What is fire safety and why is it important?
A definition of fire safety
Fire safety refers to the procedures and infrastructures implemented to reduce the risk of fire and to limit its spread should it occur. As such, fire safety encompasses both actions to be taken and the use of construction materials and equipment. The objective is to reduce the risks for employees and anyone else accessing the premises. A “responsible person” (see below) is responsible for assigning fire prevention tasks and actions necessary in case a fire breaks out. Fire safety is highly regulated and the checklist that highlights all roles and responsibilities is essential. The rules and legislation on this topic should be clearly communicated to all employees. It ensures the wellbeing of all and minimises the risks to the building and its people.
Fire safety encompasses fire-resistant building materials, safe and secure work practices, safety training, prevention initiatives, and much more. Below is a snapshot of initiatives that must be conducted to comply with fire safety legislation:
- Conducting a fire safety assessment
- Storing ignition sources and flammable materials away from each other
- Implementing initiatives that ensure that accidental fires are avoided
- Maintaining good housekeeping at all times
Later in this article, we go into more detail on these initiatives and ways to protect people.
The importance of fire safety in the workplace
In a building, fire safety is of high importance. It ensures the protection of the building and the people who are in it. It reduces the risks of accidents and damage caused by fire. As such, it is a legal requirement that must be implemented in buildings and should be thoroughly communicated to all employees.
We highlight below some critical reasons why fire safety is essential:
- It reduces the risk of accidents and injuries that involve employees and anyone else accessing the premises
- It reduces the risk of damage to the building
- It instates customer’s trust
- It protects against fines
- It protects jobs that might be lost in case of extensive building damage
- It protects the entire business that might be at risk in case of extensive damage
Fire safety shouldn’t be overlooked. Engaging staff on this topic and making them conscious of the risks is essential. These discussions will foster awareness on fire hazards and reduce risks. In addition to educating employees, creating a fire prevention plan that highlights roles and responsibilities of each employee is vital. It will further reduce the risks of fire in the workplace. These actions are a small price to pay compared to the risks and costs associated with fire.
Who is responsible for fire safety in the workplace?
This section not only covers who is responsible but what the responsibilities are when it comes to fire safety in the workplace.
Who is responsible?
In the working environment, the individual responsible for fire safety is the person who is in charge of the premises. Therefore, employers, building owners, building occupiers, landlords, building managers, facilities managers and office managers could all be responsible for fire safety. From a regulation perspective, the person responsible is referred to as just that: the “responsible person”. Responsibilities might be shared between several individuals, particularly when premises are shared.
Note, fire safety rules vary for Scotland and Northern Ireland. Check the government website for more information.
What are the responsibilities?
The responsible person or persons should follow the government guidance to ensure they implement all the necessary actions. They must:
- regularly review the fire risk assessment and conduct it if this has not been done;
- inform and educate employees on the risks and actions in case a fire breaks out;
- implement the fire and safety measures;
- plan in case of emergency;
- deliver training to employees and anyone else accessing the premises.
Fire safety in the workplace legislation
The section below highlights all you need to know in terms of legislation and actions necessary to comply with it. It provides more details on the fire risk assessment, the fire safety and evacuation plan, fire safety equipment and training, and even enforcement, appeals and penalties.
The fire risk assessment
The responsible person or persons must carry out a fire risk assessment. This assessment should also be reviewed on a regular basis. The objective of the assessment is to identify what needs to be done in order to prevent fire in the premises and to keep employees safe. The risk assessment is essential and there must be a written record of it. Below are some key steps that are part of the assessment:
- Identifying any fire hazards
- Identifying any staff members at risk
- Evaluating and implementing actions to remove any risks
- Recording, in writing, the findings
- Creating an emergency plan
- Providing training to staff
- Reviewing the assessment on a regular basis
To be more specific, the fire risk assessment should cover emergency exits, fire detection and alarms, firefighting equipment, safe storage of inflammable substances or dangerous substances, an emergency evacuation plan, the needs of potentially vulnerable staff, an education plan and information to employees and any other people attending the premises. The above list is referred to as the fire risk assessment chart.
The fire safety and evacuation plan
The plan should be specific, and cover the following elements:
- Clear routes to all emergency exits
- Clear marking of these escape routes
- Sufficient number of exits, taking into account the number of people concerned
- Emergency lighting systems
- Education plan and training for employees
- The location of the safe meeting point
- The list of personnel with mobility needs
- Any special arrangement for personnel with mobility needs
Fire safety equipment, drills and training actions
Below, we outline the equipment that needs to be available, and the training actions and drills that need to take place to ensure fire safety.
Warning systems and fire detection equipment
Detectors must be in place and should be placed at strategic locations that consider the type of building and the type of work carried out in it.
Equipment for fighting fires
The equipment needed will depend on the type of business and the building in which it is located. The equipment should be clearly labelled and tested on a regular basis. Employees should also be trained on how to use it.
Testing and maintenance
Regular testing includes fire alarm system maintenance and testing, recording any potential defect and addressing these, ensuring all exits can be opened easily and conducting fire drills and training.
New staff on-boarding and training
New employees should be trained on the procedures in place and fire risks.
Conducting drills
One drill per year should be carried out and the results should be recorded.
Enforcement, appeals and penalties
Visits from local authorities
When local fire and rescue authorities visit the building, they should check that the fire risk assessment has been conducted and that any fire prevention measures are implemented. This is also an opportunity for the responsible person to ask questions. They can help understand the rules and provide guidance on what to implement.
Notice for alterations
If the premises are at high safety risk, the employer may receive an alteration notice.
Notice of enforcement
Employers may also get an enforcement notice if the authorities find that there are some serious risks and that these are not managed well. The notice will say that there are some improvements needed.
Prohibition notice
When the fire authority visits the premises, if they identify a significant fire risk, they may issue a prohibition notice. As a result, the building might be prohibited or have restricted areas.
Possible appeals
Employers who disagree with the decision may appeal and arrange an informal interview with the fire authorities.
This article demonstrates that fire safety is essential. The potential losses that may result from fire incidents can be devastating for the business and its people. Having the appropriate fire safety measures in place, implementing a fire prevention plan and assigning responsible persons are all essential steps to protect from these risks.
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