How UK SMEs Can Prepare Their Health and Safety Policy for Winter

Winter brings practical workplace risks, from icy entrances and heating failures to disrupted travel and outdoor work. A timely policy review can help SMEs protect staff and keep operations running.

Winter planning should begin before the first cold spell. Rather than relying on a generic policy written years ago, SMEs should review the risks specific to their premises, people and day-to-day work.

The Health and Safety Executive (HSE) states that every business needs a policy for managing health and safety. If you employ five or more people, the policy and significant risk-assessment findings must be recorded in writing and shared with staff.

Start with a winter risk assessment

Walk through the site and identify where colder, wetter weather is likely to create problems. That could include entrance paths, car parks, loading areas, poorly lit routes, roof leaks, drainage, cold storage areas or places where water is regularly brought inside.

Give each action a named owner. For example, one person may check gritting supplies, another may arrange boiler servicing and a manager may be responsible for updating staff if the building cannot safely open.

For rented premises, make sure responsibilities are clear with the landlord or managing agent. Do not assume somebody else is dealing with icy shared walkways or a heating problem unless this has been agreed.

Keep indoor spaces safe and comfortable

The HSE says workplaces should normally be at least 16°C, or 13°C where work involves rigorous physical effort. The key word is “reasonable”, so employers should also consider draughts, humidity, the type of work being carried out and whether staff are sitting still for long periods.

Book heating and boiler maintenance early, before the system is working at full capacity. It is also worth deciding what happens if heating fails: who reports it, who contacts the contractor and whether staff can work remotely or from another suitable location while repairs are made.

Portable heaters should only be used where they have been assessed as safe. They should be positioned away from combustible materials and not create an electrical or trip hazard.

Deal with slips and wet floors before temperatures drop

Rain, frost and mud can quickly turn ordinary routes into hazards. Check the areas people actually use, including rear entrances, staff car parks and delivery points, not just the front door.

Put a clear gritting plan in place for freezing conditions. This should say where grit is kept, who applies it and when checks take place. The HSE advises gritting before forecast frost, ice or snow, allowing sufficient time for salt to work.

Inside, use absorbent entrance mats, deal with wet floors promptly and make it easy for staff to report a problem. A simple message on the staff channel can be enough, provided somebody is responsible for acting on it.

Set expectations for severe-weather travel disruption

Heavy snow, flooding and rail cancellations can leave people unsure whether they are expected to travel, work from home or take leave. A short adverse-weather procedure removes that uncertainty.

Explain how employees should report a problem, who they should contact and whether there is a set time by which they should check in. Where work can be done remotely, make clear which systems, tasks and communication channels are available from home.

Employees are not automatically entitled to pay when they cannot get to work because of bad weather, so the contract and company policy matter. Be clear and fair in advance, especially where some roles cannot be carried out remotely. The same early communication that helps with managing Christmas leave requests can prevent avoidable confusion during winter disruption.

Protect outdoor workers and drivers

For teams working outside, the policy should cover suitable waterproof and thermal PPE, regular warm-up breaks and when work may need to be delayed because conditions are unsafe. HSE guidance for outdoor workers also recommends appropriate protective equipment, more frequent breaks and access to warm facilities or hot drinks in cold conditions.

Businesses with company vehicles should complete winter checks before the weather turns. Focus on tyres, lights, wipers, screenwash, battery condition and emergency equipment such as a torch, high-visibility vest, de-icer and phone charger. The HSE’s advice on driving safely for work specifically highlights winter tyres and suitable screenwash for freezing weather.

Managers should also have a clear process for deciding whether a journey is necessary. Workers should never feel pressured to drive in conditions they reasonably believe are unsafe. Checking Met Office weather warnings should form part of that decision.

Brief staff and review what happens

A policy is only useful when people know what it says. Before winter begins, send a short summary of the changes and cover the essentials in a team meeting: how to report icy areas, what to do if heating fails, whom to contact during travel disruption and how outdoor work will be managed.

Record winter-related accidents, near misses and recurring issues. When spring arrives, review what worked and update the policy while the lessons are still fresh.

Winter preparation does not need to be complicated. A clear risk assessment, named responsibilities and straightforward communication can protect staff while helping the business stay open and organised through the colder months.