Beat the Heat: 7 Ways to Cool Teams Down on a Hot Worksite

As the temperature rises across the country, so can the incidences of heat-related illness, especially for employees in higher-risk professions.

HR will want to help employees prevent heat exhaustion, dehydration, heat stress, heat stroke and other ailments that come with the hot weather.

For employees who work in a warehouse or somewhere that’s hard to keep cool, heat-related illness can cause hospitalization or even death. The problem has become so prevalent that OSHA created a program to help educate employers about and protect employees from hot weather hazards.

From 1992 to 2022, a total of 986 workers across all industry sectors in the United States died from exposure to heat — that’s about 34 deaths per year, according to data from the United States Environmental Protection Agency.

Employers Reasons to Protect Employees

“Heat-related illnesses can escalate rapidly from heat exhaustion to life-threatening heat stroke, putting workers’ lives at risk,” says David Rice, HR expert at People Managing People. “Beyond the human cost, employers face significant legal liability under OSHA’s General Duty Clause, which requires providing a workplace free from recognized hazards.

“The business case is equally compelling: heat stress reduces productivity, increases errors, and leads to higher turnover and absenteeism. Workers suffering from heat fatigue are also more prone to accidents and injuries. Investing in heat safety measures protects both people and profitability, while demonstrating that companies value their workforce’s well-being.”

Here are seven ways to help employees stay safe as heat waves threaten workplaces and employees:

1. Identify, Educate the Most Vulnerable

Rice recommends that employers identify the most vulnerable workers —those over 65, with chronic conditions like diabetes or heart disease, taking certain medications, or new to working in heat.

From there, Rice suggests employers teach and encourage employees to:

• Follow an acclimatization program to help employees build heat tolerance over one to two weeks
• Take frequent rest breaks in cool, shaded areas and ensuring unlimited access to cool water for those working outdoors
• Schedule the most demanding work during cooler morning hours when possible
• Be aware of early warning signs of illness such as excessive sweating, fatigue or confusion, and
• Establish a buddy system to create additional layers of monitoring.

“The most effective programs combine engineering controls, administrative policies, and personal protective equipment while fostering a culture where workers feel comfortable reporting heat-related concerns without fear of repercussion,” says Rice.

2. Incentivize Hydration  

The importance of hydration can’t be overstated. Although just drinking water won’t fully prevent heat-related illness, it’s a good foundation to ensure employees are staying safe. There are many ways to help boost hydration, such as frequent water breaks and signs to remind employees to stay hydrated.

One way to boost the amount of water your employees are drinking is to incentivize it. For example, maybe employees get a raffle ticket for every water bottle refill or a company-wide goal and incentive is set for the amount of water bottle refills.

You may also want to encourage employees to continue staying hydrated outside of work. Starting the day hydrated and continuing to hydrate after you clock out can help prevent dehydration.

3. Make Cooldown Spaces Accessible

If your employees work in a warehouse or another place that makes it hard to keep employees cool, consider making temporary “cooldown rooms.” A cooldown room could be as simple as a tent with a few cooldown items inside, such as:

• An A/C unit or dehumidifier
• Industrial fans
• Coolers with ice, water bottles and Gatorade
• Fresh fruit or frozen snacks, such as popsicles

4. Provide Cooling Apparel

Cooling apparel can help ensure workers are staying as cool as possible.

Encourage clothing that is moisture-wicking, quick-drying and breathable. If you are providing employees with cooling clothing, such as cooling gaiters, make sure workers know how to use them properly.

The wrong type of clothing, such as thick fabrics, can raise body temperature. If possible, consider relaxing your company’s dress code during the summer months to encourage cooling clothing and light, breathable fabrics. Keep the dress code specific, so employees know what is and isn’t allowed.

You may also want to encourage workers to keep an extra set of clothes on the worksite to change into if need be.

5. Keep Coolers Convenient

Water coolers are a no-brainer for helping to keep employees safe and cool, but you need to ensure that they are accessible and plentiful around the workplace. Coolers tucked away in a corner or breakroom down the hall can deter workers from using them if they are busy or distracted. Keep them in plain sight and put them in multiple places around the office to make sure workers are using them frequently.

If you have the means, bringing in a refreshing treat like ice cream on an especially hot day can help boost motivation and keep them cool at the same time.

6. Keep Ventilation Efficient

A functioning and efficient ventilation system can help ensure your workplace and your employees are safe. Although updating ventilation can come with a hefty price tag, a properly functioning HVAC system can make a huge difference for your employees and prevent heat-related illness.

Misters and fans can also help boost ventilation around the workplace. However, if your employees work in a warehouse, be sure to keep the misters contained to prevent inventory damage.

7. Create a Culture of Safety

Make sure your employees know the true dangers of heat exposure. You may even want to put up signs around your workplace that provide warning signs and action steps for what to do if an employee seems to be showing these signs.

Creating a culture of safety is more than just education, though. Put that education into action by creating a rapid response plan in case of illness or exhaustion.

There are many different types of heat-related illnesses, including heat rash, heat exhaustion, and heat stroke. All employees must know what to do and who to call when someone starts showing signs of heat exhaustion. Plus, a lack of education or first-aid training on heat hazards can even lead to hefty fines by OSHA.

These simple steps can help prevent serious illness and ensure your workers stay safe and productive, even with the rising temperatures in the hot summer months.