Keeping your business running through bad weather, emergencies and winter conditions 

Although we missed out on a white Christmas (but what’s new there?), January has certainly delivered more than enough weather already.  

When extreme weather hits or something unexpected happens, it can throw a business off track fast. That’s why it’s essential to build resilience into how you work, protecting your team and keeping operations running safely during extreme conditions. 

Our research indicates that in the first few months of the year, broken bones due to slip, trip and fall injuries, or falls from height tend to rise. This is then followed by injuries as the result of manual handling. 

What the law says 

A few key pieces of legislation set out what you must do as an employer: 

• Health and Safety at Work etc. Act 1974: Employers must take reasonable steps to protect employee health, safety and wellbeing. 

• Management of Health and Safety at Work Regulations 1999: You must assess risks, plan for emergencies and put robust procedures in place. 

These duties apply all year round, but winter brings additional hazards, like freezing conditions, difficult travel, and increased risks for outdoor workers. Your arrangements need to reflect these seasonal challenges. 

Six steps to success 

1. Look at your risks 

Think about what could realistically disrupt your business, and cause injury to your workers and others during winter: 

• Snow, ice and storms 

• Flooding 

• Power cuts 

• Slips, trips and falls, consider policies on sensible footwear during inclement weather 

• Travel disruption 

• Cold conditions affecting staff, particularly those working outdoors or in unheated spaces 

As part of this process, remember that indoor workplaces should normally be kept at 16°C, or 13°C for physically demanding work. Whilst there’s no legal minimum temperature for outdoor work, you must take steps to protect employees from cold stress by using appropriate controls. 

Once you’ve identified your winter‑specific risks, you can plan the measures needed to manage them. This can be something as simple as gritting for ice, making sure that slippery surfaces (such as tiled floors) are regularly cleared of water and contamination and informing workers ahead of their arrival of conditions on site. 

2. Create a plan and rehearse It 

Your plan should include: 

• Controls such as making sure workers can evacuate safely, so, consider the clearing of snow / ice from evacuation routes and assembly points 

• Who does what in an emergency 

• How you’ll communicate with staff if something goes wrong or if the workplace is closed 

Make sure you record this plan and rehearse it regularly. This will help your team feel confident responding, particularly in winter when reduced visibility, darkness and challenging ground conditions can make evacuation more difficult. 

3. Work out how you’ll keep your business running safely 

If you had to close the workplace suddenly, could you still operate? 

Think about: 

• Remote working options – especially useful during heavy snow or icy conditions to reduce travel risk. 

• Emergency lighting, supplies and food – critical if you operate in residential care or remote locations. 

• Alternative suppliers for key items if deliveries are disrupted. 

• Alternative premises if your usual workplace becomes inaccessible. 

Also consider how winter weather affects your day‑to‑day operations. For example: 

• Clearing snow and gritting key access routes 

• Providing safe, well‑lit pathways 

• Monitoring and maintaining heating systems 

• Making sure machinery and equipment can be used safely in cold conditions 

You don’t need a huge manual – just a practical plan your team can implement whenever it’s needed. 

4. Train your team 

Winter can create conditions workers may not be used to, so training is essential. Make sure your staff know: 

• How cold conditions can affect safety, e.g. reduced dexterity, slower reactions, cold stress symptoms 

• What PPE they should wear, e.g. such as thermal layers, waterproof clothing and insulated gloves 

• How to recognise when conditions are becoming unsafe, e.g. low visibility, black ice and slippery surfaces, low temperatures that make it difficult to operate machinery or tools 

Also, regular practise helps build confidence, especially for fire safety and first‑aid responsibilities, which can be harder to carry out in poor visibility or icy areas. 

5. Keep communication clear and up to date 

Communication is especially important during winter when plans may need to change quickly. 

Make sure: 

• You can easily contact staff if the workplace is closed or conditions are unsafe 

• Everyone’s contact details (including next of kin) are up to date 

• You monitor weather warnings and share updates promptly 

• You can communicate with emergency services and suppliers if required 

Good communication can make a stressful situation far easier to manage. 

6. Continuously review and improve your plan 

Review your emergency and business‑continuity plans: 

• After drills to find out what went well, and what needs improving/practising  

• After real incidents 

• Whenever your business changes 

• When new risks emerge or official winter‑safety guidance is updated 

Winter conditions change quickly, so your plans should be flexible and ready to adapt.