How to minimise fire risks

In the current climate, the importance placed on workplace fire safety is rightly rising in light of a reported 7,649 workplace fires during 2022-2023. According to Fire Safety Laws, there are legal duties placed on the responsible person to carry out and record a fire risk assessment, followed by putting in place and maintaining general fire precautions.

For information on how you can prevent fires at your business premises, read our guide below.

Understand and identify hazards

Before you begin to put prevention steps in place, it’s essential that you understand the common causes of fires in the workplace. An article revealed that one of the main sources of fires are electrical faults, such as damaged and/or overloaded circuits or broken electrical equipment. Improper storage of flammable materials like liquids, gases and chemicals can also lead to a fire outbreak, as well as the overheating of machinery and equipment that isn’t maintained correctly. However, it’s not just materials and equipment that can cause fires; incorrect use of equipment, smoking in restricted areas, or a lack of effective security, with the potential for arson, can pose a large danger.

After identifying any hazards, you must carry out a risk assessment, which includes:

• Identifying areas and processes with high fire risks.
• Assessing how effective the existing safety measures are.
• Developing a set of control measures to eliminate or reduce identified hazards.
• Reviewing and updating the fire risk assessment regularly to address any new risks.

Implement safety measures

Storage and handling of flammable materials

If your place of work has any flammable liquids, gases or chemicals present, store them in a well-ventilated area, away from ignition sources. Storage and handling experts recommend clearly labelling flammable materials with any relevant hazard signs and sealing securely before putting into storage. Ensure strict handling procedures are in place to reduce the chances of any spills or accidental ignition, and always follow manufacturer guidelines when your materials are ready to dispose of.

Electrical safety

Conduct regular inspections of electrical systems and equipment to uncover any potential damage and, if found, make sure to repair promptly. You should never overload electrical circuits or use extension cords for long periods of time, using surge protectors to protect your equipment where necessary. Electrical and fire safety specialists share that you should only allow qualified electricians, with the necessary skills, to handle any electrical installations or repairs, to prioritise the safety of any fellow workers.

Equipment and machinery maintenance

Create a routine maintenance schedule for machinery and equipment to help reduce the chances of overheating or malfunctioning. Manufacturer guidelines must be referred to when machinery is operated to avoid creating any hazards. An RS emergency procedure guide advises that all machinery should be equipped with at least one emergency shut-off mechanism to quickly halt operations in case of any emergencies.

Install fire detection and suppression systems

• Fire alarms and smoke detectors: If not already in place, install fire alarms and smoke detectors throughout the premises. Fix fire recommends that fire alarms should be tested regularly to ensure they are functioning correctly, making sure to replace batteries and repair faulty detectors immediately when needed.
• Fire extinguishers: To prepare for all types of fires, purchase fire extinguishers for all of the different classes and position them at readily accessible locations. Inspect regularly to ensure they are fully operational.
• Sprinkler systems: You should install automatic sprinkler systems in areas where you have identified high fire risks, maintaining frequently to ensure functionality.

Train employees

Fire safety training

Educate employees about potential fire hazards, preventative measures, and emergency procedures, carrying out regular fire drills to increase familiarity with evacuation routes and practices. All employees are advised to be trained on how to use fire extinguishers, and any other prevention equipment, to reduce the chances of fires starting and to give trainees the confidence to deal with emergencies.

Emergency response plan

• Clear plan: Develop a clear and comprehensive emergency response plan outlining actions to be taken if a fire occurs.
• Roles and responsibilities: Assign specific roles and responsibilities to employees during an emergency.
• Communication: Establish effective communication channels for alerting employees and emergency services.

Operate hot works with caution

Working with hot flames, or with any machinery which produces heat or sparks, such as welding, grinding and soldering increases the risk of fire. The London Fire Brigade suggest this kind of work should be avoided where possible, but, if necessary, a permit should be acquired to work with these tools as well as having previous training with the machinery.

Use heating equipment responsibly

If you need to use a space heater, keep at least three feet away from anything flammable – never leaving any heating equipment unattended. If your premises has a fireplace, install fire screens and clean their chimneys regularly.

Cook and smoke sensibly

If your premises allow smoking or holds a kitchen cooking area, it’s crucial that people behave safely. Assign a specific location for smoking, away from any flammable materials or equipment, ensuring to completely extinguish before disposing of. Never leave any cooking unattended and keep away from flammable materials.

Install security

Different businesses are more likely to fall victim to arson than others, but installing security (for example, getting experts to check windows, shutters and locks), as well as maintaining electronic security systems (such as CCTV and intruder alarms), are effective ways to minimise the risk. Where applicable, use enclosed and lockable waste skips and bins. An official Fire & Rescue Service provides the following five tips to reduce the risk of arson: lock external doors, close internal doors, check no unauthorised persons are left on site, avoid accumulating waste or rubbish, and switch on alarms.

Insure against the unexpected

Sufficient insurance should always be in place to ensure your business can be back on its feet swiftly in the unfortunate event of a fire. When arranging cover, it's important not to underinsure your buildings and contents, otherwise your business could lose significant resources or materials.

Rob Rees, Divisional Director at Markel Direct, shares:

“It can be a critical event for any organisation to experience a fire, especially for those who have grown their small business to the stage of having its own office premises. Property damage insurance can give small business owners the peace of mind that they will be covered in the event of a fire”.

If you would like help arranging insurance for your business' property, get an online quote now or call us on 0800 640 6600.

Please note: This article provides guidance for information purposes only. It should not be relied upon wholly when making or taking important business decisions – always seek the services of an appropriately qualified professional. The views expressed by websites referenced to are limited to those of the websites, and do not necessarily reflect the views of Markel Direct.