Fire hazards in shared working spaces: how to effectively identify and manage them
Introduction
Fire hazards in shared working spaces are a growing concern for property managers, facilities teams and business owners. In this guide you will learn a clear, practical process to identify risks, assign responsibilities and put controls in place that meet legal duties and keep people safe. This article sets out step‑by‑step actions, simple checklists and sources you can use to evidence compliance and reduce the chance of a fire incident.
Why shared working spaces need a focused approach
Shared working spaces such as co‑working hubs, business centres and multi‑tenant offices have more complex risk profiles than single‑occupier premises. Different businesses bring varied equipment, differing hours of use and people who do not know the building, so the potential for ignition and confusion in an emergency is greater. The law makes whoever is in control of the premises — the “responsible person” — accountable for carrying out and recording a suitable and sufficient fire risk assessment and for putting reasonable fire safety measures in place. gov.uk
Guidance from the Health and Safety Executive stresses that effective prevention starts by identifying sources of ignition, fuel and people at risk, then applying proportionate controls. Regular review is essential, especially when tenancy, fit‑out or occupancy patterns change. hse.gov.uk
How to identify fire hazards in shared working spaces
Begin with a structured survey. A consistent method makes findings more defensible and easier to act on.
Walk the space at different times of day. Look for temporary hazards such as delivery storage, contractor activity or after‑hours occupancy.
List sources of ignition. Consider plugged‑in chargers, catering equipment, portable heaters, IT servers, exposed wiring, hot work (soldering, cutting) and smoking where permitted.
Record sources of fuel. Note paper and packaging, waste piles, fabric furnishings, flammable liquids in stores, and stored equipment in corridors or meeting rooms.
Note oxygen sources and ventilation paths. These can accelerate fire spread; examples include stairwells, open atria and ductwork.
Map people at risk. Tenants, visitors, cleaners, contractors and people with accessibility needs who may need assistance to evacuate should be recorded.
Document each hazard with a short description, location, likelihood and current control measures. Photographs and a simple floor plan help clarify where work is needed. Use the HSE’s basic fire triangle (ignition, fuel, oxygen) to structure your findings. hse.gov.uk
How to assess and prioritise risks
Not all hazards need the same response. Assess the potential consequence of each hazard and how likely it is to occur. Use a three‑by‑three or five‑by‑five risk matrix to prioritise.
Consider these questions for every identified hazard:
How many people would be affected if the hazard caused a fire?
Could the hazard cause rapid fire spread or significant smoke production?
Is the hazard near escape routes or critical fire protection features such as fire doors and alarm call points?
Can the hazard be eliminated quickly and cheaply? If so, it should be a top priority.
Actions that remove a hazard are better than those that merely reduce its effect. For example, storing flammable packing offsite or switching to non‑combustible materials removes the fuel source entirely. Where removal is not possible, use engineering controls such as segregated storage cabinets or fixed suppression and administrative controls such as safe systems of work or a permit‑to‑work for hot work.
How to identify and manage fire hazards in shared working spaces: practical controls
This section gives practical, proportionate controls you can apply right away.
Housekeeping and storage: Implement a clear policy that corridors, escape routes and stairways remain unobstructed. Provide labelled storage for tenants and regular waste removal schedules. Good housekeeping reduces fuel loads and slows fire growth.
Electrical safety: Enforce limits on extension leads and portable heaters. Require PAT testing for shared equipment where appropriate and arrange periodic inspection of landlord electrical installations. Replace damaged cables immediately.
Shared kitchens and catering: Fit commercial cooking appliances with suitable extraction. Keep combustible materials away from cookers and display simple kitchen safety rules for all users.
Safe storage of flammable liquids: Keep flammable liquids in approved cabinets and avoid storing large volumes in tenant areas. Ensure COSHH information is available where relevant.
Fire detection and alarms: Install and maintain detection systems designed for the building’s use. Updated guidance for non‑domestic alarms should inform system choice and maintenance schedules. bsigroup.com
Fire doors and means of escape: Ensure fire doors close correctly and escape routes are lit and signed. In multi‑occupied buildings, landlords usually manage common parts but tenants must keep their own escape routes clear. gov.uk
Training and drills: Provide tenant inductions, clear evacuation instructions and regular drills. Drills should involve tenants and cover different times of day and mixed occupancy scenarios.
When controls require specialist work — such as alarm design or fire‑stopping — use accredited contractors and check their competence. NFCC and industry guidance recommend using certificated assessors and installers to help demonstrate due diligence. bafe.org.uk
Co‑ordinating responsibilities in shared spaces
Shared buildings often have multiple “responsible persons”. Clear, written lines of accountability prevent gaps.
Clarify responsibilities: Clarify who is responsible for common parts, tenant fit‑outs and services in the lease or management agreement. For common areas the landlord, freeholder or managing agent is usually responsible. gov.uk
Shared fire safety plan: Create a shared fire safety plan that documents evacuation strategies, key contacts, and the location of firefighting equipment. Update this plan after any change in tenancy, layout or building services.
Collaboration forum: Establish a forum or regular meeting where facilities managers, tenancy representatives and maintenance contractors can discuss fire safety issues. Record decisions and actions in a central log.
Inspection and maintenance schedule: Agree an inspection and maintenance schedule and assign clear owners for each task, from routine waste removal to annual alarm contractor checks.
Total Safe can support responsible persons by supplying fire risk assessments, training and maintenance packages tailored to multi‑tenant buildings. Consider using a single supplier to manage records and periodic servicing to maintain continuity. totalsafeuk.com
Record keeping, inspection and review
Keep concise, dated records of risk assessments, remedial actions, staff training, fire drills and maintenance visits. Good records prove proactive management and help during any enforcement inspection.
Use a log: Use a fire safety log book or digital system to track tests, defects and actions.
Review frequency: Review the risk assessment annually, and always after any significant change such as new tenants, refurbishment or a fire incident.
Audit compliance: Audit compliance periodically; internal audits can spot drift before external enforcement does.
If you need help creating or maintaining records, Total Safe offers auditing and maintenance services that align with legal duties and recognised good practice. totalsafeuk.com
Using standards and competent professionals
Standards give reliable benchmarks when designing and maintaining systems. For alarms and detection, refer to the latest BSI guidance when selecting and commissioning systems. BS 5839‑1 provides detailed recommendations for non‑domestic alarm systems and has recently been updated. For overall building management and fire safety strategy, BS 9999 remains the core code of practice. Using recognised standards helps show you acted reasonably and followed accepted industry practice. knowledge.bsigroup.com
Engage competent fire risk assessors and contractors. Look for third‑party certification and relevant sector experience. Even when you outsource the assessment, the duty to act on its findings rests with the responsible person. Check credentials and request references. bafe.org.uk
Technology, monitoring and continuous improvement
Modern tools make hazard management easier. Consider these approaches:
Centralised reporting and asset management: Use centralised incident reporting and asset management software to log defects and maintenance.
Smart detectors: Smart detectors that send fault and alarm alerts to facilities teams allow faster response.
Thermal imaging: Thermal imaging surveys for electrical equipment can catch hotspots before they cause ignition.
Tenant feedback: Regular tenant surveys help spot risky behaviours or informal storage that audits miss.
Test new measures in a small part of the building before wider rollout. Evaluate their effectiveness and adjust policies to fit the building’s real‑world operation.
Next steps: a simple checklist to get started
Carry out a structured walk‑round and record hazards on a simple floor plan.
Agree who the responsible person(s) are for common parts and tenant areas and document the split of duties. gov.uk
Prioritise actions using a risk matrix and remove or reduce the highest risks first.
Book competent contractors for specialist work and check qualifications. bafe.org.uk
Set a maintenance and inspection timetable and log every activity.
Run tenant inductions and a joint fire drill within three months.
If you prefer tailored support, Total Safe provides fire risk assessments, training and maintenance designed for shared and multi‑tenant workplaces; sensible outsourcing can save time and ensure compliance. Fire Safety Services and practical training packages are available to fit mixed‑use buildings. totalsafeuk.com
Conclusion and recommended priorities
To manage fire hazards in shared working spaces effectively, start with a clear, recorded fire risk assessment, prioritise elimination of hazards, and put layered controls in place — housekeeping, electrical safety, detection, escape routes and training. Make responsibilities explicit between landlords, managing agents and tenants, and use competent professionals where specialist work is needed. Keep records, review after change and use recognised standards to guide decisions. For practical support, consider engaging a specialist to produce a tailored risk assessment and to manage ongoing testing and maintenance. For an initial review or to arrange training, contact Total Safe for a free consultation and quotation. Total Safe homepage. totalsafeuk.com
FAQ
Q: Who is the “responsible person” for fire safety in shared working spaces?
A: The responsible person is whoever has control of the premises — typically the landlord, freeholder or managing agent for common parts, and the employer or tenant for areas they occupy. Multiple responsible persons must cooperate and document arrangements. gov.uk
Q: How often should a fire risk assessment be reviewed in a co‑working or shared office?
A: Review at least annually and after any significant change such as new tenants, refurbishment, changes in use or after any fire or near‑miss. Reviews should be more frequent where occupancy and activity are dynamic. hse.gov.uk
Q: Can tenants carry on their own assessments or must the landlord do them?
A: Tenants should assess risks within their areas, but the landlord or managing agent usually assesses and manages common parts. Where duties overlap, parties must coordinate and record who does what. gov.uk
Q: What immediate actions reduce risk most effectively?
A: Remove combustible waste, clear escape routes, secure storage for flammables, repair damaged electrical fittings and run a joint fire drill. Eliminating fuel or ignition sources yields the biggest safety benefit quickly. hse.gov.uk
Q: Where can I find technical guidance on fire alarm systems for non‑domestic premises?
A: Refer to the latest BSI code of practice for fire detection and alarm systems (BS 5839‑1) and to BS 9999 for broader building management guidance; these documents help choose and maintain appropriate systems. knowledge.bsigroup.com
