Clearly responsible

Kate Gardner, Tutor & H&S Consultant International Workplace explains why training may be needed for a clear understanding of the recent changes to UK health, building and fire safety law

Facilities management sits at the intersection of people, buildings and risk. In recent years, significant changes to UK health, safety, building and fire legislation have reshaped what good practice looks like. For facilities managers, simply knowing the rules is no longer enough. They must also understand the purpose behind them and how recent legal reforms affect their day-to-day responsibilities.

Historically, some organisations treated compliance as a box-ticking exercise: follow the checklist, pass the audit, and move on. Modern regulation takes a very different approach, and facilities managers are now expected to demonstrate informed, proactive and responsible safety management. Being able to understand the rationale behind laws and standards is critical.

Better decision-making in complex situations

No regulation can cover every scenario a facilities manager might face. When unexpected issues arise such as equipment failures, building alterations, or emergency situations, managers who understand the intent behind safety laws can make better, safer decisions rather than blindly following procedures that may no longer fit the circumstances.

Stronger safety culture rather than just a compliance culture

FMs understand that fire, health and building safety laws exist to protect lives and not just to avoid fines, and that in turn is then more likely to foster a positive safety culture within their teams.

More effective risk management

FMs are responsible for ongoing building safety, not just periodic inspections. Understanding why risks exist such as fire spread, structural failure, or hazardous materials allows managers to identify potential problems early and act before incidents occur.

Improved communication with staff, contractors and residents

A manager who can explain the reasoning behind safety measures is more likely to gain cooperation and compliance from others.

Greater professional accountability

Recent legal changes place far more responsibility on those managing buildings, particularly high-risk residential properties. Understanding the underlying principles of safety helps facilities managers fulfil these duties responsibly and ethically.

FIRE SAFETY

Fire safety has seen the most significant regulatory change in recent years, driven largely by the Building Safety Act 2022 and amendments to existing fire legislation.

Changes to the Regulatory Reform (Fire Safety) Order 2005 mean that Responsible Persons must now keep more detailed and transparent fire safety records. This includes:

• Properly documented fire risk assessments
• Clearly defined responsibilities
• Evidence that safety measures are actively managed rather than reviewed sporadically.

Updated Fire Safety Design Guidance (BS 9991:2024) for residential buildings has placed greater emphasis on safe evacuation strategies, protection for vulnerable residents, and clearer rules around building height and escape routes. This is particularly relevant for taller or more complex residential properties where Personal Emergency Evacuation Plans (PEEPs) means an increasing expectation that buildings will have tailored evacuation plans for individuals who may need assistance in an emergency. Facilities managers must ensure these plans are in place, regularly reviewed, and effectively communicated.

BUILDING SAFETY ACT

The Building Safety Act 2022 created a new regulatory regime for higher-risk residential buildings (generally those 18 metres or taller) along with a new enforcement body, the Building Safety Regulator.

• The Regulator operates within the framework of various laws and codes of practice aimed at maintaining high standards of safety in construction and building maintenance.
• It collaborates closely with other regulatory bodies, such as local authorities to enforce compliance with safety regulations and address any breaches or concerns regarding building safety.
• Facilities managers working in such buildings may need to contribute to or maintain a formal Building Safety Case, demonstrating how risks are identified, controlled and monitored over time.

Many will take on roles of ‘Responsible Person’ and ‘Accountable Person’ meaning facilities managers must have a clear understanding of where legal responsibility lies in multi-occupied buildings. As part of these changes developers and contractors are now required to provide complete fire safety documentation at the point of building completion. This ensures that facilities managers taking over a building have a full understanding of its safety design and systems.

While fire and building safety have dominated recent reforms, wider health and safety expectations are also evolving. With regards to asbestos management, there is growing emphasis on maintaining up-to-date asbestos surveys, live registers, and robust management plans and it is essential that FMs, contractors and clients work together to ensure that stringent asbestos management controls are properly understood and implemented.

Health and safety is no longer focused solely on physical hazards. There is increasing recognition that mental health and wellbeing form part of an employer’s duty of care, influencing how facilities managers design and manage work environments.

The modern facilities manager must be both a compliance professional and a safety leader. Recent changes in UK law make it clear that managing buildings is not just about maintenance – it is about protecting lives.

The correct training will enable facilities managers to apply laws more intelligently, manage risk more effectively, communicate better with stakeholders, and foster a stronger culture of safety.