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  • Every few years, Ohio business owners may notice unexpected increases in their unemployment insurance rates. At first, they may think that this is an error, but it’s actually part of regularly-scheduled increases called mutualized rates that apply to businesses across the state.

    If you’re one of those Ohio business owners, you probably have a few questions, such as “what is a mutualized rate” and “why is Ohio charging me extra every few years?” Those are both very valid questions, so here’s a quick rundown on extra mutualized rates in the Buckeye State.

    What are Extra Mutualized Rates?

    While the rate increases may come as a surprise, they’re part of a regular schedule. Every four years, the State of Ohio introduces an extra mutualized rate of 0.6 percent, which accounts for why you’re contributing more toward insurance than you expected. In fact, 2017 is one of the years that an extra mutualized rate is assessed.

    So why does Ohio add these rates every four years? The reason is to replenish the state mutual fund. 

    The Office of Unemployment Insurance Operations states that “the primary purpose of the mutualized account is to maintain the unemployment trust fund at a safe level and recover the costs of unemployment benefits that are not chargeable to individual employers.” In more basic terms, the rate increase is used to create a pool of money to fund certain unemployment payments.

    Let’s say there are unemployment claims at a company that went out of business, or someone resigned and went to work for a company that laid them off. Both situations are allowed claims, so the unemployment trust fund would pay for them through the contributions you, and any other Ohio business, makes through the 0.6 percent extra mutualized rate.

    Managing Your Unemployment Rates

    While there are certain elements, like the extra mutualized rates, that are unavoidable expenses, there are ways to manage unemployment taxes so that your business can cut costs each year. Group Management Services can help you employ strategies to reduce unemployment tax risks and increase cashflow.

    If you have any questions about your rates or potential risk management strategies, contact us today to talk to one of our experts about our unemployment claims management services.

  • Employees handbooks are more than just a stack of papers you hand to new hires. An employee handbook can be key part of informing your workers about several items, including:

    • Company philosophy
    • Conditions of employment
    • Company policies and procedures
    • Compensation and benefits

    Handbooks are great at introducing a new hire to your business, but it’s not the only role it plays. A handbook also serves as an important compliance document that shares the rights and obligations for both employees and their employers. Including certain criteria about these legal obligations and having your employees sign off that they received a copy of the handbook, can help protect your business in case there’s ever a labor dispute.

    Of course, things change. Your company can grow, opening you up to new legal requirements. Legislative changes can affect several of your policies. Over time, you’ll need to update your handbook to address these changes if you want to avoid any potential issues. 

    Opening Yourself Up to Liability

    So how much can an outdated handbook cost you? Turns out, a whole lot.

    According to a study by Insurance Journal, roughly one in every eight small- to mid-sized business are hit with employment claims. Those claims can turn into pretty expensive lawsuits, with the average charge costing around $125,000, including attorney’s fees and settlements.

    When you neglect to update your handbook, you open yourself to legal threats. For example, changes in drug policy can directly impact any language on substance abuse and drug testing in your handbook. The legalization of marijuana in certain states may force you to work with a lawyer to amend your handbook, so the specifics of your policy clear for new hires.

    Another example involves recent immigration reform updates. Federal law now requires American employers to have new hires complete the updated I-9 form within three days of their start date. Your handbook should reflect this update for any new employees.

    There are plenty of other scenarios, but it generally boils down to making sure your handbook stays current with any legislative or company changes. Without these updates, any related legal claims could become trouble.

    Putting Together an In-depth, Updated Handbook

    An outdated handbook – or worse, no handbook at all – can be a problem. Unfortunately, there isn’t a quick solution to drafting a comprehensive handbook. This document needs to be customized around your business, so copying and pasting examples from online just won’t do. 

    To put together a complete handbook, you need to have input from all your HR functions to make sure you have every detail necessary to keep your employees informed and your business compliant. By working with Professional Employer Organization, you have access to a variety of HR experts that can provide guidance on what you need to include in your handbook and any upcoming changes that may affect it. 

    Contact GMS today to learn more about how we can help you maintain an updated handbook and other human resource risk management services.

  • Safety management is something all business owners must consider. Ensuring your team’s health and safety is a top priority and a legal obligation. Compliance with OSHA regulations is essential; ignoring them can lead to serious consequences. However, achieving and maintaining compliance can be challenging, especially if you aren’t around to supervise 24/7.

    Building a culture that values safety is a proactive way to help ensure compliance. When safety is ingrained in your company’s culture, employees are more likely to adhere to safety protocols, even in your absence. This cultural shift makes compliance more manageable and less reliant on constant supervision.

    Moreover, a strong safety culture is a strategic initiative that can significantly boost your company’s recruitment and retention efforts. Prospective employees are attracted to workplaces that prioritize their well-being, and current employees are more likely to stay with a company that demonstrates a genuine concern for their safety.

    Safety Management For Compliance’s Sake Doesn’t Work

    Managing safety for compliance can often lead to a reactive approach that uses rules and discipline to gain compliance from your workforce. This type of communication, which can feel more like policing than genuine concern, not only undermines your compliance efforts in the long term but also results in a disengaged and disillusioned workforce, which is detrimental to your organization’s overall productivity and morale.

    If your approach to safety is merely to check a box, ensuring safety compliance when you’re not around will be a continuous struggle. You’ll likely find yourself incessantly harping on your employees to wear their provided personal protective equipment (PPE) or complete their tasks as they were trained. While this might be effective while you are present, your goal should be to create a culture where you don’t need to micromanage your team to remain compliant.

    Moreover, your team is adept at detecting inauthenticity. Employees crave to feel valued and supported by their leaders. If your safety policies lack sincerity, employees will likely notice, which can harm your workplace culture, making employees feel undervalued and disrespected by management.

    Develop A Culture Of Safety Management

    Shifting from micromanaging safety compliance to building a culture that values safety is a necessary and rewarding step. One way to do this is to inform your workforce of the ‘why’ behind your safety directives and ensure your leadership team fully supports and believes in this ‘why.’ This helps foster a shared sense of responsibility and empowerment among your team.

    Leadership plays a crucial role in promoting a culture of safety and compliance. If your message is clear and, more importantly, from the heart, then culture can spread like wildfire throughout the ranks of your organization. Let your workforce know you enforce safety policies because you care about their health and well-being. Communicate your dedication to creating a safe environment so they can go home in the same health they arrived in. 

    Engage Employees Throughout Safety Development

    Coach your team rather than boss them around. Including your staff in conversations and asking them how they can safely achieve tasks will encourage a collaborative environment. This improves safety and fosters a sense of community and teamwork. Employees are more likely to feel valued and respected when they are part of the process, which can significantly boost morale.

    In addition, peer training from model employees can have a positive effect. Safety initiatives may seem less authoritarian when coming from a coworker, and this approach can help foster stronger camaraderie and a sense of belonging. Employees often relate better to their peers, making the training more effective. This sense of belonging can also enhance retention as employees feel more connected to their team and the company.

    Beyond training, using positive reinforcement and showing appreciation toward employees who follow safety protocols is crucial. Recognition and rewards, no matter how small, can significantly impact motivation. We all want and need that pat on the back, and we are driven by being noticed or rewarded for our efforts. By recognizing and celebrating these behaviors, you reinforce the importance of safety and encourage others to follow suit.

    Safety Management With GMS

    Fostering a safe and compliant culture can be difficult and time-consuming. Regulations are subject to change, so even if your employees maintained a compliant work environment, an unnoticed regulatory change could open your business to penalties.

    Partnering with a professional employer organization (PEO) like GMS can help alleviate these concerns. GMS has a team of experts who stay updated on your industry’s latest laws and regulations, ensuring your business remains compliant and avoids potential pitfalls associated with regulatory changes. 

    As a business owner, you have many responsibilities to juggle. Let GMS take compliance off your plate, allowing you to focus on other critical aspects of your business. GMS not only helps with compliance but also aids in developing a culture of safety through employee training and risk management services. Contact us today to learn more!

  • Are you confident in your company’s policy on sexual harassment? What if I told you in 2016 nearly 13,000 sexual harassment charges were filed with the Equal Employment Opportunity Commission (EEOC), costing companies over $40 million in claims payout, not including monetary benefits obtained through litigation. That email circulating around the office with the most recent celebrity nudes could cost you millions once Bill prints a copy and tapes it to Martha’s computer!

    Image of sexual harassment in the workplace. Learn how a clear, enforced harassment policy can prevent sexual harassment.

    What is Sexual Harassment? 

    When most people think of harassment, they think of making inappropriate jokes or forwarding a “funny” email to a co-worker, but there are two distinct type of sexual harassment: Quid Pro Quo and Hostile Work Environment  . In short, quid pro quo sexual harassment involves a boss or other person in a position of power pressuring workers into sexual acts in exchange for workplace favors. A hostile work environment occurs when an employee or employees are subject to pervasive or severe acts or language that is deemed inappropriate. The company has a responsibility to all employees to ensure they are treated with respect and dignity. 

    Happy Hour Gone Wrong! 

    Employees can experience sexual harassment outside of the office in what may seem like harmless fun. For example, employees might feel pressured to drink because the boss ordered a third round. It is important to not make employees take part in activities that make them uncomfortable. Company events including happy hour, team building retreats, and holiday parties can increase the risk of employees being sexually harassed. 

    Play Offense, Not Defense! 

    The employer plays a key role in the prevention of harassment in the workplace. Proper training plays a huge role in the success of preventing sexual harassment. GMS can educate and train all your employees to successfully prevent sexual harassment in the workplace. We do this through custom training programs designed to meet the needs of your company and incorporate real-world scenarios your employees could encounter. During the training, your employees will learn laws and regulations they must follow, along with proper procedures in how to handle a situation in which they are being sexually harassed. 

    Can You Afford a Sexual Harassment Lawsuit? 

    If an employer has not taken all the reasonable steps to prevent and deal with harassment in the workplace, they may be liable for any harassment which does occur. The EEOC standard for employer liability of sexual harassment depends typically on whether the harasser is the victim’s supervisor. An employer is directly liable for a hostile work environment created by a supervisor. 

    Recently, Ford Motor Company allegedly allowed racial and sexual harassment at two of its plants, resulting in a $10 million settlement with the EEOC. The lack of training and lax enforcement of their sexual harassment policy was directly to blame for the recent cases.

    Conclusion

    The best way to combat harassment in the workforce is to have a clear policy in place for all employees, mandate training, and investigate all claims with proper repercussions. GMS can successfully educate your employees on sexual harassment and help prevent a lawsuit that could completely derail your whole operation. Contact us today to learn more about how we can help protect your business from sexual harassment penalties.

  • Every year brings new opportunities. Unfortunately, time can usher in big changes that can leave businesses scrambling. Over time, new legislation can leave your company open to legal problems if you don’t take appropriate action. Fortunately, there is one key tool you can use to protect your business – a good employee handbook. 

    There’s more to a handbook than just basic information for new hires. This document acts as an important compliance document for your business that shares you and your employees’ rights and obligations. Unfortunately, it can be easy to let your handbook become outdated – and an outdated handbook is a serious problem for any business. As time goes on, it’s important to make sure that your handbook evolves as new laws go into effect. Here are five parts of your handbook that you should update (or create if you don’t have one already)..

    Image of a small business owner making handbook updates in 2018.

    Sexual Harassment

    Every handbook should cover sexual harassment, but you should look at ways that you can further enhance your anti-harassment policy to double down on how sexual harassment is unacceptable in the workplace. The Society for Human Resource Management (SHRM) offered up recommendations for updating your handbook’s anti-harassment policy. They suggest that your handbook includes definitions and examples of the two types of sexual harassment: 

    • Quid pro quo, in which someone demands sexual favors in exchange for certain benefits or to avoid negative outcomes
    • Hostile work environment, in which harassment is so severe and prevalent that it creates an environment that negatively impacts an employee

    Not only should you include information on what is and isn’t acceptable, but you’ll also want to have a policy in place to let employees know multiple methods for reporting incidents. There may also be specific compliance requirements depending on your state, so make sure to evaluate your local sexual harassment training requirements to ensure that your policies are up to date with the latest regulations.

    Social Media

    According to SHRM, federal organizations like the Department of Labor (DOL) and the National Labor Relations Board (NLRB) started making changes to limit workers’ rights when it comes to social media policies. According to SHRM, one big factor for this trend was that the NLRB “overruled a prior decision that placed limits on employer handbook policies that could be “reasonably construed” by workers to limit their right to engage in protected concerted activity.” 

    While this trend is favorable for employers, it’s still very important to have a section on social media to make it clear where you stand for your employees (and for any instances where you need to act on your policy. This includes details on the following:

    • Confidentiality and privacy of company information
    • Your employees’ identities online
    • Limitations on online publications
    • Creating and managing content

    Parental Leave

    If your business doesn’t have a policy on parental leave, you may want to change that. Businesses with at least 50 employees are already affected by FMLA, which allows eligible employees to take parental leave. Even if you don’t hit the 50-employee threshold, more states have parental leave laws, such as New York, California, and New Jersey.

    The other important factor to consider is that even if your business isn’t in a state that requires paid parental leave, it can be a very attractive benefit for both your current and potential employees. According to the Harvard Business Review, 42 percent of employees would consider choosing a job that offered paid parental leave over one with a higher salary or hourly rate. Of course, these policies need to be clearly laid out in your handbook. Make sure your policy is specific about your plan’s details, including:

    • Who is eligible for parental leave
    • How long the leave can or will last
    • How compensation works
    • When requests for leave must be made
    • Timelines for when leave can be taken
    • How termination affects parental leave

    Medical Marijuana

    For years, medical marijuana has been subject to ongoing legal discussions and reviews, which may mean that additional handbook updates are a part of your future. Legal shifts can put business leaders in a bind if they don’t have clear drug policies in their handbook about how to handle testing and medicinal use. This is also complicated by the fact that marijuana laws can differ greatly between states. It’s important to pay attention to any changes to your local marijuana laws so that you can adapt your company policy if necessary. In terms of your handbook, consider adding info on the following:

    • Instituting a drug-free workplace policy
    • Outline a drug testing policy pending local laws
    • Discipline standards

    Update Your Employee Handbook to Prepare Your Business for the Future

    If you think keeping your employee handbook up to date is a lot of work, you’re right. Creating and maintaining a comprehensive document of policies requires collaboration between business leadership and both legal and HR experts. As the owner of a small business, those responsibilities may fall to you if you don’t have help.

    Want to talk to an expert about your handbook and other risk management strategies to help protect your business and save you time. Contact GMS today to learn more.

  • Summer is on the horizon, which means that heat waves, overheating, and heat exhaustion will be more common for companies and employees working outdoors. According to the Occupational Safety and Health Administration (OSHA), dozens of workers die and thousands more become ill while working in hot temperatures or humid conditions.  

    While you can’t control the temperature, you can take measures to protect your employees from heat stroke and other serious health issues. It’s important to update your heat illness prevention strategies and develop a plan to help ensure the health and safety of your employees. Navigate the heat this summer by following these safety tips. 

    1. Know the Signs 

    To keep your employees safe from the high temperatures, educate them on how to identify signs of heat-related illness. Among the most common illnesses are heat stroke and heat exhaustion.  

    The following are symptoms of heat stroke: 

    • Flushed skin 
    • Rapid breathing 
    • Headache 
    • Confusion 
    • Nausea 

    Keep your eyes out for the following heat exhaustion symptoms: 

    • Cool, moist skin with goose bumps when in the heat 
    • Heavy sweating 
    • Paleness 
    • Dizziness 
    • Headache 
    • Faintness 
    • Muscle cramps 

    If one of your employees or co-workers exhibits these symptoms, it’s best to get them in the shade or indoors if possible. The Mayo Clinic also recommends removing the individual’s excess clothing, cooling them off with a cold towel or applying ice packs to their neck, head, and under their arms. If these symptoms persist, consider calling 911 or EMT services.  

    2. Be Aware of Risk Factors  

    While working in the summer heat can be dangerous for anyone, but there are various factors that increase the risk of experiencing a heat-related illness. Read further to understand more about these risk factors. 

    Age 

    Individuals over 65 have a less responsive nervous system, making working in hotter environments more difficult since they can’t regulate body temperature as well. Be aware of your employees’ ages and their health as you schedule them for hotter days or certain assignments. 

    Certain medications and health conditions 

    There are specific medications that impact your body’s ability to stay hydrated and regulate body temperature. Have your employees consult their doctors to see if any of their medications will put them at greater risk for heat exhaustion or heat stroke. Having a history of heatstroke, being overweight, or having heart or lung disease also puts workers at risk.  

    High intensity activity 

    Completing a high-intensity activity in the heat puts workers at greater risk for developing a heat-related illness. Scheduling consistent breaks, providing fans, and water stations are great ways to break up the day and reduce exposure to the sun and heat.  

    3. Dress for the Summer 

    Appropriate attire can help workers stay cool in the summer. If possible, let employees wear loose, light-colored clothing as dark-colored apparel attracts heat, making it easier to overheat. You can also protect your employees from the sun by providing hats and other protective headgear. A little sunscreen also goes a long way toward preventing sunburn. 

    4. Encourage Hydration 

    One way to prevent a heat-related illness is through hydration. By setting up a water station in a section of shade, you can help workers cool down and stay hydrated. It’s also important to set up regular water breaks so that employees have a designated time to rest. On long, sweaty days, providing sports drinks can help workers replenish their electrolytes.  

    5. Develop Risk Management Strategies

    The safety and well-being of your employees is a big responsibility, especially when the weather threatens their health. While educating your employees is a great way to limit the risk of heat exhaustion or heat stroke, many other heat-related risks can occur and fall through the cracks. One way to help protect your employees and your business is to invest in risk management.  

    Group Management Services and Heat Safety 

    A certified professional employer organization (CPEO) like Group Management Services (GMS) can provide your business with the resources and assistance needed to strengthen your safety policies and protect your employees. Our team of experts can help develop safety programs, write safety guidelines, provide onsite consulting, and more. Implementing these safety strategies will protect your employees’ health and safeguard your business from productivity loss, employee injury, and costly workers’ compensation claims. Contact GMS today to talk to one of our risk management experts about how we can help make your business a safer place this summer. 

  • A handful of GMS employees were honored to sponsor and participate in the 3rd Annual Rezod Construction Golf Outing, raising funds for Constructions Angels. It was heartbreaking to hear some stories from Construction Angels, but there was a sense of comfort in knowing an organization exists to help families on the back end of a work-site fatality and that there are ways that businesses can reduce workplace risks.

    Constructions workers working in a safe worksite of a businesses investing in risk management services.

    The Construction Angels Plan

    There are 14 fatalities each day in the United States in the construction industry. Construction Angels is a national non-profit organization created to facilitate access to financial services for immediate surviving family members of a construction worker who has lost his or her life while working on a job site. Founder Kristi Ronyak came from a family that was involved in the construction world and found herself in the same industry, but in a different capacity. Construction Angels is currently present in Florida (where it was established), Georgia, Ohio, and Michigan, but it continues to grow nationally. 

    REZOD’s Involvement

    When Rezod President Rich Mason found out about Construction Angels, he wanted to support the cause and help extend its presence in the state. Mason, and several employees at Rezod, have seen worksite claims and worked closely with GMS on risk management. Through the use of safety programs and risk specialists at GMS, Rezod has successfully worked to minimize exposure on each and every job and make safety part of the company’s culture. 

    GMS and the Construction Industry

    Currently, GMS has around 1,300 clients. Of those clients, 23 percent are in the construction industry. According to OSHA, there were 5,190 fatalities on the job in 2016, 991 or 21.1 percent of which were in construction. These stats show how significant it is to make safety a top priority. Construction Angels has done great work to aid these families after these tragic events, but we all have the same goal in working to address these safety issues on the forefront to minimize the risk of these events ever taking place. 

    What You Can Do to Manage Risk

    By working with GMS’ safety department, along with our HR and risk management specialists, companies can minimize exposure in the workplace and protect their most valuable assets. You can never predict the future, so it’s vital to ensure that your risk is under control each and every day. Contact GMS to see how we can help make your business simpler, safer and stronger.

  • What do you do when a worker gets injured on the job? It’s important to make sure your employees are protected in the case of a job-related injury, while also making sure that your business is protected. 

    Every company is susceptible to workplace injuries. In 2017, the U.S. Bureau of Labor Statistics reported about 2.8 million nonfatal workplace injuries, ranging from slips, trips, and falls to muscle strains.

    As an employer, finding ways to contain costs in all areas of your business are crucial, but there is a fine line between saving money and ensuring the health and recovery of your employees in these situations. One way to set yourself up for the best possible result of a workers’ compensation claim is to utilize a nurse case manager.

     A nurse case manager can help reduce the cost of worker’s compensation claims.

    Role of a Nurse Case Manager in Workers Compensation

    A nurse case manager helps address the medical needs of your employee, while keeping open communication between all parties involved. According to mPower by Mitchell, a group of technology leaders and insurance industry experts, “Engaging a nurse case manager on a claim can save an average of $6,100 in medical and indemnity costs, resulting in an 8:1 ROI.” 

    Group Management Services (GMS) understands the importance of having a nurse case manager who is closely involved in moving claims forward while focusing on your employee’s health and recovery. Here’s how our in-house nurse case manage can reduce costs:

     

    GMS In-House Nurse Case Manager Others
    Provides prompt medical review of complicated industrial injuries Take a “wait and see” approach
    Fast tracks claims on Day One to an in-house case manager dedicated toward a positive claim resolution Employees are misinformed by unqualified outside sources
    Spots “transitional duty opportunities” for a swift return to work Incur replacement labor costs
    Reduces likelihood of attorney involvement Open themselves up to “Ambulance Chasers”
    Focus on improving morale and encouraging positive outcomes for all parties Poor company morale leading to “copycat” claims
    Collaborates team approach in working hand-in-hand with GMS claim examiners Potential for errors in paperwork without a qualified professional
    Corresponds with medical personnel to improve efficiency of treatment in identifying all work-related conditions Delayed care drives costs and increases frustration
    Controls medical tests and coordinates care to improve Late diagnosis can lead to less efficient treatment and delayed recovery
    Identifies red flags for fraud and potential Rx abuse Increased costs and opiate addiction risks
     
    As you can see, when you have someone closely involved to moving the claim forward and focusing on your employee’s health and recovery, everyone wins. Helmsman Management Services, a subsidiary of Liberty Mutual Insurance, compiled the injury data from over 40,000 claims and found that claims involving a nurse case manager had:
    • 16 percent lower future medical costs
    • 15 percent lower overall claim costs
    • 12 percent faster claims resolution
    In addition to cost savings, when you partner with GMS for workers’ compensation claims management, you’ll be able to leave the details to us. GMS will oversee the process of claims management and work closely with carriers to ensure your best interests are always at the forefront. We’ll help with claims investigation, claims certification, hearing representation, and merit rate predictions, so you can keep the focus on growing your business.
     

    More Than a Risk Management Company

    An in-house nurse case manager is just one of the ways GMS can help save you time and money when it comes to the administrative functions of running your business and managing your employees. When you partner with GMS, our experts can assure you have everything covered when it comes to payroll, human resources, risk management, and employee benefits. Contact us today to learn more. 

  • Winter isn’t coming—it’s here. The falling snow and frigid air are good reminders to prepare your workplace for the winter months ahead. From power outages to workplace injuries, winter weather can have some chilling effects on your business operations. Read on to understand why workplace safety is important and the winter workplace safety measures your organization should take this season.

     Implementing winter workplace safety tips help keep these two businessmen shaking hands safe.

    Why Invest in Workplace Safety

    Winter weather can cause many workplace injuries and safety hazards. Don’t think your organization is immune. For example, in 2014, there were 42,480 work injuries involving ice, sleet, or snow that required at least one day to recuperate, according to the U.S. Bureau of Labor Statistics. These injuries resulted from falls, slips or trips; overexertion and bodily reaction; and transportation incidents. However, had the proper winter workplace safety precautions been taken, many of these workplace injuries likely could have been prevented.

    Workplace injuries not only result in lost work hours, but safety violations can also lead to costly fines. The average penalty for a willful or repeated violation is $129,336. Additionally, your insurance rate will go up with the more workers compensation costs your organization takes on. To avoid these expenses, it’s best to implement loss prevention strategies before workplace accidents happen. Through human resource and risk management tactics, you can build toward a more secure future for your company while saving time and cutting costs for your business in the process.

    Winter Workplace Safety Tips

    Businesses can’t keep operations running and thriving without a healthy and efficient workforce. That’s why it’s important to prepare for the elements now to keep your employees safe and ensure your workplace continues to run smoothly during the winter months. 

    Here are a few winter workplace safety measures you can implement at your organization this season:

    Prevent slip-and-fall accidents

    Snow, ice and freezing temperatures in the winter can create wet and slippery surfaces at work that will lead to accidents. Most snow and ice-related slip and falls happen outdoors, so make sure your parking lots, driveways, and walkways are cleared and salted so workers can travel safely between the worksite and their vehicle.

    Winter workplace accidents can also occur indoors, especially in entryways, hallways, and other rooms where ice and snow have been tracked in from outside. Lay down absorbent mats and set up wet floor signs to help employees safely move around the office during the winter months.

    Safeguard your air quality

    Cold temps lead to tightly sealed workplaces, so the office can get a bit stuffy during the winter months. According to the U.S. Environmental Protection Agency, the levels of contaminants and pollutants found in indoor air can be between 2 and 5 times higher than outdoor air. 

    To prevent the accumulation and buildup of contaminants inside your workplace, use cleaning, break room, maintenance, and office supplies that don’t emit vapors or distribute contaminants. Also, take advantage of warm winter days to open the windows and filter some of the air out.

    Back up utilities, technology, and data

    Power outages can happen when weather conditions take a turn for the worse, causing technology and utilities to fail. In case the electricity goes out, keep flashlights stashed around the office so employees can safely navigate their way to the exit. Additionally, pipes can freeze and burst if the heat is off for too long and sump pump failure could cause flooding. Consider investing in a backup power generator to keep the building utilities running smoothly.

    A bad storm can also cause electrical surges that can damage expensive technology equipment, such as computers, printers, TVs, and data centers. Make sure your devices are hooked into surge protectors to avoid any electrical damage. Additionally, loss of power can result in loss of company data. Regularly back up data through a hosted off-site or onsite service, and make sure your back-up system is functioning properly before a potential storm hits.

    Allow a work-from-home option

    Inclement weather can affect an employee’s ability to get to work safely and in a timely manner, so it’s important to have a telecommuting policy in place. Every year, more than 1,300 people are killed and 116,800 people are injured in vehicle crashes on snowy, slushy, or icy pavement, according to the U.S. Department of Transportation Federal Highway Administration (FHWA).

    Not to mention, the time your employees waste on a lengthy winter commute could be put to better use if they avoid it altogether and work from home. The FHWA says speeds can be reduced by as much as 40 percent during bad weather, increasing travel time delay—and the last thing you want is an employee speeding to work to avoid clocking in late.

    If the job permits, encourage your employees to work from home if they feel unsafe commuting to the office during inclement weather. Make sure your staff has the proper equipment, such as access to the company intranet and important contact information saved to do their job effectively from home. During the winter months, employees should get in the habit of taking laptops and work materials home when they leave for the day in case a bad storm rolls in overnight. 

    Keep sick employees out of the office

    Bad weather isn’t the only safety hazard companies have to overcome during the winter months. Colder temperatures often come with a rise in sickness, such as the common cold and flu, and unfortunately, that doesn’t deter some employees from coming into the office.

    According to NSF International, about 1 in 4 employees goes to work when they’re sick. While this might sound good for meeting deadlines, these employees are not only putting the entire office at risk for getting sick, they’re actually being less productive than if they would have just taken a sick day to recover.

    Encourage employees not to come into the office when they’re sick, either by working from home or taking the day off. Sanitize workspaces, especially desks, keyboards, door knobs, and bathroom keys on a more frequent basis during the winter months when flu season is at its peak.

    More Workplace Safety Help

    It’s important for business owners to take a proactive approach to workplace safety, especially during the winter months. Group Management Services can help with onsite consulting, jobsite inspections, accident and injury investigations, training, and education to make sure your workplace is a safe environment for employees.

    As you prepare for the winter, you might also want to think about other ways you can prepare your workplace year-round. GMS offers a variety of payroll, risk management, and human resources services to help keep your business running smoothly all through the year. 

    Want to make your workplace safer? Contact GMS today to talk with one of our experts about how you can ensure workplace safety at your organization.

  • A culture of workplace safety not only helps protect you and your employees from avoidable accidents, it can also benefit your business financially. Costs associated with workers’ compensation rates can add up over time, but preventative measures can help businesses save their hard-earned money.

    One place that has seen the benefits of reduced fees is North Carolina. Business Insurance reported that two states announced workers’ compensation rate reductions in 2019, led by a 17.2 percent drop for the Tar Heel State. What could have caused this and how does it affect small business owners? Here’s what you need to know.

    An injured employee filling out a claim for a small business dealing with high worker’s compensation claims.

    What Does the Rate Decrease Mean for Small Businesses Owners in North Carolina?

    There’s nothing uniquely different about North Carolina’s workers’ compensation laws, so that isn’t the reason why the state’s decrease in rates is markedly higher than others. Instead, the first takeaway from the announced rate decrease is that businesses in North Carolina have focused on better implementations of safety programs and procedures in the past year. As Business Insurance notes, employers are reporting fewer claims overall and that the claims are less severe on average than in the past.

    Another potential explanation could involve the growth of non-manual-labor-intensive jobs. These jobs are less prone to workplace injuries, so an increase of employees in these fields relative to other industries naturally lowers the average number of claims.

    Of course, the 17.2 percent rate drop doesn’t mean that business owners can simply enjoy the statewide trend and rest on their laurels. Since every business can deal with different insurance carriers, industries, and other factors; that drop likely represents an average decrease and not a guaranteed rate drop. In that case, it’s possible that your business could see an increase in rates despite the statewide trend. To combat this, you’ll want to take some of the same measures that helped North Carolina achieve such notable rate drops.

    What Can Small Business Owners Can Do to Lower Their Workers’ Compensation Rates?

    There are several ways that you can help protect your business and limit the chances of claims. One of the most notable methods to do this is through safety programs. A successful workplace safety program can help employees avoid dangerous situations, as well as provide some additional benefits for your business. Another way to help lower worker’s compensation rates is to conduct risk assessments. These assessments can identify potential areas where your business is non-compliant with OSHA laws. In addition, they can highlight other areas that are technically fine in terms of safety codes but could still be improved.

    Creating a safer work environment isn’t the only way to help lower worker’s compensation claims. You can also take a proactive approach to claim management. If an employee has an incident that results in a back injury, it’s important to go through the proper process to show that your business took all the right steps, such as filing the first report of injury and helping the employee find an appropriate doctor. After that, a good return-to-work plan can help the employee ease back into their responsibilities without negatively affecting their injury.

    It’s also important to note that not all worker’s compensation claims are legitimate. Instances of fraudulent claims are uncommon—ABC News notes that worker’s compensation fraud accounts for roughly one or two percent of cases—but the costs associated with them can increase your rates if gone unnoticed. If you think that a claim may be fraudulent, you can work with claims management experts to investigate the situation and make sure that your business is protected in another way.

    How a PEO Can Help You Manage Worker’s Compensation Claims

    Proper worker’s compensation claim management is important, but it also requires a lot of work in an area that you may not have the time or expertise to properly handle. As a Professional Employer Organization, GMS has experts in locations across the country who can help you take the right measures to help lower your rates and protect your business.

    If you own a business in North Carolina, our Charlotte branch can work with you to protect your company and its employees. If you’re not based in the Tar Heel State, don’t worry—we have locations across the country that can assist with risk management, outsourcing payroll, benefits administration, and other key HR functions. Contact GMS today to talk to one of our experts about how we can help your business prepare for the future.