Workplace Fire Safety FAQ

In any workplace, the safety and well-being of its inhabitants stand paramount, and fire safety holds a pivotal place within that spectrum. There are many elements of fire safety in the workplace, from who is responsible for any given activity to items such as signage.

Basic fire safety refers to the fundamental measures and practices implemented to prevent fires, safeguard people from harm should a fire occur, and ensure a prompt and effective response to fire emergencies. In UK workplaces, this encompasses:

• Risk assessments.
• Fire prevention.
  • Proper storage and disposal of flammable materials.
  • Ensuring electrical equipment is regularly maintained and checked.
  • Implementing no-smoking policies or designating specific smoking areas away from flammable sources.
• Fire detection and warning: Installation and maintenance of fire detection systems.
• Emergency exits and routes.
• Firefighting equipment: Provision and maintenance of appropriate firefighting equipment like fire extinguishers, fire blankets, and sprinkler systems.
• Training and drills: Regular fire safety training sessions for employees on fire safety practices, evacuation procedures, and using firefighting equipment.
• Fire safety policy.
• Maintenance: Regularly inspecting and maintaining all fire safety equipment and systems to ensure they are in working order.

What are the key components of a workplace fire safety plan?

The list below outlines the foundation upon which businesses can build a specific fire safety plan that addresses their unique environments and challenges. Always ensure that such a plan aligns with local regulations and best practices.

1. Objective and scope.
2. Fire risk assessment.
3. Fire prevention measures.
4. Fire detection and alarm systems.
5. Emergency evacuation procedures.
6. Firefighting equipment and systems.
7. Roles and responsibilities.
8. Training and drills.
9. Communication.
10. Recovery and restoration.
11. Regular review.
12. Documentation.

What is the importance of fire safety in the workplace?

1. Protection of life.
2. Legal and regulatory compliance.
3. Protection of assets.
4. Business continuity.
5. Environmental protection.
6. Morale and confidence.
7. Economic implications.
8. Foster a safety culture.

What are the common causes of fires in the workplace?

1. Electrical equipment (faulty wiring, overloaded circuits, faulty equipment).
2. Combustible dust (woodworking, chemical manufacturing, or food processing).
3. Flammable liquids and gases.
4. Smoking.
5. Heating equipment.
6. Mechanical friction.
7. Human error (leaving cooking unattended, improperly storing flammable materials, or not shutting off equipment).
8. Arson.
9. Poor housekeeping.
10. Chemical reactions.
11. Cooking.
12. Lighting equipment.

Fires in the workplace can lead to significant loss of life, property, and resources. While the aftermath of such an event is undoubtedly devastating, many fires are preventable when the common causes are well-understood. Fire and smoke are a deadly duo. Most indoor fire deaths are not caused by burns but by smoke inhalation. Consciousness is lost within minutes of smoke inhalation. Fire and rescue services statistics tell us that in England, the most common cause of fire deaths and injury is ‘overcome by gas or smoke’.

By familiarising ourselves with the typical culprits behind these incidents, businesses can adopt effective preventive measures, safeguarding their premises and the people within.

How can we prevent fires at our workplace?

Effective fire risk management partly depends on the behaviour of individuals in an organisation. A significant number of fires can be traced to unsafe behaviours. Poorly designed equipment or operations, inadequate systems and poor working conditions can all encourage unsafe behaviours, but these behaviours are not inevitable. An organisation’s attitudes and values about safe working are essential factors that influence its approach to work and ultimately, its fire safety performance. It’s not enough to provide safe equipment, systems, and procedures if the culture doesn’t encourage healthy and safe working.

Preventing fires at the workplace is crucial for ensuring the safety of everyone on the premises. Here’s a guide to implementing fire prevention measures:

• Conduct regular fire risk assessments.
  • Identify potential fire hazards and evaluate the risks associated with them.
  • Regularly review and update the assessment, especially when there are changes in the workplace or its operations.
• Maintain electrical equipment.
  • Regularly inspect electrical wiring and fix any damaged cords or plugs.
  • Avoid overloading sockets and ensure equipment is switched off and unplugged when not in use.
  • Ensure appliances are PAT (Portable Appliance Testing).
• Store flammable and combustible materials safely.
  • Keep them in designated, well-ventilated areas away from ignition sources.
  • Use flame-resistant storage cabinets for highly flammable substances.
• Implement a no-smoking policy.
  • Designate specific smoking areas away from flammable materials.
  • Provide safe receptacles for disposing of cigarette butts.
• Ensure proper waste management.
  • Regularly dispose of waste paper, cardboard, and other combustible materials.
  • Use metal containers with lids for disposing of flammable waste.
• Maintain equipment and machinery.
  • Ensure that machinery is serviced regularly to prevent overheating and friction sparks.
  • Address any mechanical issues promptly.
• Train employees
  • Provide fire safety training, including the use of firefighting equipment.
  • Ensure employees know the evacuation routes and procedures.
• Install and maintain fire detection systems.
  • Fit smoke alarms, heat detectors, and fire alarms, ensuring they’re tested regularly.
  • Consider installing an automatic fire suppression system, like sprinklers, in high-risk areas.
• Keep access to exits and equipment clear.
  • Ensure emergency exits are clearly marked and free from obstructions.
  • Firefighting equipment, like extinguishers, should be easily accessible.
• Limit the use of portable heaters.
  • If they must be used, ensure they’re kept away from flammable materials and turned off when not in use.
• Monitor kitchen and cooking areas.
  • Install fire extinguishers and blankets.
  • Ensure employees know how to use kitchen equipment safely and never leave cooking unattended.
• Control dust and fumes.
  • In areas where combustible dust or fumes are produced, ensure good ventilation.
  • Regularly clean to prevent accumulation.
• Establish a culture of safety.
  • Encourage employees to report potential hazards.
  • Foster an environment where safety is everyone’s responsibility.
• Work with local fire services.
  • Invite them for inspections and seek recommendations for improving fire safety.
  • Organise joint fire drills.

Who is responsible for fire safety in the workplace?

In the UK, the responsibility for fire safety in the workplace is laid out in the Regulatory Reform (Fire Safety) Order 2005.

The “Responsible Person”:

In the context of workplace fire safety, the term “responsible person” is used. In a workplace, this is typically:

• Employers.
• Owners.
• Landlords.
• Occupiers.
• Anyone else with control of the premises (for example facility managers or building managers).

Duties of the Responsible Person:

• Carry out a fire risk assessment.
  • The responsible person must evaluate potential fire hazards and risks in the workplace. This assessment should be reviewed regularly, especially if there are significant changes in the workplace.
• Inform and train staff.
  • Employees should be aware of the risks identified and be provided with proper fire safety training. This includes fire evacuation procedures and the use of firefighting equipment, if applicable.
• Implement and maintain fire safety measures.
  • This includes ensuring proper storage of flammable materials, maintaining safe exits, and ensuring fire alarms and firefighting equipment are in working order.
• Plan for emergencies.
  • Establish clear evacuation procedures, designate assembly points, and ensure these plans are communicated to all employees.
• Maintain documentation.
  • For workplaces with five or more employees, the findings of the fire risk assessment and any actions taken as a result must be documented. This documentation should be readily available for inspection by relevant authorities.
• Cooperate with other responsible persons.
  • In buildings with multiple tenants or businesses, responsible persons should coordinate to ensure the safety of everyone in the building.

While the “responsible person” carries the primary duty of ensuring fire safety, it’s important to note that all employees also have a role to play. They should cooperate with fire safety instructions, not undertake any action that can increase fire risks, and report any potential hazards they observe.

Who is responsible for enforcing fire safety legislation?

In the UK, the enforcement of fire safety legislation primarily falls under the remit of local fire and rescue authorities.

While the fire and rescue authorities handle a majority of the premises, some types of premises are overseen by other entities:

• The Health and Safety Executive (HSE).
• Local authorities.
• The Care Quality Commission (CQC).
• The Office for Nuclear Regulation (ONR).
• The Ministry of Defence (MOD).

Who is responsible for completing a fire risk assessment?

In most workplace environments, the responsibility for completing a fire risk assessment falls to the “responsible person”.

What is the role of a Fire Warden?

A Fire Warden, sometimes referred to as a Fire Marshal, plays a crucial role in maintaining fire safety within a workplace or building. Their duties revolve around both prevention and response and can include:

1. Carrying out regular safety checks.
2. Conducting fire drills and evacuation procedures.
3. Training and awareness.
4. Leading during an emergency.
5. Liaising with the Fire Service.
6. Record keeping.
7. Promoting a culture of fire safety.

What are the legal requirements regarding fire safety in the workplace?

In the UK, fire safety within the workplace is governed primarily by the Regulatory Reform (Fire Safety) Order 2005. This legislation consolidates most of the previous fire safety regulations, providing clear guidelines for businesses and building owners.

• Carry out a fire risk assessment.
• Inform and train staff.
• Implement and maintain fire safety measures.
• Plan for emergencies.
• Maintain documentation.
• Cooperate with other responsible persons.

Is it necessary to keep a record of fire drills and inspections?

Yes, in the UK, it is necessary to keep a record of fire drills and inspections, especially for businesses and organisations with specific criteria.

Typically, these records should include:

• The date and time of the fire drill or inspection.
• The duration of the drill, especially the time taken to evacuate the premises.
• The number of participants in the drill.
• Any issues or challenges encountered during the drill.
• The actions taken or recommended following the inspection.
• The name and position of the person conducting the inspection or overseeing the drill.

Organisations should retain these records for a reasonable period of time, typically several years, and ensure they are accessible for review or inspection by relevant authorities if required.

What are the penalties for not complying with fire safety regulations in the workplace?

In the UK, failure to comply with fire safety regulations, particularly those outlined in the Regulatory Reform (Fire Safety) Order 2005, can result in severe penalties. These regulations are in place to ensure the safety of occupants in non-domestic premises. Non-compliance can be treated very seriously given the potential consequences of neglecting fire safety.

Penalties for non-compliance:

• For minor breaches, a formal notice may be issued.
• For more severe breaches, a Prohibition Notice might be issued.
• Fines may occur.
• Imprisonment may occur.
• Legal costs may be incurred.
• Beyond legal penalties, businesses found to be neglecting fire safety can suffer significant reputational damage, potentially leading to the loss of clients or customers and harming the overall standing of the business in the community.

How often should fire drills be conducted in the workplace?

In the UK, the frequency of fire drills in the workplace is guided by the Regulatory Reform (Fire Safety) Order 2005, but specific intervals aren’t rigidly defined in the legislation. Instead, the frequency is typically determined by the findings of a fire risk assessment and the nature of the workplace. However, there are general guidelines and best practices that can be followed:

General Recommendation:

• For most workplaces, it’s recommended to conduct fire drills at least once a year or after any significant changes.
• In workplaces that have a higher risk of fire or where there are rapid changes in staff or procedures it might be appropriate to conduct fire drills more frequently, perhaps quarterly.
• For businesses with a high staff turnover or those that regularly welcome new employees, it might be beneficial to conduct fire drills more frequently to ensure all staff are familiar with evacuation procedures.

How can I ensure all staff members understand the fire safety procedures?

Regular communication, consistent training, and fostering an environment where staff feel comfortable discussing fire safety are key to ensuring everyone understands and adheres to fire safety procedures. Here are some steps and strategies you can implement to ensure staff comprehension and compliance:

1. Regular Training Sessions.
2. Regular fire drills.
3. Clear signage.
4. Designate fire wardens or marshals.
5. Use various communication methods.
6. Provide a feedback mechanism.
7. Include fire safety in onboarding.
8. Regularly review and update procedures.
9. Engage with interactive tools.
10. External expert sessions.

What are the components of a risk assessment?

• Identification of hazards: This involves spotting sources of ignition, fuel, and oxygen – the three elements needed for a fire to start and spread.
• People at risk: Determine who may be at risk in the event of a fire. This includes employees, visitors, and any specific groups that may be particularly vulnerable, such as individuals with disabilities.
• Evaluation and action: Evaluate the risks identified and decide on the necessary preventive measures. This could include physical modifications, procedural changes, or staff training.
• Record, plan, and train: If the business or organisation has five or more employees, the significant findings of the fire risk assessment and the details of anyone especially at risk should be recorded. You should also make an emergency plan and provide training based on the findings.
• Review: Regularly review the fire risk assessment to ensure it remains up-to-date, especially if there are significant changes to the premises, procedures, or number of occupants.

Who should perform a fire risk assessment?

The fire risk assessment should be carried out by a ‘responsible person’. In a workplace, this is typically the employer or the owner of the premises. In multi-occupied buildings, this could be the landlord, managing agent, or another designated person.

The responsible person doesn’t necessarily have to conduct the assessment themselves, but they must ensure it is carried out. For simpler premises, they might be fully capable of conducting the assessment provided they have a good understanding of fire safety principles.

However, for larger or more complex premises, it may be advisable to hire a professional fire risk assessor or consultant. This person should have:

• Formal training in fire risk assessments.
• Experience: Practical experience in performing assessments, especially for the specific type of premises in question.
• Knowledge: An up-to-date understanding of fire safety legislation, standards, and best practices.
• Affiliation: Membership with a professional body or organisation related to fire safety can be an indication of their competence and professionalism.

What should be included in a fire safety briefing for new employees?

1. An introduction to fire safety.
2. Awareness of fire hazards.
3. Fire detection and alarm systems.
4. The evacuation procedures to follow.
5. The location of fire safety equipment.
6. The location of fire doors and their importance.
7. Personal Emergency Evacuation Plans (PEEPs).
8. The role of fire wardens/marshals.
9. The company’s no smoking policy.
10. How to report fires and incidents.
11. Training opportunities.
12. Regular fire drills.

How often and when should fire risk assessments be reviewed?

Fire risk assessments should be treated as living documents, continually updated to reflect the current state of the premises. The frequency of reviewing a fire risk assessment can vary based on several factors, but here are some general guidelines:

• At least annually. As a best practice, fire risk assessments should be reviewed at least once a year to ensure that they remain current and applicable.
• When there are changes to building use or layout.
• When changes in legislation or standards occur.
• When there is an introduction of new equipment or processes.
• When there is an increase in occupancy.
• After a fire drill.
• If vulnerable people are at risk.
• After a fire incident.

What fire safety equipment should be available in the workplace?

In a workplace, a range of fire safety equipment should be available to ensure both prevention of fires and appropriate response if a fire occurs. The specific equipment required can vary based on the nature of the business, the layout of the premises, and the risks present. However, here is a list of common fire safety equipment:

• Fire extinguishers. Various types are available, each designed for specific classes of fires including; water extinguishers, foam extinguishers, dry powder extinguishers, CO2 extinguishers and wet chemical extinguishers.
• Fire blankets.
• Fire alarms.
• Smoke detectors.
• Heat detectors.
• Emergency lighting.
• Fire doors.
• Fire exit signs.
• Fire hose reels and fire hydrants.
• Sprinkler systems.
• Smoke control systems.
• Evacuation chairs.
• Fire safety log book.
• Fire assembly point sign.

How often should fire extinguishers be checked and maintained?

Fire extinguishers play a crucial role in the immediate response to a fire, so it’s essential they remain in working order at all times. Regular checks and maintenance are necessary to ensure their reliability and effectiveness. Here’s a recommended schedule for checking and maintaining fire extinguishers:

• Monthly visual inspections: Ensure the extinguisher is in its designated place and not obstructed. Check for visible signs of damage or wear, such as corrosion, dents, or leakage. Ensure the pressure gauge (if fitted) is in the operable range (usually indicated by a green zone on the gauge). Confirm the safety pin and tamper seal are intact. Finally, ensure the instruction label is legible and facing outward.
• Annual professional maintenance.
• Extended service (Discharge Test and Refill) every 5 years for water, foam, and powder extinguishers, and every 10 years for CO2 extinguishers.
• Replacement after 10 years, or according to the manufacturer’s recommendation.

How often should fire alarms be tested?

Fire alarms are critical for ensuring the safety of a building’s occupants by providing early warning in the event of a fire. Regular testing ensures they function as intended. Here’s a recommended schedule for testing fire alarms:

• Weekly testing (‘Bell Test’ or ‘Sounders Test’).
• Fire alarm system inspection and servicing at least every six months, but more frequent inspections (e.g., quarterly) might be required for larger or more complex systems.
• Annual system service once a year.

What is fire safety training?

Fire safety training is a structured program or course designed to educate individuals about the principles of fire prevention, the nature of fire, and the appropriate responses and actions to take in the event of a fire. Its main goal is to ensure the safety of individuals, protect property, and promote understanding and awareness about fire hazards and proper procedures.

Components of fire safety training include:

• Understanding fire.
  • Basics of combustion and the fire triangle (fuel, heat, oxygen).
  • Different types of fires and how they start.
• Fire prevention.
  • Recognising fire hazards in the workplace or other settings.
  • Safe storage and disposal of flammable materials.
  • Proper use and maintenance of electrical equipment.
  • Housekeeping practices to reduce fire risks.
• Fire safety equipment.
  • Types and uses of fire extinguishers and how to operate them correctly.
  • Fire blankets, fire alarm systems, sprinklers, and their functions.
  • The importance and operation of fire doors and escape routes.
• Emergency evacuation procedures.
  • Recognising fire alarms and understanding their importance.
  • How to evacuate a building safely and swiftly.
  • Identifying primary and secondary escape routes.
  • Assembly points and their importance.
  • READ: What is ‘Environmental Emergency Preparedness and Response’?
• Role-specific training.
  • Special training for designated fire wardens or marshals, covering their specific responsibilities during an emergency.
  • Training for those responsible for conducting fire risk assessments or fire safety checks.
• Assisting others.
• Guidelines on helping vulnerable individuals, such as the elderly, children, or those with disabilities, during an evacuation.
• Practical demonstrations and drills.
• Hands-on sessions to use firefighting equipment like fire extinguishers.
• Regularly scheduled fire drills to practise evacuation procedures and ensure everyone is familiar with their roles during an emergency.
• Responsibilities and legislation.
  • Overview of local fire safety legislation and regulations.
  • Responsibilities of employers, employees, and designated fire safety personnel.

Fire safety training is typically relevant to the specific needs of an organisation or setting. For instance, a laboratory with hazardous chemicals may have training components different from those of an office building. Regardless of the specifics, the primary aim is always to ensure safety, awareness, and preparedness. It is essential not only for compliance with legal requirements but also for the overall well-being and safety of all individuals in a particular environment.

Is fire safety training mandatory? A legal requirement?

Yes, fire safety training is a legal requirement in the UK. The obligation for businesses, organisations, and landlords to provide fire safety training to their employees and staff arises from the Regulatory Reform (Fire Safety) Order 2005, which covers England and Wales. Scotland and Northern Ireland have similar regulations in place.

Why is fire safety training important?

Fire safety training is crucial for a variety of reasons, all centred around ensuring the well-being of individuals and the preservation of property. Here’s an overview of why fire safety training is of paramount importance:

• Life preservation – primary objective.
• Enhancing fire prevention – spotting hazards, and maintaining equipment.
• Evacuation efficiency.
• Building confidence – role clarity.
• Promoting a safety culture.
• Reducing business interruptions.
• Property protection – mitigating damage.
• Legal compliance – avoid penalties, liability Reduction.