While the pandemic may be behind us, its ripple effects continue to shape the modern workplace. Hybrid working, once seen as temporary, is now embedded in many organisations’ operational models. According to the Office for National Statistics, 28% of UK working adults were engaged in hybrid work arrangements as of late 2024. This shift has created new challenges for building services and compliance teams, particularly when it comes to water safety. Buildings no longer operate at full capacity every day, and inconsistent water usage can introduce significant risks.
Managing risk in underused spaces
Reduced occupancy means water can sit stagnant in pipework, especially in little-used outlets. This creates ideal conditions for bacteria like Legionella to proliferate. In 2023, England and Wales recorded 604 confirmed cases of Legionnaires’ disease, continuing an upward trend.
For facilities managers, this means that traditional monthly or quarterly monitoring schedules are no longer enough. Weekly flushing of infrequently used outlets may be necessary, and risk assessments should be updated to reflect new occupancy patterns. In some cases, where areas are known not to be regularly used, a targeted legionella sampling plan should be considered.
As a minimum, those responsible for water safety should:
- Review flushing regimes in light of occupancy levels
- Identify low-use outlets and update asset lists accordingly
- Ensure water risk assessments are regularly reviewed
- Coordinate with cleaning teams to spot and report stagnant outlets
- Implement a legionella sampling plan to ensure control measures are effective
The renewable heating challenge
The drive for sustainability has led to the increased adoption of renewable energy sources, like solar thermal panels and heat pumps, to preheat water. However, these systems can struggle to maintain the high temperatures needed to prevent bacterial growth, particularly in the winter months, and often these performance issues can be missed by the monthly temperature inspection regime.
Likewise, water conservation features such as diffusers (to reduce the flow from taps), automatic sensor-controlled outlets, and greywater systems can reduce water velocity, potentially increasing stagnation and biofilm buildup.
Where we have encountered these issues, we increase inspection and cleaning frequency for some greywater systems, and include an additional inspection, cleaning and disinfection regime for diffusers that have been implemented after installation.
To maintain safety while pursuing environmental targets, organisations should:
- Check that pre-heated water consistently reaches 60°C
- Incorporate secondary heating elements if renewables underperform
- Ensure water-saving devices correctly cleaned and maintained, and do not compromise flushing volume
- Regularly review the effectiveness of control measures during audits
- Increase the inspection frequency for the temperature monitoring regime for these systems
Technology: Tool or trap?
Sensor-based water monitoring has evolved rapidly, enabling real-time visibility into system temperatures and flow events. When applied and managed correctly, these sensors can alert teams to system performance / usage issues before they become critical. Indeed, many healthcare providers are now seeking to use this technology to inform a ‘dynamic flushing’ approach, where alerts are set to trigger when water usage events do meet the pre-set quantities or timeframes (each being totally configurable dependent upon the policy of the organisation).
These then inform a targeted flushing response from either the infection prevention and control, estates or cleaning teams, and will ultimately either replace, or be used in conjunction with, the traditional identification of ‘suspected’ little used outlets as a one-off exercise by a qualified assessor.
However, more data doesn’t always equal more safety. One major challenge is data overload. If alerts or anomalies aren’t triaged and acted upon, systems can remain out of compliance while teams are unaware or overwhelmed.
FMs should ask key questions to ensure that tech is a help and not a hindrance. These can include:
- What are the key issues I need to address?
- Who is reviewing our water monitoring data?
- Are alerts going to the right people, and are they being actioned?
- Is our system user-friendly enough for non-specialists to interpret?
We use our own platform to help clients manage and interpret water safety data. This approach supports smarter risk management through consultancy as well as compliance.
The FM’s checklist for modern water safety
Facilities managers need to go beyond compliance and build resilience into their systems. Here’s what good looks like in 2025:
- A live, updated and ‘data informed’ risk assessment reflecting hybrid working and reduced usage
- A clear Water Safety Plan, with responsibilities allocated across a Water Safety Group
- Coordination between engineering, cleaning, compliance, and H&S teams
- Integration of smart tech for monitoring and real-time response
- Training plans to close competency gaps across internal teams and contractors
Accountability matters. Whether delivered in-house or by a service provider, someone needs to own water safety. FMs should ask contractors and internal teams what would happen in the event of an outbreak – and be confident in the answer. Our account managers and legionella consultants sit on the Water Safety Groups with our customers to help them develop their organisation’s operation and escalation protocols, working collaboratively in the spirit of ‘continuous improvement’.
Looking ahead
Hybrid working and environmental responsibility are here to stay. But with them come new risks. With regular updates to risk assessments, the right application of technology, and joined-up thinking across service lines, organisations can stay safe and compliant.
Churchill Environmental Services is committed to helping clients navigate these challenges with clarity and confidence – because safety isn’t static. It’s something we work on, together, every day.
To learn more about our approach to water safety and compliance, please get in touch.