Running a small business comes with many responsibilities, and ensuring your team is prepared for emergencies is one of the most important. Even if your business only has a handful of employees, you are legally required to have systems in place to manage accidents and incidents and respond to emergencies. Ignoring these obligations can put your team in danger and leave your business exposed to legal consequences.

But what exactly does emergency preparedness mean for small teams, and what are you legally required to do? Let’s break it down.

Why emergency preparedness matters

Emergencies in the workplace can take many forms. Fires, medical incidents, slips and trips, chemical spills, and even extreme weather events can disrupt your business and put people at risk. While it’s easy to assume that emergencies are unlikely in a small office or workshop, incidents can happen anywhere. Preparing your team ensures:

• Employee safety: The well-being of your staff is paramount.
• Regulatory compliance: Meeting legal obligations avoids fines and penalties.
• Business continuity: Clear procedures minimise disruption during emergencies.
• Peace of mind: Staff feel confident knowing how to act in an emergency.

Understanding your legal obligations

Emergency preparedness falls under UK health and safety law, primarily:

• The Health and Safety at Work etc. Act 1974: Requires employers to ensure, as far as reasonably practicable, the health, safety, and welfare of their employees.
• The Management of Health and Safety at Work Regulations 1999: Requires employers to carry out risk assessments and make arrangements to manage health and safety effectively.
• The Regulatory Reform (Fire Safety) Order 2005: Mandates fire risk assessments and appropriate fire safety measures.

These laws apply to businesses of all sizes. Even a team of two or three employees must comply with these obligations.

Key requirements for small teams

1. Risk assessment

The cornerstone of emergency preparedness is a risk assessment. This involves identifying potential hazards in your workplace, evaluating the likelihood of harm, and implementing measures to reduce risk. For emergencies, consider:

• Fire hazards, including electrical equipment and flammable materials.
• First aid incidents, such as cuts, burns, or slips.
• Slips, trips, and falls, particularly in areas with wet floors or uneven surfaces.
• Site-specific risks, such as machinery, chemicals, or extreme weather events.

For small teams, the risk assessment can be simple, but it should be documented in writing, even if it’s just a one-page summary. This demonstrates compliance and helps your team understand the risks they may face.

2. Emergency procedures

Once risks are identified, you must have clear emergency procedures. These outline how your team should respond in various scenarios and typically cover:

• How to raise the alarm in an emergency.
• Evacuation routes and assembly points.
• Responsibilities during an emergency, such as who calls emergency services.

For small teams, procedures don’t need to be complex. Even if one person performs multiple roles, ensure everyone knows the steps to take. Posting a simple flowchart in the workplace can make procedures easy to remember.

3. Fire safety measures

Fire safety for businesses is one of the most regulated aspects of emergency preparedness. Under the Regulatory Reform (Fire Safety) Order 2005, you must:

• Conduct a fire risk assessment.
• Install fire detection and warning systems appropriate to your workplace.
• Provide safe means of escape and emergency lighting where necessary.
• Train staff on fire safety procedures.

Even in a small office, this could be as simple as a working smoke alarm, a clear exit route, and ensuring employees know where fire extinguishers are located and how to use them.

4. First aid

The law requires employers to provide adequate first aid arrangements. For small teams, this usually involves:

• A basic first aid kit appropriate for the workplace.
• At least one employee trained in first aid where practical.
• Recording any injuries or incidents.

Even if your business is very small, ensuring someone knows basic first aid and how to contact emergency services can save lives.

5. Communication and training

Legal compliance isn’t just about having procedures on paper; it’s about ensuring your team knows and can follow them. This can be achieved through:

• Staff briefings or toolbox talks.
• Written instructions and notices in the workplace.
• Regular health and safety training or drills, especially when new staff join.

For very small teams, even a short, informal session explaining procedures and responsibilities can be sufficient.

6. Keeping records

Health and safety documentation may seem unnecessary for a team of two or three, but it’s crucial. Maintaining records of:

• Risk assessments
• Fire drills
• First aid training
• Incident reports

…not only demonstrates compliance to regulators but also provides a reference to improve your procedures over time.

Practical tips for small teams

While legal requirements may seem daunting, there are practical ways small teams can meet their obligations without unnecessary complexity:

• Keep it simple: Use straightforward procedures that everyone can follow.
• Use templates: Health and safety templates are widely available and can save time.
• Assign roles clearly: Even if one person covers multiple responsibilities, clarify who does what in each scenario.
• Review regularly: Emergencies change over time. Review procedures annually or whenever circumstances change.
• Practice drills: Regular fire drills or simulated emergencies ensure your team knows how to respond.

How SafeWorkforce can help

SafeWorkforce specialises in health and safety consultancy and support for businesses of all sizes, including small teams. Our consultancy services help you:

• Conduct risk assessments tailored to your workplace.
• Develop practical emergency procedures.
• Ensure fire safety compliance.
• Provide first aid guidance and training.
• Maintain clear records for regulatory purposes.

We make emergency preparedness simple and manageable, helping you stay compliant while keeping your team safe.

Remember, legal obligations don’t shrink just because your team does. Being prepared protects your people, your business, and your reputation. Small steps today can prevent major incidents tomorrow.

If you want to ensure your small team is fully prepared and compliant without the stress, SafeWorkforce can help. Our in-house expert health and safety consultants provide tailored support, from risk assessments to training, helping your business meet legal obligations and keep your employees safe.