Winter weather can be hard on commercial premises. Heavy rain, strong winds, freezing temperatures and snow can damage buildings, make paths unsafe and disrupt day-to-day operations.
Whether you manage an office, shop, warehouse or workshop, preparing early can help protect your property, employees and customers. Here are some practical steps to get your commercial premises ready for winter.
1. Inspect the outside of the building
Small maintenance problems can become much worse during heavy rain or strong winds. Arrange an inspection before winter arrives and look for:
- Loose or missing roof tiles
- Damage to flat roofs, flashing and skylights
- Cracks around windows and doors
- Loose signs, fencing or outdoor equipment
- Overhanging or damaged tree branches
Roof work can be dangerous, so always use a suitably qualified contractor rather than asking untrained employees to carry out repairs.
2. Clear gutters, drains and gullies
Leaves, moss and other debris can block gutters and drains during autumn and winter. This may cause rainwater to overflow, enter the building or gather around entrances.
Clear gutters, downpipes, drains and gullies regularly. It is also worth checking that water flows away from the building properly.
Pay particular attention to flat roofs. Blocked outlets can cause water to collect on the surface, placing extra pressure on the roof.
3. Protect pipes from freezing
Water inside a pipe can freeze during very cold weather. The pipe may then crack or burst, with leaks sometimes becoming clear when the temperature rises again.
To reduce the risk:
- Insulate exposed pipes and water tanks
- Check pipework in unheated rooms, lofts, garages and outbuildings
- Repair dripping taps and small leaks
- Have the boiler and heating system serviced
- Consider leak detection or temperature-monitoring equipment
- Keep suitable background heating on when the building is empty, where appropriate
Make sure key members of staff know where the main stop tap is and how to turn off the water.
If you find a frozen pipe, do not use a blowtorch or naked flame to thaw it. Turn off the water and contact a qualified plumber if you are unsure what to do.
4. Keep entrances and walkways safe
Ice, snow and rain can make car parks, entrances, paths and loading areas slippery.
Identify the parts of your site that are most likely to freeze. These may include shaded areas, slopes, steps and places where water collects.
You could also:
- Keep a suitable supply of grit or salt
- Clear snow before it becomes compacted
- Use absorbent entrance mats
- Clean up water brought into the building
- Improve lighting around paths and steps
- Temporarily close unsafe areas if necessary
Make sure responsibility for winter maintenance is clearly assigned, including during weekends and early mornings.
5. Check heating, electrics and fire safety
Heating systems often work harder during winter. Arrange servicing and repairs before temperatures fall, using qualified professionals where required.
Portable heaters should be suitable for the workplace, kept away from items that could catch fire and switched off when they are not in use.
Winter is also a good time to review your fire safety arrangements. Check that:
- Fire exits and escape routes are clear
- Fire alarms and emergency lighting are working
- Fire extinguishers have been maintained
- Employees understand the evacuation procedure
- Your fire risk assessment is up to date
Businesses must put suitable fire safety measures in place and keep them under review.
6. Prepare for storms and flooding
Even premises that are not next to a river could be affected by surface water, blocked drains or intense rainfall.
Check the flood risk for your area and monitor weather warnings. If your premises could be affected, consider:
- Moving important stock and equipment away from ground level
- Keeping documents and electrical equipment in safer locations
- Using suitable flood protection products
- Identifying water, gas and electricity shut-off points
- Planning safe evacuation routes
- Creating an emergency contact list
- Signing up for relevant flood warnings
Never put employees at risk to protect stock or property. Follow the instructions of the emergency services if flooding occurs.
7. Review lighting and security
Shorter days can make damaged lights and poorly lit areas more noticeable. Check external lighting around entrances, paths, car parks and loading bays.
You should also test alarms, CCTV, access controls and shutters. Make sure doors and windows close securely and that your keyholder information is up to date.
If fewer people will be on site during winter or over the festive period, review your opening and closing procedures in advance.
8. Plan for periods when the premises are empty
Some businesses close for several days over Christmas and New Year. Others may operate with fewer employees during the winter.
Before a closure:
- Secure all doors, windows and gates
- Remove waste and items that could catch fire
- Check the heating or frost protection settings
- Cancel or rearrange deliveries
- Update alarm and keyholder details
- Arrange any inspections required under your policy
- Follow the correct process for shutting off utilities
Commercial insurance policies may include conditions for premises that are empty for a certain length of time. If your building will be unoccupied for longer than usual, speak to your insurance broker before the closure.
9. Update your business continuity plan
Think about how the business would continue if snow, flooding, a power cut or building damage prevented normal operations.
Your plan could include:
- Contact details for staff, suppliers and contractors
- Arrangements for remote working
- Alternative premises or working locations
- Secure backups of important business data
- A plan for updating customers
- Emergency utility and repair contacts
- Details of who can make urgent decisions
Keep copies of the plan somewhere safe and accessible. Employees should also understand their responsibilities during an emergency.
10. Review your commercial insurance
Preparing commercial premises for winter should include checking your insurance cover.
Review whether the cover for your buildings, stock, contents, machinery and equipment still reflects the needs of the business. If you carry more stock during the festive period, make sure the limits remain suitable.
You may also want to check whether you have business interruption cover and how long it could support the business following an insured event.
Cover, limits and exclusions can vary. Tell your insurance broker if there have been changes to the premises, how the building is used, its occupancy or its security arrangements.
Commercial premises winter checklist
Before winter arrives, make sure you have:
- Inspected the roof and outside of the building
- Cleared gutters, drains and gullies
- Insulated exposed pipes
- Located and labelled the main stop tap
- Serviced the heating system
- Checked fire safety equipment and escape routes
- Prepared grit for paths and entrances
- Tested lighting and security systems
- Updated emergency and business continuity plans
- Reviewed your commercial insurance
Get your business ready for winter
A few checks before the cold weather arrives could help prevent damage and reduce disruption later.
If you would like to check whether your commercial insurance still meets the needs of your premises and business, the One Call Insurance team can help you review your options.
