How to Conduct a Fire Risk Assessment for Your Office
Fire Safety

How to Conduct a Fire Risk Assessment for Your Office

John KamauNovember 3, 202416 min read
Fire SafetyRisk AssessmentCompliance

How to Conduct a Fire Risk Assessment for Your Office

A proper fire risk assessment is the foundation of fire safety. Learn how to identify and mitigate fire risks in your business.

What is a Fire Risk Assessment?

A systematic evaluation of your premises to:

  • Identify fire hazards
  • Identify people at risk
  • Evaluate risks and decide on precautions
  • Record findings and implement changes
  • Review and update regularly
  • Step 1: Identify Fire Hazards

    Common Fire Hazards:

    Ignition Sources:

  • Electrical equipment
  • Heating systems
  • Smoking materials
  • Cooking equipment
  • Hot work (welding, grinding)
  • Fuel Sources:

  • Paper and cardboard
  • Furniture and fabrics
  • Flammable liquids
  • Chemicals and gases
  • Waste materials
  • Oxygen Sources:

  • General air circulation
  • Air conditioning systems
  • Oxygen cylinders (medical facilities)
  • Oxidizing chemicals
  • Step 2: Identify People at Risk

    Vulnerable Groups:

  • Employees working alone
  • Night shift workers
  • Visitors and customers
  • People with disabilities
  • Children (if applicable)
  • Elderly persons
  • High-Risk Areas:

  • Sleeping accommodations
  • Areas away from exits
  • Isolated locations
  • Upper floors
  • Basements
  • Step 3: Evaluate and Reduce Risks

    Fire Prevention Measures:

    Electrical Safety:

  • Regular PAT testing
  • No overloaded sockets
  • Quality extension cables
  • Switch off equipment when not in use
  • Housekeeping:

  • Clear escape routes
  • Proper waste disposal
  • Regular cleaning
  • Storage management
  • Smoking Policy:

  • Designated smoking areas
  • Proper disposal bins
  • No smoking signage
  • Staff awareness
  • Step 4: Detection and Warning

    Fire Detection:

  • Smoke detectors in all areas
  • Heat detectors in kitchens
  • Manual call points at exits
  • Fire alarm system with backup power
  • Warning Systems:

  • Audible alarms throughout
  • Visual alarms for hearing impaired
  • PA system for instructions
  • Regular testing (weekly)
  • Step 5: Emergency Procedures

    Evacuation Plan:

  • Clear escape routes
  • Assembly points
  • Evacuation procedures
  • Regular fire drills (every 6 months)
  • Fire Wardens:

  • Appoint fire wardens
  • Provide training
  • Define responsibilities
  • Regular briefings
  • Emergency Contacts:

  • Fire brigade: 999
  • St John Ambulance: 020 2210000
  • Emergency contact list posted
  • Step 6: Fire Fighting Equipment

    Fire Extinguishers:

  • Correct type for hazard
  • Within 30 meters of any point
  • Mounted at 1-1.5m height
  • Monthly visual checks
  • Annual servicing
  • Extinguisher Types:

  • Water (Red): Paper, wood, textiles
  • Foam (Cream): Flammable liquids
  • CO2 (Black): Electrical fires
  • Powder (Blue): Multi-purpose
  • Wet Chemical (Yellow): Kitchen fires
  • Step 7: Staff Training

    Essential Training:

  • Fire safety induction
  • How to raise alarm
  • Evacuation procedures
  • Fire extinguisher use
  • Assembly point location
  • Training Frequency:

  • New employees: Within 1 week
  • All staff: Annual refresher
  • Fire wardens: Every 6 months
  • Practical drills: Every 6 months
  • Step 8: Record Keeping

    Required Records:

  • Fire risk assessment document
  • Fire drill records
  • Equipment maintenance logs
  • Staff training records
  • Inspection reports
  • Incident reports
  • Document Retention:

    Keep records for minimum 5 years

    Step 9: Review and Update

    When to Review:

  • Annually
  • After significant changes
  • After near-miss or incident
  • When introducing new processes
  • When building is altered
  • Changes That Require Review:

  • New equipment
  • Layout changes
  • Increased occupancy
  • Change of use
  • New hazardous materials
  • Fire Risk Assessment Checklist

    General:

  • [ ] Fire risk assessment completed
  • [ ] Fire safety policy in place
  • [ ] Responsible person appointed
  • [ ] Staff trained
  • Detection:

  • [ ] Fire alarms installed
  • [ ] Smoke detectors working
  • [ ] Weekly alarm tests
  • [ ] Annual maintenance
  • Escape:

  • [ ] Escape routes clear
  • [ ] Emergency lighting works
  • [ ] Fire doors not wedged open
  • [ ] Exit signs illuminated
  • Fighting:

  • [ ] Correct extinguishers
  • [ ] Extinguishers serviced
  • [ ] Fire blankets available
  • [ ] Hose reels operational
  • Procedures:

  • [ ] Evacuation plan posted
  • [ ] Fire drills conducted
  • [ ] Assembly points marked
  • [ ] Emergency contacts displayed
  • Common Deficiencies Found

    Top 10 Issues:

    1. No fire risk assessment

    2. Blocked escape routes

    3. Inadequate fire extinguishers

    4. Poor housekeeping

    5. Faulty fire alarms

    6. No staff training

    7. Wedged fire doors

    8. Inadequate signage

    9. No emergency lighting

    10. Missing maintenance records

    Professional Assessment Services

    What We Provide:

  • Comprehensive site inspection
  • Hazard identification
  • Risk evaluation
  • Detailed report with photos
  • Action plan with priorities
  • Compliance guidance
  • Follow-up support
  • Cost:

  • Small office (<500m²): KES 15,000
  • Medium building (500-1000m²): KES 25,000
  • Large facility (>1000m²): KES 40,000+
  • Benefits:

  • Legal compliance
  • Insurance approval
  • Peace of mind
  • Staff safety
  • Asset protection
  • Take Action Today

    Don't wait for an incident. EdsonConveyors offers:

  • Professional fire risk assessments
  • Compliance solutions
  • System installation
  • Staff training
  • Annual audits
  • Contact us to schedule your assessment!

    Need Professional Assistance?

    Our expert team is ready to help you with fire safety solutions.