Fire risks in shared working spaces: how can I identify and prevent fire risks in shared working spaces?

In this article you will learn how to spot common hazards, carry out practical checks, and put in place effective prevention measures that meet UK legal duties. You will also find clear next steps for property managers, facilities teams, business owners and compliance officers responsible for multi-occupancy or co-working environments. Suggested URL slug: fire-risks-in-shared-working-spaces.

Why focusing on fire risks in shared working spaces matters

Shared working spaces bring together many people, equipment types and activities in relatively compact areas. That increases the chance that an ignition source, fuel and oxygen will come together in the wrong place at the wrong time. Responsible persons must manage these risks actively because the law requires a suitable and sufficient fire risk assessment for non-domestic premises. gov.uk

In practice, shared spaces create additional challenges. Occupants and visitors may be unfamiliar with escape routes. Fit-outs and tenant alterations can change how smoke and fire spread. For these reasons, identifying and preventing fire risks in shared working spaces should be part of regular site management and not a one-off task. hse.gov.uk

How to identify fire risks in shared working spaces

Start with a structured walk-through. Look for ignition sources, fuels and oxygen sources in every area including kitchens, meeting rooms, reception zones and plant rooms. Pay attention to communal kitchens and hot-desking areas where electrical equipment and waste build-up are common. Use a checklist and record findings. gov.uk

Identify people at risk. Consider regular users, visitors, contractors and people with reduced mobility. Shared spaces often host transient users who do not know evacuation plans. Make sure your records show who might be present at different times and what their needs are. gov.uk

Include dangerous and flammable materials in your inspection. Even small quantities of cleaning fluids, aerosols or printer toners can change the severity of an incident. If your space stores or uses hazardous substances, assess how they are stored and whether specialised controls or HSE involvement are needed. hse.gov.uk

Check building fabric and passive protection. Gaps in compartmentation, poorly fitted or damaged fire doors, and unsealed service penetrations allow smoke and fire to spread between leased areas. Inspect fire doors, seals and fire-stopping regularly and log any defects you find. gov.uk

Review fire detection, alarm and emergency lighting provision. Check whether the system covers all areas used by tenants and visitors. In multi-occupied buildings, co-ordinate with landlords and other responsible persons to make sure alarm zones and evacuation signals are clear and tested. gov.uk

Assessing competence and who should carry out the work

Ensure competence. You must be satisfied that anyone who helps with a fire risk assessment or installs safety measures is competent. The National Fire Chiefs Council and related industry guidance set out ways to check competence and recommend using accredited schemes where appropriate. Even if you outsource the assessment, the legal duty remains with the responsible person to ensure the work is adequate. uat.nfcc.org.uk

When to bring in specialists. If you need specialist input—complex alarms, sprinklers, fire engineering or dangerous substance assessments—choose firms with relevant third-party certification or recognised experience in shared-working environments. Ask for evidence of qualifications, insurance and references from similar premises. uat.nfcc.org.uk

Preventing fire risks in shared working spaces: practical measures

Good prevention rests on simple, consistent actions that reduce both the likelihood of a fire and its potential impact. The following measures are the most effective and cost-efficient.

Improve housekeeping. Clear rubbish, tidy cables and remove flammable waste promptly. Regular cleaning reduces fuel for fires and limits the spread of smoke. gov.uk

Control electrical risks. Ensure all portable appliances have appropriate PAT testing where required and avoid daisy-chaining extension leads in hot-desking areas. Label sockets and encourage users not to charge high-draw items from low-capacity outlets. Total Safe offers PAT testing and electrical checks tailored to shared spaces. Fire safety services from Total Safe. totalsafeuk.com

Manage communal kitchens and cooking appliances. Restrict the use of personal cooking devices where possible. Fit and maintain appropriate extraction and suppression, and train cleaning staff in safe practices. Post clear guidance for users and run regular checks after busy periods. gov.uk

Maintain fire detection and alarm systems. Test systems according to manufacturer recommendations and national guidance; keep records of weekly tests and professional servicing. Co-ordinate testing schedules with building owners and tenants to avoid confusion in multi-occupancy buildings. gov.uk

Maintain firefighting equipment and training. Provide correctly rated extinguishers in accessible locations and ensure they are serviced by competent engineers. Train nominated fire marshals and ensure drills happen at least annually—or more often where occupancy changes frequently. Total Safe can supply extinguisher maintenance and fire marshal training to keep teams ready. Fire safety strategies for co-working spaces. totalsafeuk.com

Policies, communication and cooperation for shared spaces

Agree responsibilities and document them. In shared working spaces one organisation alone rarely controls every risk. Therefore clear policies and formal co-operation are essential. Agree on responsibilities with landlords, managing agents and tenants. Put these agreements in writing and review them whenever a tenant fit-out or layout change takes place. gov.uk

Communicate evacuation procedures. Display simple floor plans, mark assembly points and use signage that remains visible during normal and low-light conditions. Run induction briefings for new members and circulate brief reminders for casual visitors. Where possible, include evacuation instructions in booking confirmations for meeting rooms. gov.uk

Keep a shared fire logbook or digital register. Use a shared fire logbook or digital register to record checks, defects, drills and maintenance. A transparent record demonstrates due diligence and is valuable evidence if an enforcing authority or insurer questions your actions after an incident. gov.uk

When to review your assessment and what triggers change

Review frequency. Review your assessment annually at minimum, and sooner when there are significant changes. For shared spaces, reviews should occur after tenant moves, fit-outs, changes in use, the arrival of new equipment, or after any near miss or fire. Prompt review helps you close gaps before they become problems. gov.uk

Document outsourced assessments. If you outsource assessments, ensure the assessor documents the scope and any limitations clearly. Keep evidence of the selection process and competence checks; this protects the responsible person and demonstrates that reasonable steps were taken. uat.nfcc.org.uk

Practical checklists to use on site

Use short, repeatable checklists. Use short, repeatable checklists for daily, weekly and monthly tasks. For example, daily checks can include clear escape routes and clear access to fire doors. Weekly tasks may include alarm tests and visual extinguisher checks. Monthly and annual tasks should involve professional servicing, compartmentation inspection and emergency lighting tests. Record each task, name the responsible person and set corrective-action deadlines. gov.uk

Handle defects promptly. Where you identify defects—such as a fire door that will not close correctly—repair them immediately or apply temporary controls until the work is done. Document remedial actions and update your assessment to show the risk is now controlled. gov.uk

How Total Safe can help you manage fire risks in shared working spaces

Services available from Total Safe. If you need a competent provider, Total Safe delivers tailored fire risk assessments, maintenance, training and remedial works for shared and multi-occupancy buildings. We help responsible persons document findings, prioritise actions and implement practical solutions to reduce risk and meet legal duties. For details on our services and to arrange a consultation, see our fire safety services and our blog on what a fire risk assessment involves. totalsafeuk.com

Conclusion and next steps

Systematic approach. Identifying and preventing fire risks in shared working spaces requires a systematic approach: inspect, record, control and review. Start with a comprehensive walk-through, assess people and dangerous materials, and check passive and active fire protection. Then put clear policies in place, communicate with users and partners, and keep records. Where competence or scale becomes an issue, appoint accredited professionals to support the responsible person. gov.uk

Next steps you can take today:

Carry out a short walk-through using the guidance above and note three immediate housekeeping fixes.

Schedule a formal fire risk assessment if your last one is older than 12 months or if the layout has changed.

Appoint or confirm a small team of fire marshals and book a practical training session. If you want professional help, contact Total Safe for a consultation and on-site review. Total Safe home page. totalsafeuk.com

FAQ

Q: Who has legal responsibility for fire safety in a co-working space?

A: The ‘responsible person’ under UK fire law may be the employer, owner, landlord or managing agent; where several parties share control, they must cooperate and coordinate measures. gov.uk

Q: How often should I review fire risks in a shared working space?

A: Review at least annually and whenever there are significant changes such as fit-outs, new tenants, new equipment or after a fire or near miss. Shared spaces often need more frequent reviews. gov.uk

Q: How can I verify a fire risk assessor is competent?

A: Ask for evidence of competence against recognised criteria, third-party certification where available, relevant experience of similar buildings, professional indemnity insurance and client references. The NFCC guidance explains useful checks. uat.nfcc.org.uk

Q: What are the most common causes of fire in shared working spaces?

A: Common causes include electrical faults from chargers and poorly maintained equipment, cooking and hot work in communal kitchens, poor housekeeping with combustible waste, and incorrect storage of flammable materials. Controlling these reduces most incidents. gov.uk

Q: Where can I find official guidance on conducting a fire risk assessment?

A: The government guide for offices and shops provides practical steps and legal context. For help finding a competent assessor, consult NFCC guidance and industry certification schemes. gov.uk and uat.nfcc.org.uk