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  • Due to unidentified risks, 77% of companies faced operational mishaps within the last five years alone. Even with extensive safety measures and planning, accidents still happen, and unforeseen events could have catastrophic consequences for your employees and business. The source of a threat can come anywhere – from legal liabilities to accidents in the workplace and everything in between. That is why risk management is an essential component of any successful business strategy.

    By developing a robust risk management plan, you can mitigate these hazards and ensure you and your employees have appropriate training and are well-prepared to handle any unexpected challenges that may arise. As a small business owner, understanding the fundamentals of risk management is crucial to achieving your goals and keeping your employees safe.

    What Is Risk Management?

    Risk management involves identifying, assessing, and prioritizing potential risks that could negatively impact a company’s operations, reputation, or financial stability. It consists of evaluating the likelihood and impact of those risks and taking steps to mitigate or avoid them.

    In the United States, millions of workers suffer from serious job-related injuries every year, according to the Occupational Safety and Health Administration (OSHA), resulting in lost productivity, workers’ compensation claims, and increased insurance rates. Risk management is a proactive approach that works to prevent these types of accidents by identifying hazards and implementing strategies to minimize the likelihood of damage occurring and protect your employees.

    Understanding Workers’ Compensation 

    Workers’ compensation is a type of insurance that benefits employees who are injured or become ill due to their job. The goal of workers’ compensation is to ensure employees receive the medical care they need and receive compensation for lost wages.

    An employee must have been injured or become ill while on the job to be eligible for workers’ compensation benefits which include injuries that occur while traveling for work or attending a work-related event. Employees eligible for workers’ compensation benefits are entitled to receive benefits regardless of who was at fault for the injury. Additionally, you must report workplace injuries to your insurance carrier and provide the injured employee with the necessary paperwork to file a claim.

    Different types of workers’ compensation claims include medical care, lost wages, and disability benefits. Medical care benefits cover the cost of medical treatment related to the injury or illness. Lost wage benefits provide a portion of the employee’s regular wages while they cannot work due to the injury. Disability benefits provide ongoing financial support for employees who cannot return to work due to a permanent disability.
    Injuries covered by workers’ compensation can include everything from slips and falls to repetitive motion injuries. It’s essential that you have a clear understanding of the types of damages protected by workers’ compensation and ensure your employees are aware of their rights.

    While navigating the workers’ compensation claims process can be complex, there are practical steps employees can take to ensure they receive the benefits they are entitled to. These steps include reporting injuries promptly, seeking medical attention, and working with an experienced workers’ compensation organization. You should have a straightforward process in place for reporting workplace injuries and work closely with your insurance carrier to ensure that claims are processed efficiently.

    Workers’ Rights To A Safe Workplace

    Workplace safety is a critical issue that affects employees’ health, productivity, and overall well-being, and it’s your legal responsibility as their employer to comply with OSHA guidelines. Failure to comply with safety regulations can result in severe consequences, including fines, penalties, and legal action.

    The OSHA guidelines outline the minimum safety requirements that you must meet to ensure a safe working environment. These guidelines cover a range of issues, including hazard communication, personal protective equipment, machine guarding, and electrical safety. You must provide safety training and equipment to your employees and maintain records of workplace injuries and illnesses.

    Workers have the right to a safe working environment and can take steps to report safety violations in their workplace by filing a complaint with OSHA or their state’s workplace safety agency. Employees cannot be retaliated against for reporting safety violations.

    OSHA enforces these regulations through inspections and investigations of workplace safety violations. Employers found to be in violation of safety regulations can face significant fines and penalties. A serious violation can result in a fine of up to $15,625, while a willful violation can result in a fine of up to $156,259. In addition to financial penalties, employers may also face legal action and negative publicity for failing to provide a safe working environment.

    Violations include failure to provide proper safety equipment, inadequate training, and failure to maintain machinery and equipment. These violations can lead to severe injuries and even fatalities. For example, an employer who fails to provide proper fall protection equipment to employees working at heights can face serious consequences if an employee falls and suffers a fatal injury.
    However, you can take practical steps to ensure you meet safety requirements and avoid fines. These steps include conducting regular safety audits, providing proper safety training and equipment, and maintaining accurate workplace injuries and illnesses records. You can also consult with workplace safety experts to stay up-to-date on the latest safety regulations and best practices.

    Workplace Safety Strategies 

    There are a variety of workplace risks that can threaten your employees, including falls, chemical exposure, and electrical hazards. Failing to take the appropriate precautions can turn the workplace into a dangerous threat for your employees and a potentially devastating financial expense.

    Workplace safety involves identifying potential hazards in the area of operation and implementing measures to prevent accidents and injuries. Safety audits must occur regularly to find the best strategies to mitigate risks. This can include:

    • Providing employees with personal protective equipment (PPE)
    • Employee safety training on equipment and emergency drills
    • Implementing safety protocols for working with high-risk materials
    • Developing a comprehensive risk management plan that outlines potential risks and mitigation strategies
    • Working closely with insurance carriers to ensure that claims are processed efficiently

    Ensuring a safe work environment is an ongoing process that requires high levels of attention to protect your employees and minimize the financial impact of workplace incidents.

    Ongoing Risk Management

    Unfortunately, risk management is not a “one and done” type of process but requires continuous monitoring and revisions to your plan. It’s critical that you consistently reevaluate risks; proactive and preventive measures will benefit your business in the long term through:

    Identifying new risks: Business environments are constantly changing, and unknown challenges can emerge at any time. Ongoing monitoring and reviewing risks can help you identify new threats as they arise, allowing you to take proactive steps to mitigate them.

    Ensuring compliance: Laws and regulations related to risk management can change over time. Continued monitoring and reviewing of risks can help you ensure that you comply with any new laws or regulations pertaining to risk management, preventing legal issues and financial penalties.

    Improving decision-making: Ongoing risk monitoring and reviewing can provide you with valuable data and insights that can inform decision-making. This can help you make more informed decisions related to risk management, such as whether to invest in additional risk reduction measures or transfer risks to another party.

    Protecting the business’s reputation: Constant monitoring and reviewing risks can help you identify potential reputational risks before they become significant. You can take proactive steps to protect your reputation and maintain the trust of your customers and stakeholders.

    Minimizing financial losses: Effective risk management can help you reduce the economic impact of potential risks. For example, insurance coverage can help mitigate the financial impact of a natural disaster or other unexpected event.

    Enhancing stakeholder confidence: A risk management plan can enhance stakeholder confidence in your business by demonstrating you’re taking proactive steps to manage potential risks.

    Your Risk Management Plan

    Effective risk management means controlling future outcomes by acting proactively rather than reactively. Ultimately, by understanding the basics of risk management and implementing effective strategies, you can protect your business against potential risks and ensure its long-term success.

    The comprehensive process of risk planning combined with the ongoing need to monitor new and evolving risks is no easy task, especially when you’re already responsible for running the business itself. But you don’t need to do it alone; let us help you!

    Our extensive risk management services and experienced analysts help you stay ahead of risks associated with everything from workers’ compensation to workplace hazards. We build you a strategic risk management plan customized to your business. Additionally, we offer onsite consulting, job site inspections, training services, and OSHA inspection assistance so you no longer have to worry about potentially devastating accidents burdening your business. To find out which services will best benefit you and your business, contact us today!

  • Whether you need to follow legal regulations or simply have company rules, workplace compliance requirements are crucial for any small business. Unfortunately, it’s not always easy to get employees on the same page. While workplace compliance is often seen as an HR issue, it’s important for every employee to be aware of the laws that affect their work environment.

    It’s critical for small businesses to take steps toward encouraging a compliant workplace. Encouraging this type of culture can help businesses save on workers’ compensation, create a safer workplace, and help everyone stay on the same page. Compliance is not a one-time effort. It’s an ongoing process requiring constant vigilance and attention to detail. The benefits of compliance far outweigh the costs, though, so it’s important to ensure every employee understands their role in maintaining workplace compliance and feels comfortable raising issues with management if they see something wrong.

    Let’s break down what you can do to get your employees to buy into your company’s rules.

    The Benefits Of Workplace Compliance

    Workplace compliance is an essential part of any HR department’s responsibilities. The goal of workplace compliance is to ensure that all employees are following the laws and regulations that govern their industry. By doing so, you will protect your company from potential lawsuits, fines, and other costly penalties.

    In addition to complying with government regulations, there are other benefits to maintaining workplace compliance:

    • It helps protect your employees from injury or illness by ensuring that they have the necessary safety equipment and training.  
    • It helps protect your customers from harm by making sure your products and services meet quality standards.
    • It reduces employee turnover because employees feel safer working in a company that cares about their safety and well-being.
    • It makes it easier for employees to focus on their jobs, knowing they will not be injured or ill due to unsafe conditions at work or poor-quality products or services provided by the company. 

    How To Ensure Compliance In The Workplace

    There are several different steps that employers can take to help cultivate a culture of compliance. Here are ways that you can ensure that your workforce complies with existing policies and procedures.

    Document any rules your employees need to follow

    The first step toward workplace compliance is to make sure everyone knows your policies and procedures. It’s important to document your company’s rules in your employee handbook. This way, you can give each employee a handbook so that they can review the regulations you have in place.

    This process will not only give everyone a document to review their rights and obligations but also serves as a compliance tool in case there are any occasions where people violate company policies. You can have employees sign off on receiving and reviewing your handbook. You can also create checklists to ensure employees understand all the right steps for specific procedures.

    It’s also important to make sure your policies and procedures stay up to date with any new federal laws or business trends. You can update your handbook to add new policies or tweak existing rules, just make sure that every employee has the means to access these rule changes to stay compliant. Finally, these documents should be easily accessible so that employees can review them at their leisure.

    Consistently apply these policies and procedures

    Having policies and procedures in place is one thing; the way you apply them is another. Your compliance rules affect everyone at your company, from the top executive to the newest member of your team.

    It’s essential to make sure that you consistently apply these policies and procedures equally so that your whole organization sees that there isn’t any special treatment. Should any employee notice that the rules aren’t applied equally, they’ll be much less likely to buy into them. That disenchantment can quickly lead to non-compliance.

    The best way to avoid this potential problem is to reinforce how important these policies and procedures are for everyone. Have regular handbook reviews where you go over key policies and company culture with your whole staff and reinforce that it takes buy-in from everyone. By setting an example and making sure everyone is accountable, you can instill a culture of compliance and avoid issues stemming from inconsistent treatment.

    Take a positive approach instead of just saying “no”

    If you want your employees to truly buy into a culture of compliance, it’s best to focus on what they should do instead of telling them what not to do. Taking an “anti” approach to workplace policies is similar to telling someone “no” over and over – at some point, they may stop listening.

    This natural reaction to being told what not to do is why it’s better to focus on proper behaviors and educate employees on why that approach is best. If you have specific safety rules in place, create policies of what employees should do and why those behaviors are best.

    For example, lay out guidelines on the safety equipment employees should use and how that equipment keeps them safe and healthy. That type of message will naturally hit home harder than simply saying, “Don’t work without a harness.” By providing positive instructions and providing the reason behind them, your workforce can at least understand why those rules are in place, even if they don’t like them.

    Invest in employee training

    Once your policies are in place, you’ll want to do more than just communicate them with employees. Training will help reinforce those compliance procedures and policies so that they’re less likely to make mistakes. These training sessions should cover the following topics:

    • Safety and health policies, goals, and procedures
    • Functions of the safety program
    • Proper contacts for any questions or concerns about the program
    • How to report hazards, injuries, illnesses, and close calls/near misses

    What to do in an emergency

    Training should also be more than a one-time event. An ongoing training program can help your employees stay aware of company policies and procedures, especially if there are any changes to your compliance guidelines.

    Use positive reinforcement for doing the right thing

    Let’s be honest, the average person doesn’t think of workplace compliance as an exciting topic. That doesn’t mean the subject has to be a drag. Utilizing positive reinforcement to reinforce your policies and procedures can not only help prevent problems but also encourage your employees to participate actively in workplace compliance measures.

    There are several different ways that you can go about this process. If you’re trying to get individuals into compliance training, the company could buy lunch for employees to get them more excited about the session. You can also incentivize employees by setting up a small rewards program for people who actively engage in compliant behaviors. If you make compliance a positive experience, employees will be much more likely to follow company policies and procedures.

    Keep employees engaged

    Positive reinforcement is one step in the right direction, but don’t forget that compliance is a two-way street. It’s critical to keep communication open for any employees who want to talk about workplace compliance. Those conversations will not only help your employees feel heard but also uncover some potential opportunities for improvement.

    Sometimes these conversations aren’t exactly enjoyable. If someone breaks company rules about safety, harassment, or something else, it’s time to have a serious discussion about unacceptable behavior. It’s important to foster a compliant work environment, so these conversations are necessary to explain why an employee’s behavior went against company policy and how to move forward.

    It’s also essential to keep an open dialogue with employees to see what’s going on around the workplace. If employees are experiencing difficulties with certain policies or have feedback about how to create a safer work culture, let them know that management is there to listen. Allowing your employees to share what they’re experiencing can help foster a more engaging workforce and help identify potential opportunities to improve compliance.

    Ensure equal employment opportunity

    Equal employment opportunity (EEO) laws are designed to ensure equal employment opportunity for all employees regardless of race, color, religion, sex (including gender identity), national origin, age (40 or older), disability, or genetic information. These laws also extend protection against discrimination based on pregnancy, childbirth, or related medical conditions.

    Employers must maintain records that document hiring practices and promotions to demonstrate their compliance with EEO laws. For example, they must keep records of applications received and interviews conducted. This can prove that they didn’t discriminate against any applicants based on protected characteristics such as race or sex (including gender identity).

    Revisit health and safety regulations

    Health and safety compliance is a very important aspect of any business or organization. If you are not compliant with health and safety laws, then there can be serious consequences for you, your staff, and your business.

    It’s essential that all businesses have a health and safety policy in place which outlines exactly what needs to happen if an incident occurs or when an injury does occur (i.e.: what do I do?). This policy should be reviewed regularly so that it reflects current legislation as well as ensures that everyone knows what their responsibilities are when it comes to handling such incidents.

    If you have an accident at work or someone gets injured, then this could result in a fine from the health and safety executive (HSE) if the accident wasn’t reported correctly or if no records were kept of incidents that occurred on-site.

    Create A Culture Of Compliance

    From safety regulations to parking policies, it’s important to ensure everyone buys into your company’s rules. Fortunately, you don’t have to go through this process alone. GMS works with businesses to develop a culture of workplace compliance and helps them save time and money through expert HR outsourcing. Our team can help instill a culture of compliance through employee training, documentation, and other measures to help prevent future issues.

    Ready to make your company simpler, safer, and stronger? Contact GMS today about how we can support your business through comprehensive human resource services.

  • Individual state governments continue to propose and adopt legislation requiring businesses to ensure consumers’ privacy rights; however, some states are preparing faster than others. All companies in Michigan, Ohio, and Pennsylvania should be prepared for changes that could be coming their way. The three states have considered implementing bills similar to California’s strict law.

    The California Consumer Privacy Act (CCPA) gives consumers more control over the personal information being collected about them. This law secured new privacy rights for California consumers, including:

    • The right to know about the personal information collected and how it’s used and shared
    • The right to remove or delete personal information 
    • The right to opt-out of the sale of their personal information 
    • The right to nondiscrimination when exercising CCPA rights

    What This Means For Michigan, Ohio, & Pennsylvania

    Should Michigan, Ohio, and Pennsylvania implement a law similar to the CCPA, it would require covered businesses to enforce policies and procedures that provide privacy rights to consumers. If you’re a business owner in one of these states, it is vital to understand the requirements, as they could impact your business.

    Michigan

    The Michigan legislature is considering the Consumer Privacy Act that would apply to for-profit entities conducting business in Michigan or producing products or services targeted at Michigan residents.

    Should the Michigan legislature pass, it would provide consumers with the following rights: 

    • The right to access the personal data collected about an indiviual
    • The right to request that a business is to correct any personal data about them that is inaccurate
    • The right to opt-out of the processing of personal data for purposes of targeted advertising or profiling 
    • The right to obtain the personal data that they provided to the business in a portable and readily usable format
    • The right to opt-out of the sale of the consumer’s data

    Ohio

    The Ohio Personal Privacy Act applies to certain for-profit entities in Ohio. This also includes producing products or services targeted to consumers within the state that has met specific requirements. In addition, this act would exclude specific organizations from its coverage, including state agencies, institutions by HIPAA, and more.

    The act would provide consumers with the following rights:

    • The right to access personal data collected about them
    • The right to request the removal of personal data collected from a consumer for business purposes retained in electronic formats 
    • The right to opt-out of data being processed or transmitted
    • The right to request your data must be provided electronically in a portable, easily usable format
    • The right to opt-out of the sale of personal data of the consumer

    Pennsylvania 

    The Pennsylvania legislature is considering three pieces of legislation: the Consumer Privacy Act and two bills called the Consumer Data Protection Act. The Consumer Privacy Act provides consumers the same rights as the Michigan Consumer Privacy Act.

    The Consumer Data Act applies to for-profit entities that do business in Pennsylvania and meet specific limitations. This act is different from the Consumer Privacy Act as it does not include the right to correct misinformation, restrict the processing of personal data for targeted advertising or profiling, or obtain data in a portable format. In addition, the Consumer Data Act provides for a private right of action when a consumer whose non-encrypted or non-modified personal information is subject to unauthorized access and exclusion, theft or disclosure, to implement and maintain appropriate security procedures and practices resulting in a breach of the business of duty.

    The act includes: 

    • The right to access personal data collected about them
    • The right to request that the business remove any personal information it collected from the consumer
    • The right to opt-out of the personal data of the consumer 

    What’s Next 

    No matter where your business operates, it’s vital to understand the ever-changing laws in each state. As states are beginning to implement similar laws to California, Ohio, Michigan, and Pennsylvania regarding privacy. As a business owner, staying on top of the evolving rules and regulations is essential. When you partner with GMS, you gain access to experts and resources that will help you do so. We partner with small businesses to take on the administrative burdens they don’t have time to handle. Stop worrying about the future and partner with GMS. Contact us today.

  • With recent news regarding gun control, there has been additional confusion over when, where, and how weapons can be carried. Laws and regulations related to carrying firearms, specifically concealed guns and where weapons can be carried, continue to change.

    The Second Amendment of the U.S. Constitution states, “a well-regulated militia, being necessary to the security of a free state, the right of the people to keep and bear arms, shall not be infringed.” As a business owner, you may wonder how this affects your business. To remain compliant with evolving legislation, employers should communicate expectations consistently throughout their organization.

    Safe Work Environment 

    Employers must provide a workplace for employees that does not pose a severe risk of harm. A weapons-free workplace policy sets the stage for a safe work environment. There should be training for any possible incidents of workplace violence, including those that involve weapons. For this to happen, employers must assess risks through a workplace audit. This will allow the workplace to be prepared should an incident occur.

    In addition, you must monitor any additional changes to relevant laws and regulations. Understand that laws vary at local and state levels. If you’re a business owner with office locations in multiple states, you must understand each law that could impact the organization.

    Ensure you are consistent when issuing and maintaining policies and procedures throughout the workplace. If you’re an employer who enforces a strict no-weapons policy, it must be implemented fairly throughout the organization. For example, if no employee is allowed to have a weapon in the workplace, this policy should include all employees, even executives such as the CEO.

    How Will You Protect Your Employees?

    Partnering with a PEO such as GMS can provide you with the resources you need to make informed decisions. Our safety experts conduct walkthroughs of your facility to ensure you remain compliant with OSHA rules and regulations. In addition, our HR experts work with you to create employee handbooks. If you already have an employee handbook written, we can help you update it with a no-weapon policy. Contact us today to learn more.

  • Companies have been forced to review their emergency plans and create anti-violence training as a result of several factors. With the recent spike in shootings and other acts of violence affecting workers, protocols must change. If you add that to an increase of employees returning to work following the COVID-19 pandemic, you might need to reconsider your emergency action plans to reduce workplace violence.

    Workplace violence is “violence or the threat of violence against workers. It can occur at or outside the workplace, ranging from threats and verbal abuse to physical assaults and homicide, one of the leading causes of job-related deaths.”

    The Occupational Safety and Health Administration (OSHA) requires workplaces to have an emergency action plan to facilitate and organize employer and employee actions during workplace emergencies. Did you know, on average, nearly two million U.S. workers report being a victim of violence at work? The U.S. Bureau of Labor Statistics reports that the annual number of workplace homicides is nearly 400.

    How Employers Can Protect Their Employees

    Employers must establish a zero-tolerance policy toward workplace violence against or by their employees. If you do not already have a workplace violence prevention program set in place, consider doing so immediately to ensure the safety of your employees. Another option is to add a new section to your employee handbook regarding workplace violence. It’s imperative that the policy is clear and understood by all employees so that if an accident occurs, all workplace claims are investigated and dealt with promptly.

    In the event of workplace violence, take the following actions:

    • Encourage employees to report and log all incidents and threats of workplace violence. 
    • Provide prompt medical evaluation and treatment after the incident. 
    • Report violent incidents to the local police. 
    • Discuss the circumstances of the incident with human resources.
    • Offer stress debriefing sessions and post-traumatic counseling services to help employees recover from a violent incident.
    • Investigate all violent incidents and threats, monitor trends in violent incidents by type or circumstance, and institute corrective actions. 
    • Discuss changes in the program during regular employee meetings. 

    Create A Plan Before It’s Too Late

    At GMS, the safety of our clients is at the top of our priority list. Our experts create and update our clients’ emergency action plans with the latest laws and regulations. Furthermore, HR experts at GMS enhance your employee handbooks to ensure that your employees are protected and adhere to a zero-tolerance policy for workplace violence. Don’t let your employees be at risk. Contact us today.

  • The Occupational Safety and Health Administration (OSHA) has announced its top 10 most-cited workplace safety violations for fiscal year 2021. OSHA publishes this list annually to raise employer awareness regarding the commonly cited standards. It’s imperative to recognize and correct hazards to avoid a visit – and heavy fines – from OSHA.

    The top 10 most frequently cited workplace safety standards including the number of violations for 2021 are:

    1. Fall protection – general requirements: 5,295 violations
    2. Respiratory protection: 2,527
    3. Ladders: 2,026
    4. Scaffolding: 1,948
    5. Hazard communication: 1,947
    6. Lockout/tagout: 1,698
    7. Fall protection – training requirements: 1,666
    8. Personal protective and lifesaving equipment – eye and face protection: 1,452
    9. Powered industrial trucks: 1,420
    10. Machine guarding: 1,113

    As fall protection is ranked number one for the 11th year in a row, it is vital you and your employees are trained properly. Every company should conduct an annual review of its safety policies and procedures, coinciding with this list’s publication. The list that OSHA provides is simply a starting point for identifying areas to evaluate as you fine-tune your 2022 safety program – however, your employees’ safety requires much more.

    The Importance Of Workplace Safety 

    Every worker should feel safe in their work environment. It is the responsibility of the employer to provide the right conditions for their employees. No matter the size or industry of your business, workplace safety is the number one priority.

    Amidst the COVID-19 pandemic in 2020, workplace safety has become more important than ever. COVID-19 resulted in an increase in illnesses alongside the development of remote work. Safety-related initiatives result in fewer accidents, fewer occupational health costs, better employee retention and satisfaction, less employee downtime, and less retraining time.

    Invest In Workplace Safety

    Every year, U.S. businesses suffer the consequences of workplace injuries resulting in lost time, leading to costly fines for your business. What proactive steps are you taking to ensure the safety of your employees? GMS assists business owners in taking a proactive approach to workplace safety through various services:

    • Onsite consulting
    • Jobsite inspections
    • Accident and injury investigation

    Allow our team of safety experts to conduct onsite inspections prior to OSHA showing up. Be proactive and partner with GMS today.