Marco manages a thriving business centre in Oxfordshire, offering 60 serviced office spaces to a variety of companies, from tech startups to financial firms. The demand for flexible office space has grown rapidly, bringing in new tenants, visitors, and contractors daily.

With so much activity, ensuring the safety, compliance, and smooth running of the property became increasingly complex. Marco was responsible for everything from fire safety checks to managing maintenance work. He soon realised that without a structured compliance system in place, important safety measures could slip through the cracks.

The Challenge: Keeping the Property and Contractors in Check

While reviewing his processes, Marco identified two major gaps that needed immediate attention.

Firstly, there was no centralised system to track compliance obligations. With multiple legal requirements, including fire safety, electrical checks, gas inspections, and asbestos surveys, it was difficult to keep on top of what needed renewing and when. There was also no clear visibility on whether safety certificates were up to date.

Secondly, the management of contractors was inconsistent. Contractors regularly carried out essential maintenance and repair work, but without a formal Control of Contractor procedure, Marco had no way of ensuring every individual working on the premises was qualified, competent, and covered by appropriate insurance. The risk of liability issues was significant—if something went wrong, the business centre could be held responsible.

Marco needed a structured, proactive approach to compliance that would protect the business and ensure every contractor was vetted and managed properly.

Implementing the Right Systems

To regain control, Marco introduced two key systems: a Statutory Compliance Matrix and a Control of Contractor procedure.

A Statutory Compliance Matrix – Keeping Everything in One Place

A Statutory Compliance Matrix provided a single, centralised record of all legally required safety checks and inspections for the building. Instead of relying on scattered documents or last-minute reminders, Marco now had a structured way to track compliance deadlines and ensure everything was up to date.

The matrix covered key areas such as:

• Fire Risk Assessments to ensure compliance with the Regulatory Reform (Fire Safety) Order 2005.
• Electrical Installation Condition Reports (EICR) to verify electrical systems were safe and legally compliant.
• Gas Safety Inspections for any gas appliances or heating systems.
• Asbestos Management Surveys to assess and manage any asbestos risks within the property.
• Legionella Risk Assessments to prevent waterborne health hazards.

With this system in place, compliance became proactive rather than reactive. There were no more last-minute rushes to meet legal deadlines, no gaps in records, and no risk of falling foul of safety regulations.

A Control of Contractor Procedure – Ensuring Safety and Liability Protection

Alongside the compliance matrix, Marco implemented a Control of Contractor procedure. This ensured that every contractor working on-site met strict safety and competence criteria before being allowed to carry out any work.

Under this system, all contractors were required to:

• Provide evidence of relevant trade qualifications and certifications.
• Submit valid insurance documentation, ensuring liability coverage.
• Complete risk assessments and method statements (RAMS) before beginning work.
• Sign in and out to maintain full visibility of who was on-site at any given time.

This not only reduced liability risks for the business centre but also created a safer working environment for both contractors and office tenants. There was now a clear framework for managing maintenance and repair work, ensuring that only fully vetted and competent contractors operated within the building.

The Business Impact of Better Compliance

By implementing these two key systems, Marco transformed the way his business centre managed compliance and contractor safety. The improvements were clear:

• Legal compliance was simplified—all statutory requirements were tracked and met on time.
• Contractor management became structured, reducing the risk of unqualified individuals carrying out unsafe work.
• Liability risks were minimised, with full records ensuring the property was protected in case of an incident.
• Tenants felt reassured, knowing that the building was professionally managed with safety as a priority.

For Marco, the biggest benefit was peace of mind. Instead of scrambling to stay compliant, he now had a robust system in place that kept everything under control.

Is Your Property Compliance Under Control?

If you manage a business centre, multi-office space, or commercial property, having a Statutory Compliance Matrix and Control of Contractor procedure in place is essential. It ensures legal compliance, improves safety, and protects your business from liability risks.

At Custom H&S Solutions, we help businesses implement tailored compliance management systems to keep properties safe, organised, and legally protected.

If you’re looking for expert support in managing compliance and contractor safety, contact us today to find out how we can help.