Complete Fire Safety Management | How to manage fire safety

In your business or organisation, you may have taken fire precautions by having appropriate extinguishers, fire doors and fire exit notices etc, but this is not the same as managing fire safety. It is often said that buildings would be safe if we didn't let people into them and while it is said with humour, there are elements of truth. It is how fire safety is managed and the actions that are taken that determine successful fire safety management.

Fire Safety Responsibilities

If we are to properly manage fire safety, we must first understand our responsibilities.  The starting point for this must be the appointment of a 'Responsible Person' which is a requirement of the Regulatory Reform (Fire Safety) Order 2005.  In many organisations, full responsibility for the fire safety management duties cannot practically fall to one responsible person, so this person should delegate specific duties to appropriately trained and trusted staff.

Occupancy Management for Fire Evacuations

It may be necessary to control the occupancy in your business or organisation. This is the number of people allowed into a building or area at one time, and is based on the escape capacity - i.e. the number of persons able to safely evacuate the building in the appropriate time if a fire alarm was activated. Other controls may include disabled evacuation limitations or a staff/guest ratio.  It is the responsibility of the business management to ensure that these limits are known and adhered to.

Fire Safety Training

While common sense is a good basis for many aspects of fire safety, training of all relevant personnel is essential to ensure they understand their own role and its part in the fire safety management plan. The 'Responsible Person' should have identified any specific fire safety roles that are necessary and any subsequent training required.  Evacuation management is a key area requiring training. It is important to nominate persons to undertake specific tasks. For example, does anyone have the specific duty of calling the emergency services? Are staff members trained to assist persons with mobility impairments?  Managing staff and ensuring they can adopt and perform their given roles is of paramount importance.

Maintenance and Testing of Fire Safety Systems

The maintenance and testing of installed fire safety systems should be a relatively easy part of fire safety management; however, empirical data suggests that it is often poorly managed.  Often systems are tested, but not always in accordance with manufacturers or legislative requirements, thus making the testing non-compliant and possibly ineffective.  

Management must ensure a clear regime is in place for the testing and maintenance of systems. This should be documented and scheduled; enabling persons responsible to confirm the tests have been undertaken.  It must be remembered that most fire safety systems are installed to protect life.  

Management of potentially hazardous materials

A relatively simple questioning process to ascertain if any combustible materials on the premises are required to remain there will assist in risk reduction. Beyond this, consideration could be given to off-site storage, if excessive storage, such as archive storage, presents an increased risk. A risk reduction tool could be to consider storing material away from site in a purpose built storage facility. 

Monitoring Change

The Responsible Person must take a dynamic approach to fire safety.  In some buildings, the risk will remain fairly static, however in others, the risk will change.  This may be a change in occupancy or even the fire risk presented, for example, putting on a fire-work display.  Whilst this example would seem obvious, managers do not always consider one-off risks and leave the outcome to chance.

Less obvious changes will be legislative requirements.  Whilst the primary fire safety legislation has been reformed recently and is unlikely to undergo major changes in the near future, 'secondary' legislation affecting fire safety is changing all the time.  Ignorance is not a defence, so persons with a fire safety management role, must keep abreast of changes and implement them as necessary.

Fire safety is a complex area and whilst significant reliance is placed on physical precautions, failure to appropriately manage fire safety could be detrimental.

If you would like to know more - or would like to arrange an appointment with one of our senior fire safety advisers - simply call Peter Gyere on 020 8668 8663.