With winter weather in the UK switching from sunshine to snowstorms in a matter of days, businesses are being reminded to prepare for extreme conditions to safeguard their people, assets, and operations. All members within a business can play a role in these preparations, with some key responsibilities falling to HR professionals, office managers and PAs.

Here are some practical steps* to help UK businesses reduce risks, minimise financial impact, and avoid operational disruptions caused by harsh winter conditions.

The Financial and Safety Risks of Unpreparedness

Severe weather can inflict serious damage on buildings, equipment, and goods, both on-site and in transit. From storm-related structural failures to icy car parks that jeopardise employee safety, the cost of doing nothing can be significant. Additionally, unexpected closures due to poor weather can damage a company’s reputation and lead to lost productivity.

Commenting on this risk and why it needs to be taken seriously, Tom Armenante, director at GTSE cable ties said,

“Preparation is key for protecting your business premises during a storm but, it’s not just about the physical space and equipment. Businesses and their teams have a duty to look after their people, whether that’s staff, customers or other stakeholders, with human life being the number one priority.

“Simple steps like inspecting roofs, gritting pathways, and securing outdoor signage can save businesses thousands in repair costs, prevent workplace accidents and allow for business continuity. As we see more unpredictable weather globally due to climate change, the UK is likely to see greater extremes too. According to the Met Office, the UK saw temperatures in the Scottish highlands reach -18.9o, making it the coldest night in January for 15 years. Plus, we’ve seen two serious storms across the UK in the last month alone and further snowy weather predicted in the coming days and weeks.”

The role of office managers, PAs and HR professionals 

Whilst business leaders, premises managers and risk professionals will mostly have the final say on what happens during periods of bad weather, some common tasks fall to people and office-oriented staff such as office managers, internal comms professionals, assistants and human resource departments. Office managers may take responsibility for accident log books and recording hazards reported by customers and staff and feed this information to the relevant experts within the business. They many also be required to help arrange any repairs and maintenance.

Other responsibilities could range from notifying and communicating any operational changes with the wider staff, clients and stakeholders to implementing training and setting up internal processes. For example, should a business wish to implement work from home practices, this information needs to be communicated to the wider business and the relevant systems put in place to allow for this – considering access to equipment and online systems needed to do the job from home.

Should any staff be impacted by bad weather personally or in a work setting, HR professionals in particular may need to be called upon. For example, a team member may need time off to deal with emergencies such as burst pipes in the home during cold snaps. Another challenge may be that staff have difficulty driving to the office in icy and snowy conditions. This could be both physically and mentally dangerous, as stress and anxiety may also come with these types of scenarios.

15 ways to prepare your business against Winter weather extremes

The comprehensive guide outlines a wide range proactive measures businesses can take to reduce winter weather risks, with some of the most effective being listed below.

1. Monitor weather forecasts – Staying informed about local and national conditions provides valuable time to prepare for storms.

2. Prioritise safety – Don’t hesitate to close if severe weather threatens lives. Productivity isn’t worth risking human safety.

3. Provide resources – Ensure that your teams have protective clothing, warm clothing for outdoor work, and supplies like rock salt and wet floor signage as needed.

4. Service equipment regularly – Preventive maintenance is cheaper than repairs. Check building systems, vehicles, and critical equipment regularly and not just in response to a poor weather forecast.

5. Prepare for power outages – It is often sensible to turn off water, gas, and electricity where feasible. Backup generators may be necessary for some businesses to ensure continuity and safety, so weigh up the pros and cons of doing this.

6. Plan for service delays – Anticipate disruptions to waste collection, deliveries, and logistics, and establish contingency plans to reduce risk whilst keeping things moving as much as possible.

7. Consider offsite risks – It isn’t just your premises that are at risk. Poor driving conditions can endanger your team’s commute and any workers who are offsite for business purposes. Evaluate the weather and conditions, allowing flexible or remote working where possible.

8. Conduct training and risk assessments – Empower all employees to report hazards, like leaks or icy parking lots. Having a clear process for this which is easy to follow, will encourage engagement, making safety a team issue.

9. Review insurance policies – Comprehensive insurance coverage is a must for any business. Ensure you have the appropriate coverage for buildings, contents, and stock to provide a financial safety net. Should you need to claim, photograph any damage to be used as evidence if required by your coverage provider.

In addition, to prepare for periods of heavy snow, businesses should…

1. Inspect roofs – Heavy snow can strain roofs leading to damage and even collapse. Conduct visual inspections and reinforce weak areas before snowstorms.
2. Grit car parks and walkways – Gritting will help to prevent ice build-up, so keep this readily available over the winter months. It is also a good idea to have shovels readily available. For further prevention, you could consider investing in paths with slip-resistant surfaces.
3. Close hazardous car parks – Even gritted car parks can be risky. Decide early whether to close them to prevent cars getting stuck or attempting risky manoeuvres. Communicate any closures clearly with signage and any email or social media communications you have available.
4. Install handrails – Adding safety railings on pathways and staircases will make them more accessible and is to be encouraged. This becomes especially true during icy weather, where handrails can greatly reduce the risk of slips and falls.
5. Maintain heating systems – Install appropriate insulation and service heating systems regularly. Government guidance suggests maintaining temperatures of 16°C (or 13°C if workers are doing more physical work).
6. Prevent frozen pipes – As well as general building insulation, consider insulating vulnerable pipes to avoid them freezing over as temperatures drop. You might also consider turning outdoor water taps off when not in use.

* GTSE’s comprehensive guide.