Practical Steps to Protect Your IT Systems During Extreme Heat

Author: Amanda Harlow

Helping Technology Cope with Extreme Heat:

Eight Practical steps for keeping people, devices and business-critical systems safe during hot weather in Wales and across the UK.

Office IT equipment and business technology affected by extreme heat, highlighting risks to systems, servers, and workplace productivity

Hot weather does not only affect people. Technology can struggle too. Laptops, servers, routers, switches and other network equipment all generate heat while they are running. When the surrounding temperature rises, or when equipment is kept in enclosed spaces with poor airflow, that heat can build up quickly and increase the risk of slow performance, unexpected shutdowns, faults or service disruption.

For organisations in Wales, this is becoming an increasingly important part of summer business continuity planning. The Health and Safety Executive remind employers that,

although there is no single legal maximum workplace temperature in the UK, heat is a workplace hazard that should be assessed and managed like other health and safety risks.

Why heat matters for technology

Most modern devices are designed to protect themselves when temperatures rise. A laptop may slow down to reduce heat, fans may run constantly, or the device may shut down to avoid damage. Servers and network equipment can behave in a similar way, but the impact can be wider because they may support shared systems such as internet access, phones, cloud services, line-of-business applications or security tools.

Small spaces can be a particular concern. A cupboard, cabinet or corner that feels acceptable in winter can become much hotter during a heatwave, especially if it contains several devices, power supplies and cables. Poor ventilation, dust build-up, direct sunlight and blocked vents all make the problem worse.

Do not forget the people using the technology

Technology resilience and staff wellbeing go hand in hand. During hot weather, organisations should consider whether work areas are comfortable, whether people have access to drinking water, and whether practical adjustments are needed. This may include improving ventilation, using blinds or reflective film to reduce direct sunlight, moving workstations away from heat sources, allowing more breaks, relaxing dress codes where appropriate, or adapting working patterns so physically demanding tasks are completed at cooler times of day.

In Wales, Public Health Wales highlights that anyone can be affected by hot weather. This impact on wellbeing can also affect online cyber resilience. When people are uncomfortable, tired, dehydrated or under pressure, cognitive load increases, making it harder to spot phishing attempts, question unusual requests, follow security processes carefully or make calm decisions online. For more mental wellbeing and cyber resilience insights see our earlier blogs: The Human Layer in Cyber Resilience and Mental Health Awareness Week  .

A practical heatwave checklist for businesses

1. Review key equipment locations: identify any routers, servers, switches or backup devices kept in warm or enclosed areas.

2. Check ventilation: ensure cupboards, cabinets and workspaces are not trapping heat around equipment. Make sure vents, fans and ventilation grilles are not blocked by paperwork, boxes, furniture, dust or cables. Laptops should be used on firm, flat surfaces rather than cushions, blankets or other soft materials. 

3. Reduce avoidable heat: switch off non-essential screens, chargers, printers spare devices, and meeting room equipment when not in use, especially overnight or during the hottest part of the day. 

4. Move equipment where safe and practical: Keep devices away from windows, radiators and other heat sources. If equipment cannot be moved, consider whether shading, ventilation or additional monitoring is needed. 

5. Monitor warning signs: note unusual fan noise, hot surfaces, slow systems or frequent connectivity issues, repeated restarts or unexpected shutdowns. These can be early signs that equipment is struggling with heat. 

6. Protect critical services: make sure backups, cloud access, remote working tools and contact routes and escalation processes are ready in case a site-based issue affects connectivity or access to systems. 

7. Support staff wellbeing: remind teams to stay hydrated, take sensible breaks and raise concerns if conditions are uncomfortable. 

8. Plan ahead: use Met Office weather warnings and trusted public health guidance to prepare before the hottest days arrive. 

Useful resources