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How hot can an office legally be? What are the obligations as an employer in regard to temperature in the workplace? - HR Insights

Updated: 11 hours ago


How hot can an office legally be? What are the obligations as an employer in regard to temperature in the workplace?

Question:

My office is getting dangerously hot because our building is old, and upgrading the HVAC is expensive. We are now receiving complaints from employees. What are my obligations as an employer in regard to temperature in the office? How hot can an office legally be?


Answer:

While OSHA does not have a fully implemented federal heat standard, the currently proposed standard says 80 degrees is when mandated safety measures, like cool water, regular breaks, or shade/air conditioning are going to be required. It’s important to check with the states you operate in as states like Colorado and California have their own OSHA approved heat standards that will need to be followed.

Long Answer

According to OSHA heat is the leading cause of death among all weather related phenomena in the United States so as employers you have an obligation to keep your staff safe from high temperatures in the workplace. There are many ways to mitigate heat illness even in older buildings without AC or with antiquated units that are expensive to replace. Here are some steps you can take to stay in line with the proposed OSHA heat standard and keep your team cool this summer.

 

  1. Air Conditioner Maintenance:

    If your office has an AC unit it’s important to follow manufacturer recommendations for cleaning and maintenance to keep your unit running efficiently. Most systems call for an annual cleaning and inspection. Cleaning the unit/ducts and replacing filters regularly will help your AC run as efficiently as possible which keeps the temperature and the bill low.

 

  1. Remote/Hybrid work:

    Allowing employees to work from other locations when possible can reduce the cost of cooling an office. The peak hours for energy use and heat are between noon and 6pm which is  typically when offices are full of employees. If fully remote doesn’t work for your business needs you can always try allowing people to work from home during those peak heat hours. There are even companies that offer half day Fridays during the summer months as a benefit, keeping the AC off one extra day a week can save a lot of money over the course of a summer.

 

  1. Have a Heat Plan in place:

    Maybe your office doesn’t have AC or you work outdoors, having a heat plan in place can keep you prepared. Train employees to recognize the signs of heat illness and what to do if they see them. Check the forecast in advance and have the supplies ready to go. The key to a strong heat plan is to know when to put it into action. The proposed OSHA rule suggests that when temperatures hit 80 degrees in the workplace employers have cold water available, shade or air conditioned areas for breaks, and allow people to take additional heat breaks as needed. At 90 degrees they recommend stronger measures like mandatory 15 minute breaks every 2 hours, buddy systems to watch for symptoms of heat illness, and that an emergency plan be available. Be sure to check your state’s guidance on heat illness to make sure your plan is compliant.

 

  1. Summer Dress Codes:

    The clothing we wear is a major factor in how well our bodies can cool off. While it’s important to maintain professionalism, health and safety is the greater priority. Consider offering flexibility to your staff during warmer months to help people stay cool.

 

Summer heat can drive up utility costs and put employees or employers at risk if we don’t plan ahead and mitigate the impact. Even if we didn’t touch on a solution that fits with your business needs take this opportunity to think about ways you can beat the heat at your company!

 

Please review these OSHA guides on Heat Illness for more information:

How hot can an office legally get? What are the obligations as an employer in regard to temperature in the workplace?

Please note: This information is not legal advice and may not reflect specific state or local requirements.

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