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  • It’s no secret that the construction industry can be more dangerous than many other types of work. According to the Bureau of Labor Statistics, there were more than 174,000 nonfatal construction injuries and illnesses in 2020 alone. OSHA also reports that construction workers made up 20% of private industry fatalities.

    These dangers are exactly why it’s essential for construction companies to have safety plans in place for each job site. A good safety program can help companies avoid accidents and keep workers safe and healthy. However, it’s not always obvious how to make a safety plan for construction sites. Below, we’ll break down how to create effective plans to protect your construction workers and your business.

    What Is A Construction Safety Plan?

    A construction safety plan is a written document used to protect workers on job sites. This plan should outline the various rules, procedures, and policies designed to:

    • Put measures in place to prevent accidents
    • Outline response plan following accidents or other safety issues
    • List medical services and emergency contacts
    • Detail the review process for any on-site incidents
    • Highlight safety goals for the construction site

    What Does A Construction Safety Plan Template Look Like?

    While every construction site safety plan will differ from location to location, the majority of plans will include the same types of information. The following construction safety plan example outlines common details that you may want to include in your documentation.

    • Company information
      • Name, address, and phone number
      • Person who approved the site safety plan and approval date
    • Site information
      • List of responsible individuals, such as project manager, site safety officer, etc.
      • Description of the project, work location, and site condition
    • Employees, subcontractors, and other individuals covered by this specific construction safety plan
      • Names of individuals involved in the project
      • Job descriptions/roles
      • Contact information
    • Site rules
      • Personal protective equipment (PPE)
      • Fall protection
      • Safety hazard identification
      • Lockout/tagout
      • Hand and power tools
      • Fire safety
      • First aid
      • Restricted areas
    • Emergency contact information
      • Name, location, and phone number of nearby medical emergency facilities
      • Name, location, and phone number for police department
      • Name and phone number for any leadership that need to be informed about incidents

    A worker using fall protection according to their construction safety plan.

    Best Practices For Construction Safety Plans

    While the elements listed above can help you create a solid safety plan, there are ways in which you can maximize the impact of your risk management efforts. Keep the following best practices in mind when you create and maintain your construction company’s safety plans.

    Embrace OSHA’s fall protection standards

    Slips, trips, and falls are one of the biggest pain points for construction sites. Fall protection is the most frequently cited OSHA violation, making fall protection standards and employee requirements especially important for safety plans. Want to learn more specifics on what businesses should know about fall protection? Check out our post on OSHA’s fall protection standards.

    Make personal protective equipment (PPE) a requirement

    Good protective equipment is another cornerstone for proper risk management in the construction industry. Anything from hard hats to hand protection can be necessary depending on the work being done on a site. Make sure to document what PPE is required on your job site, when and how it must be worn, and proper procedures for storing and maintaining PPE over time.

    Stay flexible

    While a construction company’s safety plan should be made before any work is done, that doesn’t mean it can’t change over time. Important plan details can and should be adjusted as necessary.

    Being flexible with your construction site’s safety plan will help your company address new hazards and make job sites safe and compliant . It’s best to review your plans at least once a year to stay on top of any new potential hazards or other risks.

    Consider various weather conditions

    The weather can create new safety issues for a construction project. If your site is outdoors or can be impacted by weather conditions, you’ll want to evaluate the work space for potential risks caused by rain, extreme heat, and more. Any identified risks should be added to your plan to make sure everyone is prepared regardless of the weather.

    Maintain ongoing safety education

    A safety plan doesn’t have to be a one-time teaching tool. In addition to updating your plans on a regular basis, don’t be afraid to discuss important aspects of your plans during construction safety meetings. Tackling topics ranging from fall protection to first aid can help reinforce the rules set in your safety plans and keep employees informed about how to protect themselves.

    Protect Your Business With A Construction Safety Plan

    Between accidents and rising workers’ compensation costs, it’s important for construction companies to invest in workplace safety. GMS partners with businesses to create thorough plans, complete jobsite inspections, and protect your company through other workplace safety strategies. In turn, business owners can limit accidents and control workers’ compensation costs.

    Ready to take a proactive approach to workplace safety? Contact GMS today to see how we can protect your business while you focus your valuable time on growing your business.

  • No matter your industry, falls are one of the most common ways that your employees can get hurt. In 2020 alone, 211,640 individuals missed time at work due to a slip, trip, or fall, while 805 people ultimately died from their injury. Due to these dangers, the Occupational Safety and Health Administration (OSHA) makes it clear that employers must take specific measures to protect employees from slips, trips, and falls.

    Fall protection is one way that employers can create a safer workplace and prevent fall injuries. Keep reading for an overview of what employers need to know about fall protection and how to protect your employees from devastating injuries.

    What Are OSHA’s Fall Protection Standards?

    OSHA has developed multiple rules to protect workers from serious work-related injuries caused by falls. The first part of these regulations starts with broader requirements to maintain compliance and limit the effect of potential danger areas.

    • Give employees working conditions that are free of known dangers.
    • Maintain floors in work areas so that they are clean and as dry as possible.
    • Select proper personal protective equipment and provide it to workers at no cost.
    • Train workers about job hazards in a language that they can understand.

    OSHA also requires employers to take specific measures to address fall risks. The employer must take the following actions to limit the employees’ chances of injuries caused by falls Use railings, toe boards, and floor hole covers to protect workers from walking into any floor holes.

    • Provide a guard rail and toe board around any elevated open-sided platform, floor or runway.
    • Install guardrails and toe boards around any dangerous machines and equipment if employees can fall into or onto them, regardless of the height.
    • Set up or provide any other means of fall protection that may be required depending on the job or environment, such as safety nets, stair railings, and other safety measures.

    It’s also important to note that OSHA has specific fall protection standards for the construction industry. According to the Bureau of Labor Statistics, 37.9% of fatal construction injuries came from slips, trips, and falls, making fall protection essential. OSHA lays out additional fall safety standards in the Code of Federal Regulations – 29 CFR 1926.501.

    At What Height Is Fall Protection Required?

    OSHA requires all businesses to prepare their workplace so that employees are less likely to fall from elevated places or into any holes. OSHA uses a “minimum height” measurement to judge which places are considered elevated risks. However, the minimum height for elevated places depends on the type of work being completed on the job site. These heights include the following designations:

    • General industry workplaces – four feet
    • Shipyards – five feet
    • Construction – six feet
    • Longshoring operations – eight feet

    What Are The Basic Types Of Fall Protection Equipment?

    There are multiple forms of fall protection. These safety measures are designed to cover the entire spectrum of fall protection needs, from preventing an initial fall to saving employees from contact injuries after a fall occurs. The basic types of fall protection include:

    • Barriers – These are physical obstacles that prevent people and objects like tools from falling over the edge of a platform or into an open hole. Guardrails and toe boards are the most common version of fall protection barriers.
    • Travel restriction – These restraints are designed to prevent workers from getting too close to an unprotected edge or another form of a fall hazard. For example, a safety harness or belt will be connected to a lifeline that is adjusted to allow users to travel a limited distance.
    • Work positioning – A work positioning system allows workers to work in a secure, anchored space where they can freely use their hands, such as a swing stage or a suspended chair. These systems shouldn’t allow individuals to fall more than two feet and be combined with fall arrest equipment.
    • Fall arrest – Fall arrest systems are emergency measures that prevent users from making contact after a fall. Equipment like safety nets, shock absorbers, and rope grabs limit the total fall distance and protect employees from injuries and potential fatalities.
    • Control zones – In cases where it is impractical to use fall protection systems, control zones are defined areas with safety monitors that limit access to only approved workers.

    What Fall Protection Training Is Required?

    In addition to providing safety measures, OSHA also deems employers responsible for training employees on a variety of fall protection safety topics. Employees should be trained by OSHA-approved trainers and all information should be easily understood by the employee. These lessons should cover the following subjects:

    • What are considered fall hazards, how employees can be injured, and how to recognize these fall hazards.
    • Existing policies and procedures that employees must follow to minimize those hazards.
    • The exact procedures employees should use to correctly install, inspect, operate, maintain, and disassemble their personal fall protection systems and equipment.
    • How to correctly use the personal fall protection systems and equipment required on a job site.

    Protect Your Business Through Proper Fall Protection

    Whether you’re employees are working from heights or walking around an office, it’s essential to prevent falls wherever they can happen. Of course, fall protection isn’t always as simple as putting in guardrails and investing in equipment. It can take a lot of work and expertise to invest in workplace safety, and business owners only have so much free time.

    Fortunately, GMS helps businesses take a proactive approach to workplace safety. Our experts can conduct jobsite inspections, provide industry-specific training, and develop safety documentation for your business. These and other actions will help ensure that your employees are safer and your business stays compliant with OSHA regulations.

    Ready to make your business a safer place? Contact GMS today to talk to one of our experts about our workplace safety services and other critical HR functions.

  • A healthy and efficient workforce is an important part of any successful business. In environments where workplace injuries are more common, it’s absolutely essential.

    According to the Bureau of Labor Statistics’ most recent occupational injuries and illnesses survey, the manufacturing industry accounted for “15% percent of all private industry nonfatal injuries and illnesses.” Manufacturing safety meetings are a great opportunity to educate your employees on key safety guidelines and practices. With the right information, your company can help protect people from injuries, stay compliant, and reduce workers’ compensation costs.

    8 Essential Safety Topics for Manufacturing Companies

    When it comes to safety topics for the manufacturing industry, there are a variety of subjects that you should discuss with your employees. Here are eight key topics that your company should highlight at the next manufacturing safety meeting.

    Slips, trips, and falls

    The potential for slips, trips, and falls is arguably the biggest threat for manufacturing employees. OSHA estimates that these falls account for more than a third of fatal workplace injuries, making it a major priority for any manufacturing company. There are a variety of reasons for slips, trips, and falls in the workplace, including:

    • Wet or uneven surfaces
    • Ladders that are defective or set up improperly
    • Dangerous weather conditions
    • Crowded workspaces
    • Poor lighting
    • Human error

    While you can’t prevent every slip, trip, and fall, you can use safety meetings to educate employees about proper safety precautions. Train every employee on how to identify potential hazards and use protective equipment and fall protection systems. That education will not only help employees stay aware, but also know what to do to protect themselves and your business.

    Fire hazards

    A single fire can put both lives and property at risk. Your next safety meeting should highlight how fires start and what employees can do to prevent them. Start by breaking down relevant OSHA codes designed to protect against fire hazards. Employees should also learn about how they can adhere to any state or local fire safety laws to stay compliant and limit the chances of a fire.

    You should also educate workers about what to do in case a fire ever breaks out at your facility. Have an evacuation plan for your employees so that they know how to get to safety. Make sure that your employees know the following details:

    • The locations for any fire extinguishers and other prevention equipment and instructions on how to use fire protection devices.
    • The locations of all exits at your facility.
    • Available evacuation routes.

    Hazardous materials

    The presence of hazardous materials can create a number of safety issues. Safety meetings are a tremendous opportunity to educate employees about the dangers of hazardous materials and proper procedures when dealing with these substances. 

    To start, share guidelines on how employees should label, handle, and store hazardous materials. Let employees know where they can access safety data sheets for any onsite chemicals. You should also give employees a thorough rundown on proper waste management. This discussion should include details on the following subjects:

    • Relevant hazardous waste regulations
    • Waste determination
    • Accumulation limits
    • Waste pickup procedure

    Finally, employees need to know next steps in case a spill, leak, or other form of exposure occurs. Discuss what can happen in these events and how to act quickly in these emergencies. If you really want to give employees some experience, you can perform a simulated emergency to help workers practice how to respond to potential spills and leaks.

    Safety equipment and Personal Protective Equipment 

    Personal protective equipment (PPE) won’t help if your employees don’t know how to use it – and that’s if they use it at all. The first step of this process is to ensure that your employees and acknowledge that using or wearing safety equipment and PPE is mandatory. As long as you make this equipment available to employees at no cost of their own, they must use safety masks, reflective vests, and any other safety gear.

    Of course, having that equipment and knowing how to properly use it are two different issues. Use your safety meeting as an opportunity to educate employees about how to properly wear, use, and store equipment. Employees should also know how to identify and report any equipment issues issues and next steps for disposal and replacement.

    Machine guarding

    According to OSHA, unguarded and inadequately guarded machinery leads to “18,000 amputations, lacerations, crushing injuries, abrasions, and over 800 deaths per year.” It’s essential to put the proper safeguards in place and educate employees about the dangers that industrial equipment can pose. Make sure that employees are aware of the risks associated with improper machine guarding and take the following steps to limit the potential for user error:

    • Train employees on how to correctly use any industrial equipment and follow proper procedures.
    • Review the machine guarding controls in place at your facility, which can include barriers, two-hand trips, and other safety measures.
    • Conduct a full walkthrough of your facility or facilities to highlight controls and potential risks.

    Lockout/tagout procedures

    Certain industrial equipment can release hazardous energy sources whether they’re in use or not. Educating employees about proper lockout and tagout procedures will help ensure that workers know how to safely depower machinery and limit the potential for workplace injuries.

    Use your manufacturing safety meeting to stress just how important it is to control hazardous energy and follow proper maintenance and service protocol at all times. If you don’t already, make sure you have written lockout/tagout procedures for every machine and present them during the meeting. While the exact procedures can vary, the following steps represent a typical process for lockout/tagout:

    1. Notify any employees who are affected by lockout/tagout.
    2. Shut down equipment in accordance to proper procedure.
    3. Isolate the energy source.
    4. Attach the appropriate lockout device.
    5. Release or restrain any energy stored in the machine.
    6. Verify the lockout with the proper personnel.

    Electrical safety

    Anytime equipment generates electricity, there’s a chance that someone can get electrocuted. Electrical accidents can range from minor shocks to major fires and fatalities. Regardless of the danger level, you’ll want to talk with your employees about these hazards.

    It’s important that employees don’t underestimate potential electrical safety threats. While electrical machinery is a more obvious hazards, exposed wires or improperly used power strips are also an issue. The following topics can help ensure that employees know how to behave around electrical equipment and why safety is so important.

    • Electrical safety requirements and procedures in the workplace.
    • Why electrical safety-related work practices are critical.
    • How to identify potential hazards.
    • The different types of electrical injuries.

    Ergonomic work areas

    It’s easy to overlook the importance of workplace ergonomics, but this topic plays a direct role in limiting injuries and stress. Both laborers and office team members can directly benefit from adapting processes, environments, and instruments around their physical needs. There are a variety of ways that you can educate employees about safe workplace ergonomics, including the following subjects.

    • Correct lifting techniques and best practices to handle repetitive motion.
    • Stretches and exercises that can help minimize physical risks when bending, lifting, or twisting.
    • Ways to adjust computer monitors, equipment, and other items to improve posture and avoid neck and back pain.
    • Proper posture to prevent long-term issues.

    Protect Your Business Through Manufacturing Safety Meetings

    Proper safety training can go a long way toward making your workplace safer and more efficient. However, it’s not always easy for small businesses owners to conduct these meetings and stay ahead of safety and compliance risks alone.

    Group Management Services partners with businesses to reduce risk and create a safer, more efficient work environment. Our experts can assist you with onsite consulting, jobsite inspections, accident and injury investigations, training, and safety education. You can also sign up for one of our workplace safety courses. Contact GMS today to talk to our experts about how we can make your business simpler, safer, and stronger.

    And, be sure to mark your calendars for our upcoming safety expo on Sept. 10, 2021 at our Richfield office. For more information on the expo, please contact Paul Aldrich at PAldrich@groupmgmt.com

  • The knee is the largest joint in our body and, by the nature of its use, takes the brunt of our day-to-day activities. Think about all of the things you do on a daily basis and then try to imagine doing any of them without your knees. Rolling over in bed would be about the only thing you could perform; you couldn’t even stand up to start your day without the use of your knees. 

    Those jointed masses of bone and ligament help us to stand, bend, squat, walk, jump, run, crawl, kneel, pivot, and even sit. Thinking about everything that these joints do for us, it only makes sense to take good care of them.

    Did you know that your knee absorbs four times your body weight when walking and 10 times your body weight when running? Given these numbers, it is evident that even workers with a smaller body frame, carrying an appropriate weight are still stressing their knees every day. Adding my 20-40 pounds of extra body fat, depending on the month, only compounds my chances of experiencing a debilitating knee injury at work sooner rather than later.

    Image of a workplace knee injury. Learn about the impact of knee injuries at work and how risk management services can help.

    Impact of Knee Injuries in the Workplace

    Due to the amount of work our knees perform to propel us through life, they are often the first to break down and let us know they are doing so. Most people have experienced knee pain at one point in their lives, or will experience knee pain in the future. The American Osteopathic Association states that “close to 65% of Americans ages 18 to 34 have experienced chronic pain or someone they care for has experienced chronic pain during the past year.” This number accounts for a large portion of our contemporary workforce. Those of us that work in heavier job classes like skilled trades or nursing can experience knee degeneration at a more rapid pace.

    According to The Bureau of Labor Statistics, workplace knee injuries account for 15-20 percent of lost time injuries resulting in 16 days away from work on average. . Early diagnosis and treatment can drastically reduce overall claim cost and days missed from work. Ignoring the pain will rarely make our knee issues go away. Let’s take a look at some simple, cost-effective measures you can implement in your workplace to reduce exposure.

    • Raise the work level so workers are on their knees less.
    • Design workspaces so workers can sit rather than kneel.
    • Stage materials so that workers don’t have to bend or kneel to lift.
    • Use a rolling stool when floor work and movement are required.
    • Provide opportunities for workers to stretch knees through their full range of motion. This helps to lubricate the knee joint.
    • Train your workforce on appropriate knee exercises and stretches.
    • Provide an opportunity for them to stretch before, during, and after work.
    • Provide shock absorbing knee pads for individuals expected to work from their knees.
    • As always, keep your work environment free of clutter and tripping hazards.

    Set an Example for Workplace Safety

    Safety starts and ends with you. The culture is yours to create. Develop it. Own it. Exemplify it. 

    A Professional Employer Organization can help you set the standards for workplace safety by developing safety manuals, training programs, and other strategies to protect your people. Contact GMS today to learn more about risk management services that can create a safer working environment.

  • 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.

  • A workplace accident can be a life-changing event, both for the person injured and an employer. A serious injury can change someone’s life, which in turn can place your business under the spotlight for both the injured employee’s family and OSHA.

    While you can’t heal someone’s injury after the fact, there are ways that you can definitively respond to workplace injuries to help avoid future accidents and avoid OSHA intervention. Here’s an example of how GMS helped one company avoid OSHA scrutiny and put practices in place to prevent additional workplace injuries.

    Hard hats in place to improve workplace safety for employees. 

    A Swift Reaction to Workplace Safety After a Fall

    The incident in question starts with an employee on top of a loaded flatbed trailer. At some point, the employee fell off the trailer and broke his neck in two places. After falling, the injured employee couldn’t move and laid motionless for roughly 30 minutes before another worker found him. The injured employee was then rushed to the hospital and spent 12 days in the intensive care unit before being moved to the physical therapy unit.

    While the injured employee was being treated, there was more work to be done back at the site of the accident. Within 60 minutes of the accident, a GMS safety coordinator was on the scene to investigate the incident and interview everyone directly involved with the incident. 

    Meanwhile, a claims specialist was in constant communication with the company’s owner, the witness, the injured worker’s spouse, and the safety coordinator. During this time, the claims specialist was able to make sure that the safety coordinator had accurate information for him to proceed with the investigation and create a Standard Operating Procedure (SOP) to make sure that the company didn’t have another employee suffer the same fate.

    Five days after the accident, OSHA sent the company a letter requesting a copy of our investigation. The coordinator emailed the investigation to OSHA along with a list of preventative measures the company was implementing to prevent these types of accidents from happening again. The attached SOP detailed that employees were no longer allowed to climb on loaded trailers. It also included information on a tool employees would now use to tarp the load without having to climb on it. Dates for future trainings were also set to teach employees how to use this tool and prevent future injuries. 

    Within a week of OSHA’s initial request, the organization reviewed the materials and plans GMS put in place and decided not to take any further action. In addition, OSHA didn’t assess any penalties for the accident.

    Take the Right Workplace Safety Precautions to Protect You and Your Employees

    As tragic as the accident was for everyone involved, it could have been much worse for this company. By acting swiftly and decisively, the company now has practices in place to protect more employees from catastrophic injuries. The investigation and new workplace safety practices also helped prevent the company in question avoid additional issues from OSHA.

    With millions of nonfatal workplace injuries occurring every year, it’s crucial to have plans in place to not only keep your employees safe, but also protect your business from OSHA repercussions. 

    Want to make your workplace safer? Contact GMS today about protecting your business.

  • Running a business is difficult enough. Keeping track of the Occupational Safety and Health Administration’s regulations makes your job as an employer even more complicated.

    It’s not uncommon for small business owners to not fully understand the OSHA regulations that apply to their business – after all, there are a lot of them. However, noncompliance with OSHA regulations can not only put your employees in potential danger, but also lead to costly penalties that will set your business back financially. 

    An inspector with an OSHA compliance checklist with requirements for small business owners. 

    Who is Covered Under OSHA?

    The general rule of thumb is that if your business has employees, those employees are likely covered by federal OSHA regulations. There are a few exclusions to this, such as people who are self-employed, public sector employees, and family members who work on a farm. 

    Even with those omissions, the vast majority of businesses must meet OSHA safety and health requirements. However, businesses with 10 or fewer employees are defined as partially exempt by OSHA. This partial exemption means excludes these small business from some key responsibilities.

    Another important note is certain states have their own OSHA-approved health and safety plans. OSHA still monitors these state plans, but the state laws take precedence over federal rules. As such, you’ll need to double check your state’s exact regulations to see if they differ from federal OSHA laws. OSHA includes a map with all the active state health and safety plans and contacts on its website.

    OSHA Requirements for Small Business Owners

    Whether your business is partially exempt or not, OSHA affects your company in several ways. Employers have multiple responsibilities to ensure that their business is compliant with OSHA standards. 

    Provide a workplace free from serious recognized hazards

    The first major OSHA requirement for employers is to conform workplace conditions to applicable OSHA standards. These standards mandate that employers should identify and correct any safety and health hazards present in the workplace. If any hazards can be eliminated or reduced through feasible changes in working conditions, then those changes must be made to comply with OSHA standards.

    These dangers can vary greatly depending on the nature of your business. For example, a construction site may require safety measures such as fall protection, guards on machines, and removal of hazardous waste. Meanwhile, adding ergonomic seating may limit health risks in office environments. For an exact list of regulations, please refer to OSHA Standards – 29 CFR.

    Part of these changes often include ensuring that employees have the proper tools and equipment to complete their jobs safely. You must provide the correct personal protective equipment (PPE), such as gloves, eye protection, and more. Any tools and equipment must be properly maintained. Furthermore, it’s a small business employer’s responsibility to provide safe tools and equipment – employees should not be required to provide their own PPE aside from everyday clothing and items.

    Give employees the information necessary to protect themselves

    Another key OSHA requirement for small business owners is to provide employees freedom in their right to information. As an employer, you are expected to provide your workers with a few different forms of information.

    • On-site OSHA poster
    • Hazardous chemical details
    • Employee training

    On-site OSHA poster

    Every workplace has OSHA poster requirements for small businesses and large businesses alike. Regardless of company size, each business should have an OSHA or state-plan compliant poster on premises. Employers are required to display this poster in a prominent place so that employees can review their rights under OSHA law. An approved OSHA “It’s the Law” workplace poster is available for free online.

    Hazardous chemical details

    Any hazardous chemical containers must be properly labeled. These labels should not only identify the hazardous substance, but also include appropriate warnings. You should also keep Safety Data Sheets (SDSs) for every substance that your employees may encounter. These SDSs must be readily available to workers so that they can review them and learn about the chemicals, their effects, exposure prevention, and emergency treatment.

    Employee training

    OSHA requires employers to train employees about potential dangers and what they can do to stay safe on the job. Per OSHA rules, there are four different topics that should be addressed during employee training procedures.

    • Hazardous substance training. This training should include how to read SDSs and what to do when handling any incidents. 
    • Blood-borne pathogen training. Any employees who may be exposed to blood-borne pathogens during regular duty should be trained about how to deal with blood-borne pathogens in case of an emergency.
    • Emergency situation training. Employees should be trained on what to do in emergency situations, such as how to exit the building. 
    • OSHA inspector training. Employees should be trained on what to do if an OSHA inspector ever visits your workplace.

    Employers must communicate training in a language and vocabulary workers can understand. The method of communication depends on how many employees you have. Businesses with 10 or fewer employees can orally communicate a training plan to meet OSHA standards. Businesses with more than 10 employees must share a written plan that is kept in the workplace and available for employees to review at all times.

    Recordkeeping requirements

    Depending on the size of your business, OSHA may require you to keep records of serious work-related injuries and illnesses. Every accident should be recorded in the OSHA 300 log available online. Employers do not need to record minor injuries that only require first aid. Instead, employers should record the following injuries and illnesses listed by OSHA.

    • Any work-related fatality
    • Any work-related injury or illness that results in loss of consciousness, days away from work, restricted work, or transfer to another job
    • Any work-related injury or illness requiring medical treatment beyond first aid
    • Any work-related diagnosed case of cancer, chronic irreversible diseases, fractured or cracked bones or teeth, and punctured eardrums
    • Special recording for work-related cases involving, needlesticks and sharps injuries, medical removal, hearing loss, and tuberculosis

    It’s also important to note that recordkeeping is another area affected by partial exemption. Businesses with 10 or fewer employees do not need to maintain OSHA injury and illness records unless OSHA or the U.S. Bureau of Labor Statistics specifically instructs them to in writing. Employers in certain low-hazard industries are also exempt from this requirement.

    Reporting requirements

    OSHA is going to want to know about serious accidents or illnesses that occur at your workplace. These reporting requirements change depending on the severity of the issue. To start, employers are required to record any minor accidents and illnesses in the OSHA 300 log within seven days. 

    More serious incidents require added urgency and reporting measures. Workplace accidents that result in at least one death or send three or more employees to the hospital must be reported within eight hours. Meanwhile, employers must report work-related inpatient hospitalizations, amputations, and eye loss within 24 hours. For these types of incidents, you can report to OSHA through the following means:

    Once an incident occurs, you must post OSHA citations either at or near the work area involved. These citations should stay posted for at least three working days or until the violation is corrected (whichever is longer).

    Whistleblower protection

    OSHA will crack down hard on any employers who discriminate against employees who file complaints alleging OSHA violations. The Whistleblower Protection Program disallows employers from taking adverse actions against employees who engage in protected activities. These actions include, but are not limited to:

    • Firings or layoffs
    • Demotions
    • Denial of overtime or promotion
    • Reduction of pay or hours
    • Intimidation or harassment
    • Denial of benefits

    Potential OSHA Violations for Noncompliance

    While there are several different criteria to maintain OSHA small business compliance, not all violations are viewed in the same light. There are four different types of OSHA violations, each of which have distinct penalties.

    • Willful violations. Any violations that OSHA deems were intentionally and knowingly committed by an employer with plain indifference to the law. Penalties for willful violations can range from $5,000 up to $70,000 for each offense.
    • Serious violations. These violations occur when an employer knew, or should have known, about a hazard that would likely lead to death or serious physical harm. Serious violations can lead to penalties of up to $7,000.
    • Other-than-serious violations. These violations are also tied to the safety and health of employees, but the hazard in question probably wouldn’t lead to death or serious physical harm. Other-than-serious violations can result in penalties of up to $7,000.
    • Repeated violations. A business that commits violations that are similar to past offenses are committing repeated violations. OSHA can penalize businesses up to $70,000 for every repeated violation.

    Prevent OSHA Small Business Issues with Proactive Risk Management

    Workplace hazards are a major problem for any small business. Workplace injuries and illnesses can not only impact the wellbeing of your employees, but also cause OSHA to visit your business. Fortunately, there are ways you can mitigate, or even avoid, OSHA  inspections and penalties.

    At GMS, we help business owners take control of workplace safety through proactive risk management. Our team works with you to provide onsite consulting, training, and jobsite inspections to identify potential problem areas and help your small business stay compliant with OSHA regulations. We’re also there to handle key investigations and deal with OSHA on your behalf in case an incident ever does occur.

    Need a partner that can help your small business stay ahead of risks and avoid costly penalties? Contact GMS today about how we can save you time, money, and plenty of headaches by helping you take control of critical HR functions.