Request a call Login

  • Workplace safety is not something that businesses can afford to cut corners on, and that isn’t a figure of speech. A single penalty from the Occupational Safety and Health Administration (OSHA) can cost your company anywhere between $16,131 and $161,323. The federal organization even hosts a website where you can see every case with initial penalties of $40,000 and higher, and the list of companies affected across all 50 states is extensive.

    Understanding what causes an OSHA inspection is crucial to helping your company avoid devastating financial setbacks. This blog marks the first in a three-part series on OSHA inspections. In this segment, we’ll explore the common events and conditions that can prompt an inspection and why being informed is the first step toward maintaining compliance.

    Why OSHA Conducts Inspections

    In 1970, the Occupational Safety and Health Act (OSH Act) of 1970 was enacted to ensure employers provide safe and healthy working conditions for their employees. Their purpose is to enforce standards and prevent recognized hazards in the workplace. Normally, OSHA demonstrates this by conducting random inspections in the search for violations. However, that’s not always the case. Many of these inspections can be triggered by specific events, conditions, or reports. By understanding these triggers, employers can identify potential risks and act before an inspector arrives.

    Key Triggers For OSHA Inspections

    1. Imminent danger situations

    Workplace hazards that pose an immediate risk of death or severe physical harm are a top priority for OSHA. Examples include unguarded machinery, chemical spills, or significant fall risks. If OSHA suspects imminent danger, either through tips or observations, an inspection may occur within 24 hours.

    1. Severe injuries or fatalities

    Under OSHA regulations, employers must report workplace fatalities within eight hours and severe injuries (hospitalizations, amputations, or eye loss) within 24 hours. These reports often trigger inspections to determine the root cause and assess compliance with safety standards.

    1. Employee complaints

    Employees can file anonymous complaints if they believe their workplace has serious safety violations. OSHA gives significant weight to these complaints, especially if they detail hazards that could result in severe injury or death.

    1. Referrals

    Referrals often originate from other government agencies, law enforcement, or even media reports. For example, Straus Feeds LLC was investigated after OSHA received reports of unsafe working conditions. After the inspection, the company was cited for 24 violations, leading to penalties totaling $161,332.

    1. Programmed inspections

    Certain industries, such as construction, manufacturing, and health care, are deemed high-risk by OSHA. These sectors often face programmed inspections due to their higher injury and illness rates.

    1. Follow-up inspections

    If your company was cited during a prior inspection, OSHA may conduct a follow-up to ensure that violations have been corrected. Failure to address citations can result in heightened scrutiny and increased penalties.

    Staying Ahead Of OSHA Inspections

    OSHA averages over 32,000 inspections a year and your business could be one of them. While OSHA inspections can’t always be avoided, understanding what causes them gives organizations the opportunity to proactively address risks. Continue reading here to learn more about the actionable steps you can take to prepare ahead of time. 

    Partnering With GMS

    Navigating OSHA compliance and inspections doesn’t have to be overwhelming. Group Management Services (GMS) offers tailored solutions to help your business stay compliant, reduce risks, and cultivate a safe culture. Whether it’s safety training, recordkeeping, or audits, our experts are here to help you safeguard your workplace and stay prepared for any OSHA visit.

    Contact GMS today to learn how we can help your organization succeed in workplace safety and compliance. 

  • The U.S. Department of Justice (DOJ) recently announced significant updates to its evaluation of corporate compliance programs (ECCP) policy document, a critical reference for determining whether corporate compliance programs are robust and effective. These changes, which became effective on September 23, 2024, are designed to address evolving risks, particularly around emerging technologies like artificial intelligence (AI) and the use of data analytics in compliance operations. 

    Let’s explore what these updates mean for your organization and how to ensure your compliance program stays ahead of the curve. 

    Understanding The DOJ’s Evaluation Of Corporate Compliance Programs 

    The ECCP is a key resource that the DOJ uses to assess whether a company’s compliance program is well-structured and effectively implemented. The DOJ’s approach to evaluating corporate compliance now includes a particular emphasis on how businesses are managing the risks presented by AI and other new technologies. This evaluation can impact decisions related to criminal charges, monetary penalties, and ongoing compliance obligations such as corporate integrity agreements. 

    New Focus On AI And Emerging Technologies 

    The DOJ has made it clear: the rapid development and use of AI presents new challenges that must be managed proactively. Companies are now expected to have specific policies, procedures, and safeguards in place to certify that AI technology is not misused, whether intentionally or recklessly. Prosecutors will ask detailed questions about AI risk management, such as: 

    • Does the company assess how AI could impact its ability to comply with laws? 
    • How does the company integrate AI risk management into its broader enterprise risk strategies? 
    • What measures are in place to prevent AI misuse and guarantee trustworthiness? 
    • Are there controls ensuring AI is used as intended, and how is human oversight maintained? 

    To address these questions, your compliance program should include mechanisms for monitoring AI usage, auditing AI performance, and training employees on proper and ethical use of AI technology. The DOJ’s message is clear: companies cannot afford to ignore the risks associated with emerging technologies. 

    Leveraging Data Analytics In Compliance Programs 

    Another major focus of the ECCP update is the strategic use of data analytics in compliance efforts. The DOJ now expects companies to leverage data analytics tools to enhance their compliance operations and monitor program effectiveness. Prosecutors will evaluate whether compliance personnel have adequate access to data systems and whether the company uses data to improve efficiency and measures outcomes. 

    Key questions from the ECCP update include: 

    • Is the company using data analytics to make compliance operations more efficient? 
    • How does the company ensure the quality and accuracy of its data sources? 
    • Are there methods in place to measure the performance of data analytics models? 

    This emphasis on data access and quality means companies must invest in robust data infrastructure and provide the necessary resources for their compliance teams to monitor and respond to potential risks effectively. Compliance staff must be equipped with the tools and training needed to leverage data analytics for proactive risk management. 

    Why This Matters For Your Business 

    The DOJ’s updated guidance highlights the increasing complexity of managing compliance in a technology-driven world. Companies must be proactive in understanding and mitigating risks posed by AI and emerging technologies, ensuring that their compliance frameworks are adaptable and robust. Furthermore, businesses that fail to leverage data analytics in their compliance operations may face greater scrutiny. 

    Practical steps for compliance 

    1. Review and update your compliance policies: Make sure your program addresses AI risks and incorporates data-driven monitoring tools. 
    2. Train your staff: Educate your team on the ethical and compliant use of new technologies, including AI. 
    3. Leverage data analytics: Invest in data systems that enable real-time monitoring and performance assessments of your compliance program. 
    4. Conduct regular audits: Frequently review your AI systems and data practices to ensure compliance and identify areas for improvement. 

    The Role Of Compliance In A Digital World 

    The DOJ’s ECCP update underscored the need for companies to adapt to technological advancements while maintaining strong compliance standards. As emerging technologies continue to evolve, organizations must stay vigilant, proactive, and committed to upholding the highest levels of corporate integrity. 

    If you’re unsure whether your compliance program meets these new DOJ expectations, partnering with a professional employer organization (PEO) like Group Management Services (GMS) can provide clarity and guarantee your business remains compliant. 

    Contact GMS today to see how we can support your organization in effectively managing compliance risks. 

  • As workplace temperatures rise, so does the need for robust safety measures to protect employees from heat-related risks. In August 2024, the Occupational Safety and Health Administration (OSHA) took a critical step by introducing a new proposed rule aimed at preventing heat injury and illness in both outdoor and indoor work environments. This proposal highlights OSHA’s commitment to reducing heat-related injuries and fatalities by mandating preventative measures in all general industry, construction, maritime, and agriculture sectors.

    U.S. employers are responsible for the consequences of workplace injuries. In addition to the resulting downtime and lost productivity, these incidents increase insurance premiums.

    Here’s what you need to know about this significant development and its implications for your business.

    Why OSHA’s Heat Prevention Standard Matters

    Excessive heat is the leading cause of weather-related fatalities in the U.S., posing significant risks to workers in both outdoor and indoor settings where cooling measures are limited. According to the Bureau of Labor Statistics, workplace heat exposure caused 479 fatalities between 2011 and 2022 and over 33,000 work-related injuries. Many of these incidents could have been prevented with structured safety plans, which is exactly what OSHA aims to address with this new rule.

    Additionally, OSHA increased its penalty rates earlier this year. Violations now cost a business over $16,000 per infraction. This increase adds further motivation for employers to meet compliance standards.

    Key Components Of The Proposed Rule

    The proposed OSHA standard requires employers in all general industry, construction, maritime, and agriculture sectors to implement comprehensive heat prevention measures. The rule outlines several key requirements:

    • Heat hazard assessment: Employers must evaluate heat risks in their workplaces, considering both outdoor temperatures and indoor heat sources like machinery and equipment.
    • Heat injury and illness prevention plan: A core requirement of the proposal is for employers to develop a written plan that outlines specific steps for managing and mitigating heat hazards. This plan would clarify employer responsibilities, from ensuring access to water and shade to adjusting work schedules based on temperature.
    • Workplace controls: The rule proposes both engineering controls (such as cooling systems) and work practice controls (like rotating shifts and breaks) to reduce workers’ exposure to high heat.
    • Emergency response and training: Employers must establish protocols for responding to heat-related illnesses and train employees and supervisors on recognizing heat stress symptoms, administering first aid, and implementing preventive measures.

    Who Is Affected By The Rule?

    Workers in high-risk environments, particularly those exposed to direct sunlight or operating heat-generating machinery, would benefit significantly from this regulation. Some groups, such as pregnant workers and employees of color, who are disproportionately employed in essential roles at higher heat risk, stand to gain the most from these protections.

    Why Employers Should Prepare Now

    OSHA is currently inviting public comments on the proposal, with a deadline set for December 30, 2024. Employers have an opportunity to provide feedback, but it’s also an ideal time to begin implementing preventive strategies. Preparing ahead can help businesses align with potential regulatory requirements while fostering a safer work environment.

    Alternatively, small and midsize businesses (SMBs) should consider partnering with a professional employer organization (PEO). PEOs like Group Management Services (GMS) not only ensure compliance with OSHA but also implement cost-containment and loss-prevention strategies to lower workers’ compensation rates and save your hard-earned money.

    Next Steps For Employers

    To get ahead, employers can start by:

    • Assessing workplace heat risks: Conduct a thorough evaluation of both outdoor and indoor work environments to identify areas where heat hazards exist.
    • Developing a heat safety plan: Outline procedures to provide hydration, shade, and cooling measures, and identify work adjustments during high-heat periods.
    • Engaging in OSHA’s comment period: Employers can visit Regulations.gov to submit comments or participate in the public discussion to help shape the final rule.

    Taking Action To Ensure Compliance And Safety

    With OSHA’s heat prevention proposal, businesses now have to mitigate one of the leading environmental risks in the workplace. Taking proactive steps not only ensures compliance but also underscores a commitment to employee health and safety, a core value for any successful organization.

    For additional support, GMS has a team of workers’ compensation experts who work closely with your company to create a comprehensive risk management plan tailored to meet OSHA standards. Our team can support you through every step, assessing the heat risks in your workplace and complying with OSHA. Contact us today, and let us help you create a safer and more compliant workforce!

  • In February 2024, the U.S. Occupational Safety and Health Administration (OSHA) conducted an investigation on Strauss Feeds LLC, an animal feed manufacturer based in Watertown, Wisconsin. This investigation, prompted by reports of unsafe working conditions, revealed significant workplace safety hazards that put employees at risk. As a result, OSHA issued multiple citations and imposed penalties on the company, highlighting the need for immediate corrective action. 

    Incident Details 

    The OSHA inspection uncovered various safety issues at Strauss Feeds LLC, particularly related to dust hazards and respiratory risks. OSHA cited the company for 19 “serious” violations and five “other-than-serious” violations, leading to proposed penalties totaling $161,332. The violations stem from inadequate housekeeping practices, a failure to evaluate spaces for dust-related hazards, and a lack of engineering controls to manage combustible and airborne dust. 

    These conditions created a serious risk of explosion and fire, potentially endangering the plant’s workers. In addition to these hazards, OSHA found that Strauss Feeds had not developed a proper respiratory protection program, further increasing the health risks faced by employees due to inhalation of harmful dust particles. 

    OSHA’s Actions 

    In response to these findings, OSHA gave Strauss Feeds 15 business days to either contest the citations and proposed penalties or comply by addressing the violations. The company is now faced with the task of implementing necessary safety measures to prevent future accidents from occurring and protect its workforce from hazardous conditions. 

    Violations Identified 

    Among the key violations identified by OSHA are the following: 

    • Poor housekeeping practices that led to an accumulation of combustible dust. 
    • Failure to assess work areas for dust-related hazards. 
    • Lack of engineering controls to minimize dust buildup and exposure. 
    • Absence of a written respiratory protection program, endangering employees exposed to airborne contaminants. 

    These issues, left unaddressed, significantly increase the likelihood of fire, explosion, and respiratory illnesses, emphasizing the importance of workplace safety and compliance with OSHA standards. 

    Protect Your Business With GMS 

    The safety violations at Strauss Feeds LLC serve as a stark reminder of the dangers posed by inadequate workplace safety measures. Companies can proactively mitigate risks and ensure compliance by partnering with a professional employer organization (PEO) like Group Management Services (GMS). A PEO provides expert assistance in developing comprehensive safety programs tailored to each organizations unique needs, allowing businesses to protect their workers and avoid costly fines and citations from OSHA. 

    Investing in workplace safety is essential to creating a healthy and productive workforce. Let GMS help safeguard your business and create a culture of safety that prevents accidents before they occur. Reach out to our safety experts today! 

  • In today’s fast-paced business environment, many employers underestimate the importance of remaining compliant with employment laws and regulations. Underestimating the significance of compliance can have serious repercussions, including audits, lawsuits, and damage to your company’s reputation. 

    For human resources professionals, it’s imperative to stay on top of all the employment laws that your organization is subject to. Ignoring these regulations can hinder your ability to hire and retain talent. It’s crucial to recognize that compliance is not just a legal obligation but a foundation for a successful and sustainable business. Let’s explore some common compliance mistakes that you may be overlooking. 

    Classifying Employees Incorrectly 

    Misclassifying employees is a common mistake that can lead to costly penalties. The Department of Labor (DOL) provides specific guidelines for classifying employees as exempt or non-exempt. Exempt employees are not entitled to overtime pay, while non-exempt employees are. This classification depends on factors such as job duties, level of responsibility, and salary, not just job titles or work environments. Correct classification is crucial for accurate payroll processing, record keeping, and compliance with labor laws. 

    Mishandling Hiring Paperwork  

    Properly managing hiring paperwork is essential to avoid legal complications. Form I-9, which verifies an employee’s eligibility to work in the U.S., must be completed accurately and on time. Employers must ensure that all sections of the form are filled out correctly, including dates and signatures, and that valid supporting documents are provided. Common errors include missing information, incorrect documentation, or failure to update forms for employees with temporary work visas. Employers should provide clear instructions to new hires about acceptable documentation and ensure that all paperwork is completed on time. Failure to comply can result in hefty fines and legal issues. 

    Ignoring Safety Regulations 

    Compliance with safety regulations is critical to protecting employees and avoiding legal liabilities. The Occupational Safety and Health Administration (OSHA) requires all employers to provide a safe working environment free from recognized hazards. This includes providing necessary safety training, equipment, and protective gear, such as hard hats and eye protection. Employers must regularly communicate safety protocols and ensure that employees are aware of and adhere to them. Implementing a comprehensive safety training program can help employees understand potential hazards and the steps to take in case of an incident. 

    Failing To Stay Compliant During Growth 

    Rapid growth can lead to increased compliance challenges, especially as employee numbers rise. Businesses must be cautious when reclassifying employees or hiring independent contractors to avoid violating labor laws. Independent contractors must operate as separate entities, providing their own tools and setting their own hours. Misclassifying employees as contractors to circumvent benefits or tax obligations can lead to significant legal issues. As your business grows, regularly review compliance requirements to ensure all aspects of the law are being met. 

    Not Staying Up To Date 

    Staying updated with the changing landscape of employment laws is crucial for maintaining compliance. Regulations can vary significantly at the local, state, and federal levels, and new laws are frequently enacted. Business leaders must be aware of rules governing sick leave, employee privacy, hiring practices, workplace safety, and more. Failure to keep policies current can result in non-compliance and potential legal action. Regularly reviewing and updating company policies to reflect changes in the law can help mitigate risks and ensure your business remains compliant. 

    Stay Compliant With GMS

    GMS offers expert guidance to help businesses navigate the complex world of compliance. Whether it’s payroll, HR, or risk management, GMS provides the tools and support needed to ensure your business remains compliant with all relevant regulations. By partnering with GMS, you can focus on growing your business while we handle the intricacies of compliance. Contact us today and discover how we can support your compliance needs. 

  • Although regulatory compliance isn’t the easiest task, it is arguably one of the most important for small business owners. With limited time and resources, it can be easy for small business owners to overlook the importance of compliance. Failing to comply with legal requirements can have severe consequences for your business. This can lead to costly monetary penalties, legal liabilities, reputational damage, and more. There are many types of non-compliance, including, but not limited to, misuse of funds, unethical business practices, fraud, corruption, and bribery.  

    Understanding Regulatory Compliance 

    Regulatory compliance refers to an organization’s adherence to federal, state, and local laws, standards, and regulations. The specific regulations a company must follow depend on a business’s industry and location. Regulatory compliance is a broad topic and touches a wide range of areas, including data protection, ethics, financial reporting, and workplace safety. Maintaining compliance involves staying up-to-date on legislative changes, implementing proper protocols, and providing educational training opportunities for employees to ensure compliance.    

    Importance Of Compliance 

    Laws and regulations are enforced for many reasons, from ensuring workplace safety to protecting employee data and beyond; regulatory compliance can make or break a business’s reputation and bottom line. In fact, 87% of organizations indicated negative outcomes as a result of low compliance maturity. Continue reading to discover why business owners should make regulatory compliance a priority.: 

    Avoid monetary penalties 

    Failing to comply with laws and regulations can lead to costly monetary penalties. Fines can quickly add up, effectively lowering available funds to improve workplace efficiency and afford quality employee benefits. 

    Long-term financial impact 

    Non-compliance can often lead to expensive long-term costs that negatively impact your business. The cost of legal counsel, high insurance premiums, and consistent workers’ compensation claims can affect your company’s long-term appeal and revenue. In most cases, the best practice to lower these fees is to identify compliance problem areas and then work from the ground up to install a viable long-term solution. Solutions can range from conducting quarterly audits to managing important employee information through a (HRIS). 

    Legal liability 

    If your business is non-compliant, it can expose your company to legal risks and liability. In the event of a lawsuit or workers’ compensation claim, your company may be liable for violations, leading to expensive legal fees and reputational damage.  

    Reputational damage 

    When your customers or potential clients view your company as unsafe or untrustworthy, your bottom line will suffer. A lack of compliance can also negatively impact consumer confidence, market share, and growth opportunities.  

    Employee safety and morale 

    In most cases, a complaint workplace is a safe workplace. When businesses follow and enforce safety laws and procedures, not only are employees more cautious and protected, but they also feel safer. By working in an environment where they feel safe and valued by their employer, their morale and productivity may improve.  

    Educating employees on how and why they should focus on compliance is also essential. It can be beneficial to hold a seminar, attend a webinar, or conduct compliance training with your employees to ensure they understand what regulations to follow and why it’s crucial. 

    Indirect costs 

    While there are many direct costs to non-compliance, such as workers’ compensation claims and Internal Revenue Service (IRS) fines, there are also many indirect costs. After an incident occurs, employee turnover may increase. When employees don’t feel safe or feel like they are expendable, they are less likely to trust their employer and may depart from the company. High turnover also means you’ll have to focus on hiring and training new talent. Training new employees can take time and resources away from your dwindling workforce.  

    How GMS Can Help 

    Regulatory compliance can be an overwhelming and confusing topic. Keeping track of hundreds of laws can be exhausting, as the laws are constantly changing. While it may seem daunting, know that you’re not alone.  

    With a professional employer organization (PEO), like Group Management Services (GMS), you’ll have a dedicated partner to help ensure compliance with federal, state, and local laws. GMS can conduct compliance audits, help you stay current on legislation, and provide employee training. Simplify your compliance efforts with GMS! Contact us today to learn more. 

  • Depending on your location, severe summer weather usually starts sometime in June and ends in November. The Occupational Safety and Health Administration (OSHA) mandates that all employers create a written plan of action to protect employees in cases of emergency, including weather-related states of emergency.

    To avoid potential disruptions to your workflow and ensure your team’s safety, it’s critical to prepare for the potential onslaught of extreme weather events that can disrupt operations, damage infrastructure, and pose risks to employees and customers alike.

    Types Of Extreme Summer Weather

    Before preparing for extreme weather events, it’s crucial to assess the specific risks your business may face based on your geographical location and climate patterns. Coastal regions might need to prepare for hurricanes and storm surges, while inland areas could experience heatwaves, thunderstorms, or wildfires.

    The following are the most common weather events that may be cause for emergency in the workplace during the summer season:

    • Heat waves
    • Wildfires
    • Tornados
    • Hurricanes
    • Severe thunderstorms
    • Lightning strikes
    • Flooding

    Workplace Summer Safety Tips

    Building a well-defined emergency response plan is the cornerstone of preparedness and should be one of the first tasks you complete. This plan should outline procedures for various scenarios, including:

    • Evacuation protocols
    • Designated meeting points
    • Emergency contact details
    • Employee responsibilities during severe weather
    • Checklist of crucial items like flashlights, batteries, non-perishable food, and first aid supplies

    Many businesses form committees to devise plans for personnel safety and protecting data, documents, and equipment. Whether you create the plan yourself or delegate it to your team, once it’s formed, it should be communicated to all team members. All your staff should receive a copy of the emergency response plan and a form requesting a signature to verify that they have read it.

    While building your emergency response plan, there are a few other aspects to consider, including:

    Protect physical infrastructure

    Protecting physical infrastructure is paramount to minimizing damage during extreme weather events. This involves taking action on the property’s exterior and interior areas.

    Exterior

    • Secure or move objects that could be moved by high winds.
    • Ensure gutters are secure and cleaned to avoid water damage
    • Repair leaks in roofs, windows, or skylights that can cause severe water damage during heavy rain
    • Call a professional to trim trees or plants that may interfere with power lines or infrastructure in high winds
    • Consider installing flood barriers, like sandbags

    Interior

    • Clear areas around broken glass
    • Remove items off the ground, such as filing cabinets, that flooding could damage
    • Unplug electrical equipment
    • Use tarps or plastic bags to cover critical equipment

    Use backup power and utilities

    Power outages are common during severe weather events. Investing in backup power generators can help you maintain essential operations such as lighting, refrigeration, or other necessary equipment such as computer systems. Backup power can also help avoid or reduce damage from high heat or humidity.

    Implement weather monitoring systems

    Early detection of weather patterns can allow you to respond swiftly to impending threats. Weather monitoring systems, including weather apps, alert businesses to approaching storms or heat waves, enabling them to promptly activate emergency response plans if needed.

    If you choose to use a weather app, make sure it’s reputable. For example, the Federal Emergency Management Agency (FEMA) offers one that provides weather alerts and safety reminders. Your local media is also an excellent source of information and updates.

    Maintain communication channels

    Effective communication is critical during emergencies. Establish multiple communication channels, including email, text alerts, and social media, to quickly disseminate information to your employees, customers, and stakeholders.

    Secure data and digital assets

    In today’s digital age, protecting data and digital assets is as crucial as safeguarding physical infrastructure. Critical data should be regularly backed up to offsite locations or cloud servers to prevent loss due to equipment damage or power outages. Cybersecurity measures should also be strengthened to defend against potential breaches during chaotic periods.

    Designate safe shelters

    According to the American Red Cross, businesses should establish a designated shelter-in-place (SIP) area where anyone in the building can seek refuge in case of a sudden emergency. In tornado-prone areas, this weather shelter may be underground or in a room without glass windows.

    Develop local partnerships

    Collaboration with local emergency services, community organizations, and neighboring businesses can enhance preparedness efforts. Establishing partnerships allows you to share resources such as emergency supplies, manpower, or expertise during crises. It also fosters a sense of community resilience and support in times of need. A response plan should identify key contacts from these organizations to contact in case of emergency.

    Educate and empower employees

    Employees are often the first line of defense during emergencies. Training employees on emergency procedures, first aid, and evacuation protocols will empower them to respond calmly and effectively. In addition, educate your team to recognize warning signs of extreme weather and encourage them to report concerns promptly.

    Training will vary between workplaces. For example, businesses that regularly require employees to wear heavy personal protective equipment (PPE) should educate employees on the signs of heatstroke and develop protocols for avoiding working in extreme heat. Businesses that require employees to work in an office should develop a work-from-home protocol to avoid driving during bad storms.

    A great way to maintain regular training is via a quarterly meeting, one for each season. At these meetings, management should review emergency protocols, conduct drills, collect employee emergency contact information, and update employees on any changes to the emergency preparedness plan.

    Review and update regularly

    Emergency preparedness is an ongoing process that requires regular review and updates. Conduct post-event evaluations to identify areas for improvement in response plans and infrastructure. Updating contact information, reassessing risks, and incorporating lessons learned from past incidents ensures that your business can remain resilient in the face of evolving weather challenges.

    Know when to close up shop

    Finally, and perhaps most importantly, know when it’s time to close your doors. Ensure employees have adequate time to safely travel home and secure their homes ahead of severe weather. Establish a remote work policy to maintain operations until it is safe for employees to reenter the building.

    Preparing for extreme weather is a precautionary measure and a strategic imperative that can help protect your business during an extreme weather event. By following these tips, you can enhance your resilience, minimize disruptions, and maximize safety.  

    Stay Safe By Partnering With A PEO

    Severe weather can be unpredictable, but businesses can take steps to minimize risk and protect employees by partnering with a professional employer organization (PEO). A PEO like GMS offers comprehensive workplace safety programs with onsite training and consulting to help you prepare for extreme weather in every season.

    By collaborating with a PEO, companies gain access to expert guidance, safety training, and compliance resources. Contact our safety experts today!

  • Depending on your industry, heat waves during the summer months are a severe concern for business owners. While the work still needs to be accomplished, extreme temperatures bring an added barrier that can be life-threatening if not taken seriously. As an employer, you have a legal and ethical obligation to provide a safe work environment, which includes taking precautions during periods of intense heat. This responsibility is particularly crucial if your team works outdoors, around hot sources or facilities with limited cooling, or in heavy, non-breathable work clothes.

    Heat-related illnesses can develop rapidly and become life-threatening if not addressed swiftly. Additionally, symptoms are often initially subtle and can vary between individuals. Prevention is the most effective approach to combating heat-related illnesses. However, in the event of an incident, having a detailed action plan is essential to ensure your team receives the necessary help as quickly as possible.

    What Is Heat Illness?

    Maintaining a consistent core temperature close to 98.6°F is essential for human health. Heat illness can occur when the body is exposed to excessive heat and cannot dissipate it effectively through natural mechanisms such as sweating. Sweating is the body’s primary cooling method, but if this fluid loss is not adequately replenished, it leads to dehydration.

    Prolonged dehydration impairs the body’s ability to regulate temperature, increasing the risk of heat-related illnesses. Understanding the mechanisms and consequences of heat stress is vital for preventing these conditions and ensuring the safety of your team during high temperatures.

    Common heat illnesses to be aware of include:

    • Heat rash: This condition often affects large areas of the body and appears as clusters of pimples or small blisters. It results from skin irritation due to excessive sweating and clogged pores.
    • Heat cramps: These painful muscle spasms typically occur in the legs, arms, or abdomen and are caused by a loss of electrolytes and dehydration from intense physical activity in hot conditions.
    • Heat exhaustion: Characterized by heavy sweating, weakness, dizziness, nausea, and a rapid pulse, heat exhaustion occurs when the body overheats. Immediate cooling and hydration are crucial to prevent progression to more severe conditions.
    • Heat stroke: This is a medical emergency where the body’s temperature regulation fails, leading to a rapid increase in core temperature. Symptoms include confusion, loss of consciousness, and hot, dry skin. Immediate medical intervention is required to prevent potentially fatal outcomes.

    Heat Stress Prevention

    Heat illness can become life-threatening within minutes. This means that it’s critical to have a robust plan in place to protect your team. The most effective strategy is a proactive one. Start by thoroughly assessing your work environment and look for ways to control the temperature. This could be through increasing air circulation by installing fans or air conditioning, minimizing steam and humidity in the workspace, and using heat-absorbing barriers to reduce temperature spikes.

    In addition, set up a designated cooling area with resources to maintain a comfortable atmosphere; this space will serve as a recovery zone for your employees to visit regularly. Ensure this area is shaded and equipped with water and seating. Portable tents or shelters are an excellent alternative for areas without natural shade.

    Beyond the physical work environment, it is also essential to consider the following:

    Train your team

    Training your team on the signs and symptoms of heat stress is another critical prevention tool. While it may not be possible for you to monitor the health and well-being of each team member, educating them on recognizing the signs in themselves and their peers is essential. With this knowledge, they can initiate your safety plan and seek medical attention or rest to prevent a life-threatening situation.

    Hydration

    Hydration is vital in preventing heat illness. Ensure that your team has easy access to cool water throughout the day. Encourage regular water breaks, even if they don’t feel thirsty, as thirst is not always an accurate indicator of hydration needs. Provide electrolyte drinks if possible, as they can help replenish essential salts lost through sweating. By prioritizing hydration, you can significantly reduce the risk of heat-related illnesses and maintain a healthier, more productive workforce.

    Plan ahead

    Planning is crucial, especially for outdoor work, to prevent heat illness and ensure the safety of your team. Schedule the most strenuous tasks for the early morning when temperatures are cooler, avoiding mid-to-late afternoon when temperatures peak. Additionally, incorporate regular rest periods into your schedule. Ensure these breaks are well-defined and frequent, allowing your team to rest and recover adequately.

    Establish a heat safety lead

    Appoint one or more designated team members to lead your heat safety initiatives. These individuals should be well-versed in prevention techniques and trained to take the necessary steps to secure emergency medical attention. By having a dedicated heat safety lead, you ensure that there is always someone focused on monitoring conditions and implementing safety protocols, enhancing your team’s overall protection and well-being.

    Acclimatization

    Gradually exposing your team to higher temperatures can help their bodies adjust safely. Implement the 20% rule, which involves a scheduled plan to increase heat exposure by no more than 20% daily. This gradual acclimatization allows the body to adapt to the heat, reducing the risk of heat illness and ensuring a safer working environment. By carefully managing exposure to high temperatures, you can help your team build tolerance and resilience, improving their ability to work safely and effectively in hot conditions.

    Risk Management With GMS

    As a business owner, you have a lot on your plate. Ensuring the health and safety of your team is a critical part of your responsibilities. Still, it can be challenging to determine if your policies and protocols meet OSHA’s safety standards. Partnering with a professional employer organization (PEO) like GMS can save you time and money while ensuring the safety of your team.

    GMS enables businesses to be proactive about workplace safety, minimizing risks and reducing the likelihood of employee injuries or illnesses on the job. From training to onsite inspections, we assist in assessing and bringing your worksite to proper safety standards. Our comprehensive services ensure your safety protocols are effective and compliant, giving you peace of mind and allowing you to focus on other aspects of running your business. Contact us today, and let us help you protect your team!

  • As a business owner, ensuring the health and safety of your team should be a top priority. Your employees’ work and productivity are vital to keeping your business running smoothly, and any threat to their safety can significantly impact your business’ operations. While maintaining a safe working environment involves several factors, there are specific legal obligations you must adhere to.

    Under the U.S. Department of Labor, the Occupational Safety and Health Administration (OSHA) has established comprehensive guidelines that businesses must follow. These guidelines extend beyond the physical workplace, including emergency plans, proper documentation, and more. While a few businesses are exempt, which we will discuss later, most companies must comply with OSHA regulations regardless of size. Non-compliance can lead to significant fines, legal consequences, and reputational damage that may be challenging to recover from.

    Prioritizing OSHA compliance not only ensures the safety and health of your team but also fosters a culture of responsibility and care within your organization. By doing so, you mitigate risks and contribute to a more productive and motivated workforce, which can ultimately drive your business toward sustained success. In other words, OSHA compliance is not just a legal obligation but a strategic move that can enhance your business’ performance and reputation.

    Exempt And Partially Exempt Businesses

    While most businesses are required to comply with all OSHA regulations, several factors determine whether your business falls under OSHA’s jurisdiction and the extent of compliance needed:

    • Small business exemptions: Companies with 10 or fewer employees are partially exempt from OSHA. While they must still comply with specific reporting requirements, they are not required to maintain records of illnesses or injuries unless directed otherwise by OSHA.
    • Industry-specific exemptions: Depending on the industry, businesses with 10 or more employees may still be partially exempt from OSHA’s recordkeeping requirements. Low-risk sectors, such as payroll services and research and development, for example, have reduced OSHA responsibilities and are only required to comply with specific regulations.
    • Location-based exemptions: OSHA has reviewed and approved 22 state employee safety programs. If your business operates in one of these states, you must follow the specific regulations set forth by the state’s safety program rather than federal OSHA regulations.
    • Self-employed exemption: This only applies to businesses where the owner doesn’t have employees. Once a business owner hires one or more employees, they become subject to OSHA regulations.
    • Federally or state-regulated industries: These industries include mining and milling, aviation, churches and religious establishments, to name a few. While these organizations do not fall under OSHA, they must adhere to their industry’s specific regulations to ensure the health and safety of their workers.
      It’s critical to understand your business’ required level of compliance. In addition, as your business grows, it’s important to regularly revisit your health and safety practices to ensure ongoing compliance, as your status may change.

    OSHA Requirements For Employers

    As a business owner, you are responsible for providing a safe workplace free from serious hazards. Workplace injuries can significantly impact your employees, reducing productivity and morale. Unsafe work environments often result in increased absenteeism, as injured employees may require extensive time off, which in turn places additional labor demands on the remaining staff. This can lead to burnout, disengagement, and even more injuries due to fatigue. Investing in the health and safety of your team can save you time and money in the long term.

    Beyond creating a safe work environment, OSHA also requires you to implement and maintain several key safety protocols and practices, including:

    Emergency plan

    A clearly defined emergency action plan (EAP) is essential in a crisis requiring employees to evacuate the workplace; this plan should outline the procedures for exiting the building or work zone safely. Ensure all staff members know the EAP and that it’s in an accessible area for easy reference, such as the cafeteria or a common gathering area. Regular drills and updates to the plan will help keep employees prepared and aware of the proper actions to take during an emergency.

    Fire safety plan

    Similar to the emergency action plan, a written fire safety plan is required. In addition, marked exits that are always obstruction-free are mandatory. If you choose to keep fire extinguishers onsite, while not required by OSHA in most cases, it’s essential to train your employees on proper use.

    Safety tools and training

    As an employer, you must provide all necessary tools and safety equipment for your team. This varies depending on your industry, but personal protection equipment (PPE) while operating heavy construction equipment is one example. Additionally, it’s crucial to ensure that employees are adequately trained in using and maintaining these tools. Regular training sessions will help maintain a high level of safety and proficiency.

    Personal protection equipment (PPE)

    PPE includes items such as head protection, gloves, masks, respirators, and eye, face, and ear protection. In industries where employees handle hazardous materials or work in dangerous environments, it’s your responsibility to provide the appropriate PPE and ensure your staff utilizes it effectively. Integrate regular training sessions and reminders into your workflow to reinforce proper usage.

    Documentation and reporting

    OSHA has specific documentation and reporting requirements for workplace injuries and illnesses. While you must report all cases to OSHA, the severity of the incident will dictate the reporting timeline. For instance, fatalities or amputations require you to file a report within eight hours of the incident, while less severe injuries require a report within 24 hours. Maintaining accurate records and adhering to these reporting guidelines are essential for compliance and employee safety.

    OSHA compliance is a serious task that can be time-consuming and costly. If you’re not sure where to start , this OSHA compliance checklist will help ensure you’re on the right track. However, if you’re seeking more assistance, partnering with a professional employer organization (PEO) like GMS can be highly beneficial.

    How GMS Can Help

    As a small business owner, you can take extensive measures to create a safe working environment, but accidents may still happen; having a plan for when they do occur is the best way to ensure your team and your business are as protected as possible. GMS’ workers’ compensation experts work closely with your company to create a comprehensive risk management plan to keep your employees safe while also saving you money. In addition, our experts are always ready to help you navigate claims in real time. Our partnership with CarivaCare provides our clients with 24/7 access to the workers’ compensation nurse triage program. This program offers employees a neutral, third-party medical professional to report any injuries on the job.

    PEOs like GMS not only ensure compliance with OSHA but also implement cost-containment and loss-prevention strategies to lower workers’ compensation rates and save your hard-earned money. Contact us today, and let us help you create a safer and more compliant workforce!

  • In December 2023, a tragic incident occurred at the Appleton plant of Konz Wood Products Co., a pallet manufacturer based in Wisconsin. As a result, the U.S. Occupational Safety and Health Administration (OSHA) has taken stringent measures against the company due to serious workplace safety violations, marking the fifth inspection at the plant since 2016.

    Incident Details

    The unfortunate incident involved the death of an employee who was crushed by a lumber stacking machine while attempting to free a jammed board. OSHA cited Konz Wood Products Co. for two “repeat violations” and 15 “serious” violations following this employee’s death. The company failed to ensure the machine was locked out to prevent movement, leading to the fatal accident.

    OSHA’s Actions

    In response to the violations, OSHA has proposed $177,453 in penalties for Konz Wood Products Co. The company has been given 15 business days to contest the citation and proposed penalties. In addition, due to the gravity of the violations, OSHA has placed the company in the agency’s severe violator program.

    Violations Identified

    The violations identified by OSHA include the failure to provide fall protection and violations related to machine guarding on various saws and other machinery. These violations raise serious concerns about the company’s commitment to ensuring a safe working environment for its employees.

    Protect Your Business With A PEO

    In light of the tragic incident at Konz Wood Products Co., businesses can take proactive steps to prevent similar accidents by partnering with a professional employer organization (PEO). A PEO like GMS offers comprehensive workplace safety programs that address critical areas such as machine guarding, lockout/tagout procedures, and fall protection. By collaborating with a PEO, companies gain access to expert guidance, safety training, and compliance resources. Implementing robust safety protocols, conducting regular inspections, and fostering a culture of safety can significantly reduce the risk of workplace accidents. Remember, investing in safety today ensures a brighter and accident-free future for employees and the organization as a whole. Contact our safety experts today!