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Fire safety compliance in shared working environments: Ensuring your business meets emerging standards

fire safety compliance in shared working environments is the starting point for this guide, which explains what you need to know and do to meet new and changing standards. You will learn which laws and standards affect co-working spaces, who the responsible persons are, how to carry out suitable and sufficient fire risk assessments, practical steps to stay compliant, and how Total Safe can help. Suggested URL slug: /fire-safety-compliance-in-shared-working-environments

Shared working environments sit at the crossroads of several pieces of law and a fast-moving standards landscape. Since Grenfell, the Fire Safety Act 2021 and the Fire Safety (England) Regulations 2022 have clarified and extended duties for multi‑occupied buildings; the Building Safety Act also introduced new expectations for record keeping and coordination. These changes affect how risk assessments are carried out and what must be considered for external walls and flat entrance doors where relevant. See guidance from gov.uk.

At the same time, technical standards for systems that protect life and property are being updated. For example, BS 5839-1 (the British Standard for fire detection and alarm systems) was revised in 2025 with new requirements on detector types, signal transmission, and documentation. You should expect standards to evolve further and to influence what your fire systems and maintenance regimes must deliver. See the IET summary at electrical.theiet.org.

Regulatory responsibilities divide between enforcing authorities. Fire and rescue services enforce general fire safety in most buildings, while the Health and Safety Executive (HSE) focuses on fire risks arising from work processes and certain high‑risk sites. This split matters when your co‑working space hosts activities that use flammable materials, specialised processes, or construction work. Clarify which authority will enforce which part of your premises so you understand inspection triggers and duties. More from hse.gov.uk.

Assessing fire safety compliance in shared working environments

Start with a robust, documented fire risk assessment (FRA). The FRA must be “suitable and sufficient” for the building and the activities it contains. Where multiple businesses or tenants share the same building, the FRA must consider common parts and how different occupiers’ activities interact. If you are the employer or landlord with control of part of the premises, you are a responsible person and must ensure the FRA is carried out and kept up to date. More information from Total Safe.

A practical FRA for a shared workspace should cover the following areas:

The layout and escape routes for each occupied area and common parts, including clear routes, signage and any variations for out-of-hours use.

Fire detection and alarm coverage for sleeping‑risk areas or meeting rooms used overnight, ensuring detectors and notification methods match occupancy patterns.

Compartmentation and fire door condition where adjacent units and corridors exist; record defects and provide remedial actions.

Storage and use of flammable materials by tenants, including any process fire hazards that arise from tenant activities.

Means for the fire and rescue service to access information during an incident, such as clear floor plans, keys/entry arrangements and system details.

Use the FRA to produce an action plan with timescales and ownership for each remedial measure. Keep the output simple, photo‑evidenced, and easy to share with tenants, facilities teams and the enforcing authority. The NFCC provides tools and guidance for finding competent assessors and practical FRA approaches that work in multi‑occupancy settings at nfcc.org.uk.

Who is responsible in a co‑working building?

Shared working environments often involve several responsible persons. Employers remain responsible for fire safety in any workspace they control; landlords, managing agents and building owners hold duties over shared parts and the building fabric. Where responsibilities overlap, you must document the division of duties in tenancy agreements, licences or service level agreements to avoid gaps. Always record which party is responsible for alarms, escape route maintenance, fire doors and firefighting equipment. Guidance is available on gov.uk.

Appoint a single point of contact for fire safety coordination. That person will manage communication between tenants, building management and any external contractors. In larger buildings, form a fire safety steering group with tenant representatives to ensure changes to layout, tenants’ activities or equipment are reviewed promptly.

Practical checklist: actions to achieve and maintain compliance

Confirm responsible persons — record who the responsible persons are in writing and update contracts where responsibilities are unclear. See gov.uk.

Commission a competent FRA that covers both tenant areas and common parts, including action prioritisation and verified completion dates. Arrange a Fire Risk Assessment with Total Safe.

Review alarm and detection provision against the latest applicable standards and your FRA. If your building type or activity changed, upgrade detection or monitoring where needed. Consider BS 5839-1:2025 requirements for detector type and transmission performance. See electrical.theiet.org.

Check compartmentation and fire doors. Fire doors must be inspected and maintained on a planned cycle. Record inspections and repairs. Total Safe fire safety services can assist with installation and servicing.

Ensure servicing of emergency systems such as emergency lighting, extinguishers, dry risers and suppression systems to the correct standards and that service records are available. These items must be tested and logged at the frequency recommended by relevant British Standards. See Total Safe for service options.

Set a training regime. Provide fire marshal training and evacuation drills that involve tenants and contractors. Test communication and assembly point procedures. Training services are available from Total Safe.

Implement a change control process. Any tenant fit‑out, new process, or layout change must trigger an FRA review and approval from the responsible person. Keep a change log and follow gov.uk guidance.

Working with tenants and occupiers: cooperation and information sharing

Shared workplaces require clear, documented cooperation. The Fire Safety (England) Regulations 2022 placed new emphasis on sharing information in certain residential buildings, and the same collaborative approach benefits non‑residential multi‑occupancy sites. Supply tenants with site‑specific fire instructions, evacuation plans and information about fire doors and escape routes. Where possible, hold induction sessions and circulate concise guidance for contractors. See gov.uk.

Tenant induction checklist items you should provide:

Nearest escape route and assembly point — make this clear in inductions and site maps.

Prohibited activities or those requiring approval (for example, hot work, candles, flammable storage) — require written permission and controls where needed.

Reporting lines for maintenance issues such as blocked exits or damaged fire doors — give tenants a single point of contact and a rapid reporting process.

How and when fire drills happen, and who is responsible for ensuring tenant participation.

If a tenant’s process creates a process fire hazard (for example, use of solvents, 3D printing or catering grease), require a method statement and local controls. HSE enforces process-related fire precautions and expects these risks to be assessed under health and safety law as well as through the FRA where appropriate. See hse.gov.uk.

How to keep ahead of emerging standards and technical updates

Standards and guidance evolve. Make this routine by subscribing and budgeting for reviews and accredited inspections. Recommended actions include subscribing to updates from the NFCC, HSE and GOV.UK guidance collections, allocating budget for periodic systems reviews by accredited specialists, using third‑party accredited contractors and treating standards changes as a trigger for an FRA review rather than a technical exercise alone. The NFCC and professional bodies publish practical guidance and tools that help duty holders translate new requirements into actions. See nfcc.org.uk.

When technical standards change, check whether your current systems meet the new performance and documentation requirements. For instance, BS 5839-1:2025 introduced new expectations for detector cover and logkeeping; that means some premises will need modifications or enhanced maintenance regimes to remain compliant. Plan for these changes as part of an annual compliance review. See the IET summary at electrical.theiet.org.

When to bring in outside expertise

You should appoint external specialists if your building is complex, multi‑storey or contains mixed uses; tenants carry out higher‑risk processes; your FRA identifies significant compartmentation or fire door faults; or you need a formal fire strategy for alterations or a change of use.

Total Safe can perform comprehensive FRAs, deliver remedial works for doors and compartmentation, test and maintain fire alarms and extinguishers, and provide training. Engaging a single accredited supplier for assessment, remedial works and ongoing maintenance reduces coordination risk and creates a single audit trail for compliance. Find Total Safe services for co‑working spaces.

Next steps and recommended timetable

If you manage or occupy a shared workspace, follow this simple timetable and record all actions, dates and responsible parties as your primary evidence that you have taken reasonable and proportionate steps to manage fire risk:

Within two weeks: confirm responsible person(s) and document responsibilities.

Within one month: commission or review your FRA and identify high‑priority actions.

Within three months: complete critical remedial works (escape, detection, doors, signage).

Ongoing: schedule maintenance, training and an annual FRA review, or sooner after any change.

Conclusion

Emerging fire safety standards and tighter expectations from regulators mean that managers of shared working environments must act proactively. Start with a suitable and sufficient fire risk assessment, clarify responsibilities between tenants and owners, and treat standards revisions as triggers for review and, where necessary, upgrade. Use accredited contractors and keep a clear audit trail of inspections, maintenance and training. If you need expert, practical support, Arrange a consultation with Total Safe for an FRA.

FAQ

Q: Who is the responsible person for fire safety in a co‑working building?

A: The responsible person is the employer or the person in control of premises. For shared buildings, responsibilities may be split; record and publish the division clearly so everyone knows who must act. See guidance on gov.uk.

Q: How often should a fire risk assessment be reviewed in a shared workspace?

A: Review the FRA annually, and sooner if there are significant changes such as new tenants, new processes, structural changes or updates to standards and legislation. Document each review and any resulting actions. See Total Safe FRA services.

Q: Do updated British Standards mean I must immediately replace existing fire alarm equipment?

A: Not always. Changes to standards often require review of your system against new performance and documentation requirements. In some cases you will need upgrades or revised maintenance regimes; in others you can demonstrate continued suitability based on an FRA and competent technical advice. Consult an accredited engineer for site‑specific advice. See an overview at electrical.theiet.org.

Q: Where can I find authoritative guidance and tools for shared building fire safety?

A: Use GOV.UK collections on fire safety law, HSE guidance on process fire precautions, and NFCC resources and tools for risk assessors.

Q: How can Total Safe help my business stay compliant?

A: Total Safe provides fire risk assessments, remedial works (fire doors, fire stopping), system maintenance and training tailored to multi‑occupancy and co‑working environments. They produce clear reports, action plans and maintenance schedules you can rely on for compliance. Explore Total Safe services for your premises.