So what can you do to prepare for the foreseeable but unpredictable? Some of the points you should be considering:
1. Develop and maintain an active adverse-weather plan
Your plan needs to be broad and cover everything from storms/high winds, flooding, snow and ice, extreme heat, extreme cold. Loss of utilities (electricity, water and gas), access and travel disruptions are also possibilities.
It should set out
- attendance expectations: What employees should do if transport is disrupted or schools close;
- pay arrangements: Whether staff will be paid if they cannot make it in, if the workplace closes, or if they arrive late;
- provision for alternative working: Your parameters for transitioning to remote working during disruptions; and
- what happens out of hours.
- As well as occupants, factor in contractors, lone workers and people who may be particularly vulnerable to your plan.
Clearly define who makes decisions, who communicates them and put it all in you policy and plan.
2. Monitor the weather
Designate someone to be responsible for monitoring weather warnings and escalating them appropriately.
In the UK, the Met Office provide a warning and advice service covering rain, wind, snow, ice, fog, thunderstorm, lightning and extreme heat.
3. Check your buildings
Routinely inspect roofs, coverings, flashings, gutters, downpipes, windows, doors and external structures. These areas are particularly vulnerable in storms and high winds.
Secure or move indoors loose external items (commercial bins, outdoor furniture, signage, etc.) and manage overhanging branches or dead trees near building structures, car parks, or power lines to minimize the risk of falling debris.
4. Critical building services
As part of your resilience planning, have a visible plan for managing your critical systems and services - electrical, heating, cooling, water, drainage, lifts, fire and security systems. What alternative provision do you have if any are lost (and what to do if they cannot be reinstated and have a prioritised for recovery.
5. Understand your flood risk
Understand the potential the flood risk for your premises, invest in a proper flood risk assessment, especially where your properties are in low lying areas.
Identify which areas - plant rooms, electrical equipment, basements and access routes - would be most vulnerable and what mitigations measures or alternative provisions you can make.
6. Snow, ice and freezing conditions
Have procedures in place for managing the effects of snow, ice and freezing conditions, this could include:
- Winter Planning: Produce a plan for snow clearance and grit delivery well before winter, your arrangements should prioritise pedestrian and escape routes, entrances, steps, ramps, loading areas.
- Protect vulnerable pipework: All external/exposed pipework, taps, and tanks should be properly insulated. Know where your mains water shut-off valves are so in the event of any leaks you can isolate the system immediately.
- Manage your heating: Keep your building heating on a low background setting overnight and not forgetting weekends.
7. Extreme heat
As we saw earlier this year, extreme heat can have a significantly adverse effect on building operations too. While there is currently no legal maximum workplace temperature, it is a hazard that still must be managed.
- Develop a warm weather ventilation strategy: Make sure all forced air ventilation systems are properly maintained and optimised in the run up to Summer. Look to cycle the system(s) or open windows to purge warmer air from the building at night and/or during the early morning.
Keep windows closed when outside temperature exceeds the indoor temperature and likewise vary recirculation levels for optimum cool air.
Consider turning off non-essential heat generating equipment and be mindful of the temperatures in plant and boiler rooms, you may want to defer scheduled work in them
- Manage solar gain: Utilize external shutters and internal blinds to reduce the effect of direct sunlight. For buildings with large areas of glass and/or south facing look at the options for solar-reflective films too.
- Critical kit management: Increase the frequency of checks on for example computer rooms and server racks (particularly those that are tucked away in cupboards and other small spaces, etc.), these can be very vulnerable to overheating. Make sure any associated air conditioning/cooling units are cleaned and maintained to ensure maximum efficiency.
8. Have a recovery plan
Once the extreme weather event has passed, have a defined procedure to inspect your building(s) to identify any unsafe areas, record damage, and remedy as required. Decide when the building is safe to reoccupy and normal working rules come back into force. Similarly reset your A/C and other systems back to normal operating modes.
If there are any areas where significant damage had occurred be ready to notify your insurer (as needed) and have a list of approved/specialist contractors you can quickly contact to remedy – it is likely you may not be the only organisation wanting their services.
Provide a board report/high level review of what was done, what worked well, what didn’t and the lesson learnt (if any) you can apply in the future.
Final thought, strategic FM is about developing solutions across the business and good adverse weather management links weather risks to asset condition, operations, planned maintenance, critical services, emergency arrangements and business continuity. Everybody benefits.
You can get further advice on your adverse weather planning from:
Temperature in the workplace: What the law says - HSE