Why shared working spaces change the fire risk picture

Emerging fire risks in shared working environments are changing how businesses must manage safety, and in this guide you will learn practical steps to reduce risk, meet legal duties, and protect people and property. I explain the legal responsibilities for responsible persons, how to spot new risks in co‑working spaces, and the measures that work best in multi‑occupancy and hot‑desking environments. You will also find a simple action plan and links to trusted guidance and services.

Shared working environments mix different businesses, user behaviours, and building systems. As a result, risks can multiply quickly. For example, hot desks invite personal electrical devices, while pop‑up events can change occupancy patterns. These changes mean your fire risk assessment must cover not only your workspace, but common parts and other occupiers’ activities. The law requires the responsible person to carry out and regularly review a fire risk assessment. (gov.uk)

Moreover, shared spaces often rely on one set of building systems for many tenants. If a landlord or provider manages alarm systems and escape routes, tenants must still ensure their activities do not add risk. For this reason, co‑operation and clear lines of responsibility are vital. Guidance for shared workspaces recommends clear agreements on responsibilities and proportionate measures for open, private and confidential spaces. (npsa.gov.uk)

Assess the risks: emerging fire risks in shared working environments

Start by updating your fire risk assessment to identify emerging hazards. New risks often include the following situations that should be recorded individually and assessed for likelihood and severity.

Increased use of lithium battery devices and e‑bikes stored in communal areas.

Temporary catering, hot desking and charging stations that change ignition sources.

Ad hoc storage of goods in corridors or meeting rooms, which can block escape routes.

Portable heaters and unauthorised electrical appliances during seasonal peaks.

Record these hazards, then assess who is at risk and how likely an incident could become serious. Remember to include night‑time and weekend occupancy when people may be working alone or when cleaning contractors use hot work tools. The HSE explains common ignition sources and how to approach risk assessment in workplaces. (hse.gov.uk)

Practical tip: take photos of common areas, corridors and plant rooms. Use them in the FRA to show evidence of potential obstructions or device charging points. This makes the output easier to share with tenants and enforcement authorities.

Define responsibilities and coordinate with providers and tenants

Shared buildings succeed when responsibilities are clear. Therefore, create a written agreement that sets out duties for the different parties and how they will work together.

Landlords or workspace providers — responsibility for common parts, fire alarms and maintenance.

Tenants — responsibility for day‑to‑day housekeeping, safe use of appliances, and reporting defects.

Facilities teams — responsibility for testing, record keeping and arranging competent contractors.

Joint arrangements work best when they include a nominated contact for fire safety, a schedule for inspections, and a published process for reporting issues. Where no single employer controls a space, formal joint arrangements must be agreed to coordinate risk management. University and provider guidance stresses co‑operation under the Management of Health and Safety at Work Regulations. (ucl.ac.uk)

Also consider a Primary Authority relationship if you operate multiple sites. The National Fire Chiefs Council highlights primary authority partnerships as a tool for consistent regulatory advice across complex estates. (nfcc.org.uk)

Practical controls to reduce emerging risks

Address the most common and avoidable threats first, using simple controls that reduce risk quickly. Focus on housekeeping, electrical safety, detection, compartmentation, active suppression and training.

Housekeeping and storage — Keep corridors and escape routes clear at all times. Provide designated, ventilated storage for e‑bikes and batteries away from escape routes. Remove rubbish promptly and avoid combustible materials collecting in common areas.

Electrical safety — Ban daisy‑chaining of extension leads and encourage the use of PAT‑tested equipment. Introduce a policy for personal device charging; consider dedicated charging lockers. Schedule regular fixed‑wire and PAT testing through a competent contractor.

Detection and alarm systems — Ensure alarm coverage matches occupancy, especially in meeting rooms and night‑use areas. Test alarms and call points regularly, and log each test. If you rely on a single provider for alarms, confirm response and maintenance SLAs.

Fire doors and compartmentation — Inspect fire doors and compartmentation where units share corridors. A compromised door can let fire spread faster between tenant spaces. Record defects and prioritise remedial works to preserve compartmentation.

Active suppression and firefighting — Where risk is higher, consider sprinkler systems or additional portable extinguishers sited for likely fire types. Make sure extinguishers are appropriate for the hazards present and maintained to standard.

Training and information — Provide site‑specific induction for tenants and visitors that covers escape routes, alarm signals and assembly points. Run regular fire drills, varying times and scenarios to reflect real use. Train nominated fire marshals from different tenant groups.

If you need help implementing these controls, Total Safe fire safety services. (totalsafeuk.com)

Managing new technology and equipment

New technologies like lithium‑ion batteries present growing risks if stored or charged improperly. For instance, e‑scooters and e‑bikes can overheat and ignite. To manage technology risks, put clear prohibitions and provide safe alternatives.

Prohibit storage — Prohibit storage of high‑risk devices in escape routes or residential corridors.

Provide charging policies — Provide battery charging policies and consider communal charging lockers with safety cut‑outs.

Register devices — Require users to register devices and confirm they have appropriate safety markings.

Also, review third‑party services that visit the building. For example, pop‑up caterers using portable gas appliances need hot work control and supervision. Where a tenant introduces process risks, document those in the FRA and require evidence of safe working practices.

Testing, maintenance and documented evidence

Good maintenance reduces risk and proves compliance. For shared spaces this means scheduling tests and keeping clear records.

Regular tests — Schedule regular tests for alarms, emergency lighting and extinguishers.

Fire logbook — Keep a fire logbook that records tests, inspections and drills.

Photographic evidence — Retain photographic evidence of remedial works and checks.

If you do not have time or expertise, appoint a competent person or hire professional assessors. Official guidance states you can use a competent external assessor where needed, and many businesses choose that route to ensure a suitable and sufficient FRA. (gov.uk)

Total Safe offers FRA services, remedial works and training to help busy facilities teams meet their duties. What is a Fire Risk Assessment?. (totalsafeuk.com)

What to do after changes or incidents

Any significant change in layout, usage, or occupants should trigger a review of your FRA. Likewise, if an incident or near miss occurs, investigate and update controls immediately. The HSE recommends reviewing risk assessments after changes and recording outcomes. (hse.gov.uk)

Create a clear action plan with owners and deadlines for all remedial items. Share it with tenants and the building owner so everyone understands priorities and who will carry out the work. Regularly monitor progress and escalate any delays.

Insurance, enforcement and higher‑risk accommodation

Insurance policies commonly require evidence of a suitable FRA and ongoing maintenance. Failing to maintain good standards may affect cover after a loss. For multi‑occupied and higher‑risk buildings, the NFCC highlights recent legal changes and the need for robust management of structure and common parts. Ensure you are familiar with obligations that affect your type of building. (nfcc.org.uk)

If the local fire and rescue service inspects your premises, provide the FRA, logbook and evidence of completed actions. Transparent records demonstrate that you manage risk responsibly.

Simple 30‑day action plan

Use this short plan to make rapid improvements:

Day 1–7: Review the FRA and walk the building. Photograph escape routes, fire doors and charge points.

Day 8–14: Agree written responsibilities with landlords and tenants. Issue a simple tenant fire safety bulletin.

Day 15–21: Book essential tests for alarms, emergency lighting and extinguishers.

Day 22–30: Implement immediate remedial work and schedule training for fire marshals.

Review progress at 90 days and adjust the plan as needed. If you need expert support, Total Safe services and solutions. (totalsafeuk.com)

Conclusion and next steps

Emerging fire risks in shared working environments demand a proactive, coordinated approach. Start by updating your fire risk assessment, then agree responsibilities and introduce practical controls for storage, electrical safety, detection, and compartmentation. Test systems regularly and keep clear records. If your team lacks time or expertise, appoint a competent person or use external specialists to make sure your FRA is suitable and sufficient.

To begin, review your current FRA today and schedule a walkround with your provider and key tenants. If you want professional help, contact Total Safe for an audit, remedial works and training that will bring you back into compliance and reduce risk. (gov.uk)