How to Keep Your Office Cool During a Heat Wave – 8 Effective Tips

Summer heat waves are no longer an exception but an annual phenomenon, even in Finnish workplaces. When it’s 28 degrees outside, it can easily be even warmer indoors—especially in offices, where computers, monitors, and other equipment generate their own heat throughout the day. Concentration wanes, the atmosphere becomes stifling, and afternoons feel like they last forever.

Studies on the impact of workplace temperature on productivity are unequivocal: when the room temperature rises significantly above 25 degrees, the number of errors increases and concentration wanes. The fatigue experienced during a heat wave is therefore not just a perception—it has a direct impact on the quality of the workday.

The good news is that keeping your office cool doesn’t require expensive renovations or a new air conditioning system. Simple, everyday measures can go a long way. Let’s go over some ways to make the hot weather more bearable starting this summer.

1. Close the blinds at the right time

The simplest and most effective way to block the sun’s heat is to prevent it from entering in the first place. When the sun shines directly into a window, it’s a good idea to close the blinds early in the morning, before the room has a chance to heat up. In the afternoon, once the direct sunlight has moved away from the windows, you can open the blinds again—allowing natural light back into the room without the extra heat.

2. Portable Air Conditioner – Quick Relief from the Worst Heat Waves

When heat has already built up in the room or ventilation is simply insufficient, a portable air conditioner is a practical solution. Its main advantage is precisely its portability: if necessary, you can direct the unit to the specific space or room where heat is temporarily building up the most—for example, a conference room before an important meeting.

Be sure to position the exhaust hose correctly in the window or exterior door—without it, the unit will recirculate heat inefficiently and the results will fall short.

3. Make sure the ventilation is working properly

Many heat-related problems stem simply from the fact that a building’s ventilation system is not functioning as intended. Clogged vents, an improperly adjusted system, or an outdated maintenance schedule can significantly reduce ventilation precisely when it is needed most.

If the air in the office feels stuffy or stagnant first thing in the morning, you should contact the building maintenance staff. Often, all it takes is a minor adjustment that will significantly improve the comfort of the entire space for the rest of the summer.

It’s also a good idea to find out when the ventilation ducts were last serviced. Dusty filters significantly reduce airflow, and the problem isn’t always visible to the naked eye—it’s mainly noticeable in that the room feels stuffy even when it isn’t particularly hot outside.

Did you know that Boffice is opening an office hotel in Turku soon as well? If you’re planning to escape the heat in Turku, you might be interested in our market overview of small offices in Turku.

4. Dressing for the Heat

This may sound obvious, but it isn’t always the case when it comes to workplace dress codes. Breathable, natural-fiber materials like linen and cotton allow air to circulate better than synthetic fabrics. Light colors reflect heat, while dark colors absorb it—a small detail that makes a difference in the afternoon.

If your workplace allows for some flexibility in the dress code during hot weather, it’s a good idea to openly let the whole team know. A little leeway can make the workday much more comfortable.

5. Water thermoses – cold whenever you want, hot when you need it

In hot weather, staying hydrated is a surprisingly often-overlooked part of staying energized. A good thermos keeps water cold for hours, so your drinking water stays appealing throughout the workday—not just filled in the morning and lukewarm by the afternoon. At the same time, the thermos works the other way around, too: hot coffee or tea stays warm even if the air conditioning cools down the room.

Adequate hydration has a direct impact on your ability to concentrate and your stamina—especially in hot weather, even more than you might realize.

6. Table fans – a small investment, a big impact

A small fan placed on or near your desk doesn’t actually cool the air, but the moving air seems to draw heat away from your skin and makes you feel much more comfortable. USB-powered desk fans are affordable, quiet, and easy to carry around—everyone can adjust the comfort level at their own workstation, and the entire space doesn’t have to be at the same temperature.

7. Keeping the window open at the right time

Opening a window sounds simple, but timing is key. During the day, an open window often lets in more heat than it lets out, especially if it’s hot and calm outside. In contrast, in the early hours of the morning and early morning, the outside air is at its coolest—that’s when it’s really worth keeping the window open.

If possible, you should consider opening the windows before the workday begins and closing them when the outdoor temperature starts to rise above the indoor temperature.

8. Utilize through-put whenever possible

Opening a single window rarely provides significant relief, because air cannot circulate within the space. A cross-ventilation—that is, opening windows or doors on opposite sides at the same time—creates an airflow that renews the air in the room much faster than a single ventilation opening.

If your office has multiple rooms, it’s worth experimenting to see which combination creates the best sense of flow—often the best solution is found after a few tries, not on the first attempt.

Bonus: A few extra tips worth trying

In addition to the classics mentioned above, a few less obvious strategies can make a difference:

Turn off devices you don't need. Computers , monitors, printers, and especially older light fixtures generate heat even when they aren't actively in use. A device left in sleep mode consumes electricity and heats up the room unnecessarily.

Plants are surprisingly helpful. Many houseplants release moisture into the air and naturally cool it down a bit—a small but nice bonus, especially in smaller office spaces.