Keeping Staff Cool at Work During a Heatwave: A Practical Guide for Office Managers

When temperatures soar, productivity can quickly fall.

A hot, uncomfortable office doesn't just leave employees feeling tired and distracted—it can also affect concentration, morale and overall wellbeing. With UK heatwaves becoming more frequent, many businesses are asking the same questions:

• How can I keep my office cool during a heatwave?

• What's the ideal office temperature?

• Do employers have to provide fans?

• How can I keep employees comfortable at work in hot weather?

While there's no single solution, there are plenty of practical steps businesses can take to create a cooler, more comfortable workplace.

At Hawks Workplace, we help organisations prepare for every season with workplace products and services designed to keep teams productive, comfortable and ready for whatever the British weather brings.

Is There a Maximum Temperature for Offices in the UK?

One of the most common questions during hot weather is whether there is a legal maximum temperature for workplaces.

The answer is no. UK health and safety guidance doesn't specify a maximum workplace temperature, but employers do have a legal responsibility to provide a reasonable working environment under health and safety legislation.

That means taking sensible steps to reduce excessive heat and minimise discomfort where possible.

Why Heat Affects Productivity

We've all experienced it.

The office feels stuffy.

The afternoon becomes a struggle.

Concentration disappears, tempers shorten and even simple tasks seem to take longer than they should.

Research consistently shows that excessive workplace temperatures can reduce concentration, increase fatigue and make employees feel less comfortable throughout the working day.

Creating a cooler environment isn't simply about comfort—it's about helping people perform at their best.

Improve Airflow Throughout the Office

One of the simplest ways to cool an office is by improving air circulation.

Opening windows where possible, using internal doors to encourage airflow and making the most of cooler morning temperatures can all help reduce heat build-up.

For offices without air conditioning, desk fans and tower fans can also provide welcome relief, particularly in areas where employees spend long periods at their workstations.

Having a small stock of cooling products available before a heatwave arrives means you're prepared rather than reacting once temperatures rise.

Keep Employees Hydrated

Staying hydrated is one of the most effective ways to help people cope with hot weather.

Encouraging regular water breaks and ensuring fresh drinking water is readily available can make a noticeable difference throughout the day.

Many workplaces now choose mains-fed water coolers or bottled water solutions to ensure employees always have access to chilled drinking water, particularly during the summer months.

Simple additions like reusable bottles or chilled drinks in the office fridge can also encourage better hydration.

Rethink the Office Kitchen

When it's hot outside, employees are often less interested in heavy snacks and sugary treats.

Instead, consider providing:

• Fresh fruit

• Cold bottled water

• Juice cartons

• Yoghurts

• Light refreshments

These healthier options help employees stay refreshed while reinforcing your commitment to workplace wellbeing.

A fully stocked office kitchen also removes the need for staff to leave the office in search of refreshments during the hottest part of the day.

Consider Flexible Working Spaces

Not every area of the office heats up equally.

If possible, encourage employees to use cooler meeting rooms, breakout spaces or shaded areas during particularly warm afternoons.

Simple changes to seating arrangements can make a surprising difference without disrupting productivity.

Don't Forget Workplace Dress Codes

Heatwaves are often a good opportunity to review workplace policies.

Where appropriate, temporarily relaxing dress codes can help employees stay cooler and more comfortable while maintaining professionalism.

It's a small adjustment that many teams appreciate during periods of exceptionally warm weather.

Plan Ahead Rather Than React

One of the biggest mistakes businesses make is waiting until the forecast reaches 30°C before thinking about workplace comfort.

The best approach is to prepare in advance.

Making sure your office is stocked with essentials such as bottled water, refreshments, cooling products and workplace supplies means you're ready when temperatures rise.

Planning ahead also avoids the rush to source products during periods of high demand.

How Hawks Workplace Can Help

At Hawks Workplace, we support businesses with practical workplace solutions all year round.

Whether you're looking for bottled water, fresh fruit deliveries, office refreshments, hydration solutions, workplace fans, cooling products or general office supplies, we can help ensure your workplace is prepared for hot weather.

As a trusted workplace partner, we don't just deliver products, we help businesses create environments where employees can stay comfortable, healthy and productive.

With one supplier supporting multiple workplace needs, it's easier to prepare for seasonal changes without adding to your workload.

A Cooler Workplace Is a Better Workplace

Heatwaves may only last a few days, but their impact on your team can be significant if you're unprepared.

By making a few simple changes and planning ahead, businesses can help employees stay cool, comfortable and productive throughout the summer.

Sometimes it's the smallest improvements - a cold bottle of water, fresh fruit in the kitchen or a well-placed fan that make the biggest difference to the working day.

At Hawks Workplace, we're here to help you keep your workplace running smoothly, whatever the weather.