Heat waves are becoming more frequent, longer, and more extreme — and employers are obligated, both legally and as a matter of basic decency, to protect their workforce. A heat protection plan is no longer a luxury but basic workplace preparedness for summer.
What does heat actually do in the office?
Above roughly 25 degrees Celsius, office work performance already declines measurably – by around 2% per degree on average, as analyses by Lawrence Berkeley National Laboratory show (Seppänen, Fisk & Faulkner, 2005). From 26 degrees room temperature, the German workplace rule ASR A3.5 calls for additional protective measures. From 30 degrees, the risk of heat-related complaints rises: headaches, dizziness, circulatory problems. Anyone who keeps working as usual on hot days without adapting works worse and puts their employees' health at risk. A plan makes concrete protective measures a matter of course.
What should a heat protection plan include at a minimum?
Drinking water — free water bottles or dispensers — is the bare minimum. On top of that: clothing recommendations, ventilation rules for offices (staying cool with night ventilation, blinds closed during the day), flexible working-time arrangements on extreme heat days, and clearly communicated rest options. Anyone with outdoor work in the mix also needs clear rules on exposure times and shaded areas. Measures like this complement the risk assessment that German occupational safety law requires of every employer – the occupational safety basics sum up what it involves.
How do you put the measure in place?
- 1Check workplaces for heat load and use the employer duties under the German workplace regulation ASR A3.5 (Arbeitsstättenregel) on room temperature as a basis.
- 2Procure equipment: fans, sun protection on windows, drinking water dispensers and a sufficient supply of drinks.
- 3Draw up a heat checklist with trigger thresholds, such as action levels from 26, 30 and 35 degrees room temperature.
- 4Present the heat plan to the team and explain which rules apply automatically at which temperature level.
- 5Name managers as responsible: they decide on flexible working hours, move appointments to the cool morning hours and make sure drinking breaks are taken.
- 6On hot days, work through the checklist: ventilate early, close the sun protection, set up fans, provide drinking water visibly.
- 7Allow flexitime and working from home pragmatically so that the hottest hours are staggered.
- 8Keep an eye on people who are particularly stressed or at risk and schedule breaks more generously during heat waves.
- 9Collect feedback on which days and places were still too hot despite the plan.
- 10Check whether the trigger thresholds of the checklist were practicable in everyday work and took effect in time.
- 11Record the need for upgrades for the next season, such as additional shading, mobile air conditioners or more drinking water points.
What do you need for it?
- Effort
- half a day
- Cost
- under €100
- Duration
- Seasonal
- Setup
- 60 min
- ✓ Legally relevant
- ✓ High impact
- ✓ Employer obligation
Tax and health insurance: what is possible
Employer health benefits can be tax-free under § 3 no. 34 of the German Income Tax Act (EStG) up to €600 per employee per year — if they are provided in addition to the salary already owed and are either certified (§ 20 SGB V) or implemented within the company's health promotion process. Gym memberships and corporate fitness are not covered. For ZPP-certified courses (e.g. from Upfit), German statutory health insurers can reimburse all or part of the course fee to their insured members — then only the amount exceeding that reimbursement is tax-free. Projects within the company can be funded under § 20b SGB V, with no entitlement. Only your tax adviser can confirm the tax exemption.
How it works in EasyWHP
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Measure the impact with
Action field
Prevention & Early Detection →A fitting occasion
- Heat Action Day
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