Good practice: a five-step checklist to fire risk assessments –
step four
In the fourth of a five-part series on
fire risk assessments, Connect looks at step four –
record, plan, inform, instruct and train.
In previous issues, Connect has looked at the first
three steps of preparing a fire risk assessment:
Here, we look at four further components of the risk assessment
you should focus on: record, plan, inform, instruct and train.
Record the significant findings and action taken
If your organisation employs more than five people, you must
record the findings of your fire risk assessment and the actions
you’ve taken. The record should include:
- the fire hazards you’ve identified
- the measures you’ve taken, or will take, to remove or reduce
the chance of fire
- the people who may be at risk
- the protective measures you’ve taken, or will take, to reduce
the risk to people
- the actions people need to take in case of fire, including
details of any people nominated to carry out a particular
function
- the information, instruction and training that people need and
how it will be given.
In some small offices, record keeping may be no more than a
folder containing a few sheets of paper with the significant
findings, the action taken and a copy of the emergency plan. It’s
always good practice to attach a simple plan of the premises to
your record too. In bigger, more complex buildings it’s best to
keep a dedicated record of:
- significant findings
- action taken
- maintenance of fire protection equipment
- training given
- a copy of the emergency plan.
You must be able to satisfy the enforcing authority, if you’re
required to do so, that you’ve carried out a sufficient fire risk
assessment, and keeping records will help you do this.
The findings of your fire risk assessment will help you
develop:
- your emergency plan
- the information and training you need to provide
- systems for the maintenance and regular testing of fire
precautions.
More information on fire safety records can be found
here.
Emergency plans
An emergency plan is needed for dealing with any fire situation
and its purpose is to make sure that the people in your premises
know what to do if there’s a fire and the building has to be safely
evacuated.
Further guidance and information on emergency plans is
here.
Inform and instruct
Clear, relevant information and appropriate instructions must be
given to your staff and to the employers of other people working on
site, such as contractors, about what they need to do if there’s a
fire. The information and instructions you provide must be in a
form that’s easily understood and should take into account those
with disabilities, such as hearing or sight impairment, those with
learning difficulties and those who don’t use English as their
first language.
The information and instruction you give should be based on your
emergency plan and must include:
- your risk assessment findings
- measures you’ve put in place to reduce the risk of fire
- what staff should do if there’s a fire
- clear identification of the people in the organisation who have
fire safety responsibilities (such as fire marshals).
In small premises where no significant risks have been
identified, information and instruction could simply involve an
explanation of the fire procedures and how they’re applied. This
could include things such as showing staff escape routes and the
location and use of fire extinguishers. In bigger premises, you
should make sure that written instructions are given to those
people who have designated tasks. More guidance on information and
instruction to staff can be found here.
Co-operation and co-ordination
In buildings that aren’t multi-occupied, you’re likely to have
sole responsibility for fire safety procedures. However, in
buildings owned by someone else, or where there is more than one
occupier, it’s important that you inform them of any significant
risks you’ve identified.
By talking to other occupiers, you can co-ordinate your
resources so that your actions and working practices don’t place
others at risk and so that a co-ordinated emergency plan operates
effectively. More information on co-operation and co-ordination can
be found here.
Training
You must provide adequate training for your staff. The type of
training will depend on the premises and should:
- reflect the findings of the fire risk assessment
- explain your emergency procedures
- explain the duties and responsibilities of staff
- take place in normal working hours and be repeated
periodically
- be easily understandable by staff
- be tested by fire drills.
In small premises, showing new staff the fire exits and giving
basic training on what to do if there’s a fire should be adequate.
However, in larger premises with a high staff turnover and shift
patterns, your staff training should involve:
- what to do on discovering a fire
- how to raise the alarm
- what to do when you hear an alarm
- procedures for alerting members of the public and visitors
- arrangements for calling the emergency services
- evacuation procedures
- location and use of firefighting equipment
- the location of emergency exits
- the importance of keeping fire doors closed.
All staff identified in your emergency plan that have a
supervisory role (such as fire marshals) should be given details of
your fire risk assessment and receive additional training.
Further advice and information on training and how to carry out
a fire drill is given here.
Links