diligence.

Problems in the workplace

You may find that previously normal routines have slipped, and hybrid working might make it more difficult to reinstate because of fewer members staff in the workplace. Consideration should be given to:

• First aid cover. Are there adequate first aiders present and are supplies sufficient and in date?
• Fire risks. Do you have enough fire marshals and have all staff received at least one drill per year?
• Fire safety. Are your fire extinguishers and other equipment in date?
• H&S committee meetings. Have you kept these running through the pandemic via technology or do they need reinstating?
• Legionella. Have you checked your water quality and that the legionella risk assessment is valid?
• Waste build up. With fewer staff in the office you may not have as much waste. However, food waste will need to be removed regularly to prevent bacteria and pest infestation.
• Trespassers. Do you have adequate security in place? You may find an increased risk of break ins if offices are unoccupied regularly.
• Action plans. Existing action plans may have been abandoned due to the lockdown, so these will need to be rebooted.
• Energy use. Is everything switched off when not in use to reduce fire risks and less consumption?
• Equipment. Is all electrical equipment up to date with portable appliance testing and are you on top of any statutory inspections such as lift inspections under the Lifting Operations and Lifting Equipment Regulations 1998 ?
• Lone working. With reduced staff there may be occasions where lone working is carried out.

Tip. There may be other less obvious gaps such as staff training and out of date consumables, e.g. eyewash in first aid kits, which could cause you a problem if not dealt with.

How to manage

To plan adequate cover for your business you need to be aware of the hazards, identify if you have any current shortfalls in your health and safety management system and define an action plan on how to resolve them. Next you will need to review your current office assessment taking all the usual hazards into account and update it to reflect the change in working patterns. Use our new reduced staffing levels checklist (see The next step ) to identify any shortfalls and form the basis of a documented action plan as to how and when you are going to remedy the situation. Tip. Implement a fixed timetable of when staff will be on site so that you can safeguard critical roles such as first aiders and fire marshals.

For our reduced staffing levels checklist, visit https://www.tips-and-advice.co.uk , Download Zone , year 20, issue 15.