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Fire safety strategies for London’s hybrid workplaces: Essential 2025 compliance guide

Why hybrid working changes fire risk in London buildings

Many London workplaces now combine office hubs, satellite spaces and home-working patterns. As a result, occupancy levels, circulation paths and the way people use spaces change frequently. This variability raises new challenges for fire safety planning and evacuation. For example, hot-desking and irregular occupancy can leave escape routes cluttered, and ad hoc electrical equipment increases ignition risks. Therefore, fire risk assessments must reflect these changing patterns rather than relying on an out-of-date plan.

Responsibility for these risks still rests with the responsible person under the Regulatory Reform (Fire Safety) Order. Practical, repeatable controls are essential. See guidance from gov.uk for the statutory expectations.

The Regulatory Reform (Fire Safety) Order 2005 requires a suitable and sufficient fire risk assessment for workplaces and common parts of multi-occupancy buildings. You must record the assessment where five or more people are employed and keep it under review.

The Fire Safety Act 2021 and the Fire Safety (England) Regulations 2022 expand responsibilities for external walls and building structure, which affects many London properties. For official guidance consult gov.uk.

Recognised British Standards inform best practice. In 2025 BSI published a revised BS 5839-1 covering fire detection and alarm systems; this affects design and maintenance expectations for non-domestic premises. Where alarms and detection are discussed in your FRA, refer to the updated standard to ensure appropriate performance and siting of detectors. Further detail is available from bsigroup.com and guidance at knowledge.bsigroup.com.

Local guidance is vital. The London Fire Brigade reiterates that responsible persons must ensure FRAs are carried out properly and that they will enforce compliance where necessary. For multi-occupied London buildings, coordinated arrangements between landlords, tenants and managers are particularly important.

Key risks and practical fire safety strategies for London’s hybrid workplaces

Carry out a dynamic fire risk assessment

Use a living FRA: maintain a fire risk assessment that reflects flexible occupancy, desk booking systems and hybrid rotas. Update the FRA after layout changes or new technology installations.

Appoint a competent assessor where needed: if you lack in-house expertise, appoint a competent assessor; the NFCC and sector bodies set competency expectations and recommend checking credentials.

Upgrade detection and alarm provisions

Review detection type and coverage: where occupancy patterns change, detection type and coverage may need revision. BS 5839-1:2025 places greater emphasis on appropriate automatic detection in high-risk or sleeping areas and tighter rules on system modifications. Review your system against the newest guidance at knowledge.bsigroup.com and product details at shop-checkout.bsigroup.com.

Manage shared and flexible spaces

Protect escape routes and compartmentation: ensure temporary partitions, agile meeting pods and soft-furnishing zones do not compromise escape routes or the integrity of fire-resisting constructions. Always record any temporary changes and re-evaluate escape distances.

Implement simple control measures: create fixed clear zones in front of final exits and provide designated storage for personal items to avoid trip hazards.

Control electrical and charging risks

Adopt a safe charging policy: encourage a single-device charging policy and ban unauthorised high-load heaters. Portable appliances require PAT testing and periodic inspection. In multi-user areas, provide professionally installed powered docking stations to avoid unsuitable extension leads.

Maintain passive fire protection

Survey and repair fire-resisting elements: fire doors, compartmentation and fire-stopping deserve close attention. With frequent layout changes or new cable runs, gaps and breaches often appear. Schedule routine surveys, remedial works and keep a clear log of repairs.

For specialist surveys and installation work, consider engaging Total Safe fire safety services for fire door and fire-stopping support.

Emergency planning, evacuation and human factors

Design evacuation plans for variable occupancy

Match plans to real-world use: your emergency plan must list who is on-site each day, identify lone-working times and define lines of communication for off-site staff. For multi-occupied buildings, agree a coordinated plan with other responsible persons. Official guidance is available on gov.uk and from the London Fire Brigade.

Train and appoint fire wardens for flexible teams

Widen the pool of trained wardens: train a larger group and run drills at different times and days so staff who are only on site occasionally still know evacuation routes and assembly procedures. Use simple, repeatable guidance so temporary workers and visitors can follow it quickly.

Include remote and hybrid workers in arrangements

Ensure remote staff know how to report hazards: provide hybrid staff with clear instructions about reporting hazards and raising the alarm if they work in satellite offices or co-working spaces. When people move between sites, ensure each premises’ FRA addresses transient occupancy.

Maintenance, testing and record-keeping

Keep rigorous records and evidence: act on FRA findings and keep records of maintenance, tests and training. Weekly alarm tests, periodic servicing of fire alarm systems and annual extinguisher checks should be logged to demonstrate compliance. See gov.uk guidance for expectations.

Plan maintenance with hybrid schedules in mind: arrange inspections and contractor visits when they align with building use so staff are available to act as marshals during tests and contractors can access intermittently used areas.

Use competent providers and verify credentials: when appointing a fire risk assessor, alarm service company or installer, check competence, insurance and references. The NFCC and industry schemes provide criteria; consider third-party certification such as BAFE.

Technology, monitoring and modern solutions

Adopt smart detection and BMS integration: intelligent detectors and building management systems can adapt alarms and notifications to occupancy patterns. Linked detection that reports to an alarm receiving centre or mobile alert system can provide faster response and better oversight.

Use desk-booking and occupancy data: data from booking software can help predict peak occupancy and tailor fire drills or staffing levels. Always treat data as a prompt for human review and continue simple practical checks such as ensuring final exits remain unobstructed.

Consider targeted suppression: for server rooms, kitchens or plant rooms that operate continuously, local suppression systems reduce damage and improve firefighter safety. Review the FRA to decide if these measures suit your building.

Working with Total Safe and local authorities

Get a joined-up approach: combine a professional FRA, an upgrade plan for detection and a schedule for passive protection. Total Safe fire risk assessment service can carry out detailed FRAs and advise on remedial work and ongoing maintenance.

Engage early with your local Fire and Rescue Authority: for complex or multi-occupied buildings, seek advice from your local Fire and Rescue Authority. They can offer guidance but do not replace your legal duties. In London, consult the London Fire Brigade.

Practical 90-day action plan for responsible persons

First 30 days — Update your FRA to reflect hybrid rotas. Identify any immediate high-risk issues and secure them. Confirm alarm test schedules and check emergency lighting.

Days 31–60 — Prioritise remedial works such as fire doors, compartmentation and alarm coverage. Train an expanded group of fire wardens and test evacuation procedures at different times.

Days 61–90 — Review systems against BS 5839-1:2025 and document compliance or planned upgrades. Implement a programme for ongoing records and contractor management. See technical guidance at knowledge.bsigroup.com.

Conclusion and recommended next steps

Hybrid working delivers flexibility, but it also requires a more dynamic approach to fire safety.

Keep your fire risk assessment current and evidence-based.

Ensure detection and alarm systems meet up-to-date standards such as BS 5839-1:2025. Refer to bsigroup.com for details.

Maintain passive protection, robust emergency plans and wide-reaching training.

Use data and smart systems to inform safety decisions, without reducing human checks.

Work with competent providers and your local fire authority to demonstrate compliance. Useful references include gov.uk, bsigroup.com, and the NFCC.

If you need an expert review, Total Safe fire safety services offers FRA, fire door and alarm services across London and the South East. Early assessment and clear remedial planning will reduce risk and protect people and property.

FAQ

Q: Who must carry out the fire risk assessment for a hybrid workplace in London?

A: The responsible person for the premises must ensure a suitable and sufficient fire risk assessment is completed and kept under review; they can appoint a competent third party if needed. Official guidance is available on gov.uk and from the NFCC.

Q: How often should a fire risk assessment be reviewed for hybrid working patterns?

A: Review the FRA whenever there is a significant change to occupancy, layout or building systems; for hybrid workplaces this often means a formal review at least annually and informal checks whenever rotas or space use changes. See gov.uk for detail.

Q: Do I need to upgrade my fire alarm because of hybrid working?

A: Not always, but you must confirm your alarm and detection provide adequate coverage given variable occupancy; recent updates to BS 5839-1:2025 set new expectations for system design and modifications. Consider an upgrade where detection gaps or unreliable coverage exist. Further guidance is available at knowledge.bsigroup.com.

Q: How can Total Safe help with my hybrid workplace compliance?

A: Total Safe can perform a detailed fire risk assessment, advise on remedial work such as fire doors and fire-stopping, and provide maintenance and training to ensure your premises meet legal and standard-based requirements. Book a Total Safe consultation.

Q: Where can I find authoritative guidance on fire safety duties in England?

A: Government guidance and the official fire risk assessment guides on GOV.UK set out your legal duties and practical steps. Refer to those documents for statutory expectations and check relevant British Standards for technical detail.