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  • According to the Texas Department of Insurance, Division of Workers’ Compensation (DWC), during the first 27 months of the COVID-19 pandemic, the number of workers’ compensation claims increased by 20%. The DWC oversees the administration and operation of the Texas workers’ compensation system.

    The goals of DWC are to ensure:

    • Each employee is treated with dignity and respect when injured on the job
    • Each injured employee has access to fair and accessible dispute resolution processes
    • Each employee that is injured has access to high-quality medical assistance
    • Each injured employee receives services to facilitate their return to work as soon as it’s considered safe and appropriate by their health care provider

    Since May 1st, 2022, insurance companies have reported over 83,000 COVID-19 claims and 448 fatalities to DWC. More than half of these claims were shown to be injured employees who tested positive for COVID-19. As a result, insurance companies:

    • Accepted 58% of positive test claims
    • Denied 42% of positive test claims

    With that being said, out of the 21,000 claims that were denied, there were only 184 disputes filed with DWC. A report stated that this was the highest number of claims and has interrupted a 20-year trend in Texas of fewer workers’ compensation claims reported each year. 51% of COVID-19 claims were in the public administration sector – first responders, correctional officers, and prison workers. 18% of the claims accounted for health care workers and social assistance.

    Carriers have paid a total of $40.6 million in medical costs on COVID-19-related claims that were reported to an insurance carrier as of March 31st, 2022. However, 76% of these costs have been paid by political subdivisions, 20% from insurance carriers, and 4% from the state of Texas.

    How You Can Lower Workers’ Compensation Rates

    The formula for determining your company’s workers’ compensation rates is complex; however, the concept is simple. The more claims an employee files, the higher your rate will be. GMS’ experts work hard to help you save time and money and prevent your workers from being injured on the job. Our team will work with you to reduce the risk of workplace accidents so that your business has fewer, less severe claims over time by using the following:

    • Risk assessments
    • Safety training programs
    • Development of safety manuals
    • Development of safety guidelines for employees
    • Workplace inspections and guidance on OSHA compliance
    • Help implement a drug-free and drug-testing program

    GMS’ workers’ compensation claims management team provides businesses with more than just cost savings. Most importantly, you gain a partner that oversees the process of claims management. We work closely with carriers to ensure that your best interests are always at the forefront. Contact us today to get your workers’ compensation risk under control.

  • The Occupational Safety and Health Administration (OSHA) announced that they will begin the enforcement phase of its emphasis program to prevent workplace hearing loss. Although this program focuses mainly on manufacturing industries, occupational hearing loss is a widespread concern.

    OSHA reported that more than 30 million workers in the United States are exposed to hazardous noise each year causing thousands of workers to suffer from hearing loss that could have been prevented. Hazardous noise levels within the workplace are not only a concern for hearing loss but also contribute to other causes of physical and mental stress, ultimately, lowering employee productivity.

    With OSHA’s new regulations on occupational noise exposure, employers are now required to implement a hearing conservation program when employee noise exposure is equal to or exceeds an 8-hour time-weighted average (TWA) sound level of 85 decibels (dBA). The OSHA permissible exposure limit (PEL) for noise is 90 dBA as an 8-hour TWA.

    Now, you may wonder, how can I prevent my employees from being exposed to hazardous noise? There are sound-measuring instruments available to measure noise levels which include sound level meters, noise dosimeters, and octave band analyzers. If you have access to mobile iOS devices, you can download the Sound Level Meter app as well. Partnering with a PEO like GMS can also ensure the safety of your employees.

    How GMS Can Help With Workplace Safety

    We understand that business owners can’t keep operations running and thriving without a healthy and efficient workforce. Your employees need the resources and tools to succeed while you are ensuring you’ve created a safe work environment. GMS helps small business owners take a proactive approach to workplace safety through a variety of services. We provide onsite consulting, job site inspections, accident and injury investigations, training, job hazard analysis and standard operating procedures, and OSHA inspection and citation assistance. If you want to make your workplace a safer place, contact us today.

  • 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.

  • For the majority of small businesses, workers’ compensation insurance is simply an unavoidable cost. The exact requirements vary by state, but any company that needs coverage faces a simple scenario – carry workers’ comp insurance or face the consequences.

    While workers’ compensation coverage is a must for many small businesses, figuring out how much your business will owe is complicated. The exact rates can change every year and there are a variety of factors that impact how much workers’ compensation will cost your business. Let’s break down what impacts your workers’ compensation rates (and what you can do to save on these costs).

    How To Calculate Workers’ Comp Rates For Your Business

    The first step toward understanding workers’ compensation rates is to identify what factors directly impact premiums. There are three main elements that insurance companies use to calculate your workers’ compensation rate:

    • Workers’ compensation classification codes
    • Payroll
    • Experience modification number

    Workers’ compensation classification codes

    Your business’ line of work plays a major role in determining your workers’ compensation rates. Insurance companies use class codes assigned by the National Council on Compensation Insurance (NCCI) to adjust your rates. These three- or four-digit codes represent the overall risk level for different types of work.

    Insurance agents and underwriters use this information to adjust your overall costs based on your line of business. As you may expect, class codes that indicate greater risk will typically yield higher workers’ compensation insurance premiums. For example, an electrician will be more expensive to cover than an office worker.

    While many states use NCCI codes for their workers’ compensation rate calculations, some locations can complicate these calculations. There are several states that use their own code system, meaning that your rates could vary from the NCCI’s rules and regulations if your business is located in the following states:

    • California
    • Minnesota
    • New York
    • North Carolina
    • Massachusetts
    • Pennsylvania
    • New Jersey
    • Delaware
    • Indiana
    • Michigan

    To complicate matters even further, there are four monopolistic states: Ohio, Washington, Wyoming, and North Dakota. These states have special legislation in place where workers’ compensation coverage is only provided through a state program. For example, employers in Ohio must go through the Bureau of Workers’ Compensation (BWC) for workers’ compensation insurance by themselves or with a partner like a Professional Employer Organization. This difference means there is no open market for workers’ compensation insurance and the states may use separate class codes from the NCCI.

    Payroll

    While class codes impact your insurance rates based on risk factors, your payroll serves as the basis for your overall costs. Class code rates are assigned a dollar amount for every $100 of payroll, so your overall costs will naturally increase along with your total payroll.

    Of course, the rates will make a major difference in just how much you owe. Let’s imagine that you need workers’ compensation coverage for an employee making $50,000 a year. If that employee’s rate was $1.50 per $100, those costs would amount to $750 for that salary. Meanwhile, a higher rate of $15 per $100 will bump those premiums up to $7,500 for that one employee.

    Experience modification number

    Your business’ past also plays a part in your exact rates. Insurance companies factor in your overall workers’ compensation claims history and workplace safety into their calculations. In short, safer businesses with fewer, less severe claims will end up paying less than a similar business with more past incidents or infractions.

    The way insurance companies take your business’ experience and loss history into account is through your experience modification number, also known as a MOD. In general, agents and underwriters will look at your last three years of claims data, such as the type, severity, and frequency of claims to assess your overall risk level. The resulting MOD is then used as a multiplier in the following way.

    • Class code rate x (Annual payroll/$100) x MOD = Your business’ workers’ compensation premium

    If a business meets the expected losses for their type of work, they’d receive a MOD of 1.0 that won’t impact the calculation at all. Businesses with more losses than expected will have a MOD greater than 1.0, while businesses with a good claims history will have lower MODs. These MODs can drastically impact your overall costs. For example, a MOD of 0.8 will cut your premiums by 20%, while a MOD of 1.2 will increase them by 20%.

    Lower Your Workers’ Comp Costs With GMS

    Calculating your company’s workers’ compensation rates is a complex process, but that doesn’t mean lowering them has to be difficult for small business owners. GMS is a PEO that partners with businesses to save them time and money by taking on critical administrative burdens for them. That partnership includes utilizing cost containment and loss prevention strategies to help you lower your workers’ compensation rates.

    GMS partners with businesses of all sizes to minimize exposure through workplace safety and expert claims management. Our experts work directly with you to limit the potential for workplace injuries or illnesses through safety training and risk assessments. Meanwhile, we’ll be there to quickly and properly manage claims to control extra costs and protect your business.

    Ready to lower your workers’ comp premiums and focus on growing your business? Contact GMS today to workers’ compensation risk under control.

  • As a small business owner, it’s important to maintain a safe working environment. One of the ways that employers can create a safe workplace is to implement a random drug testing policy.

    Random drug and alcohol tests are a popular choice in workplaces because they discourage employees from coming to work while under the influence. Of course, there are plenty of rules and regulations that dictate some of the details around your drug testing policy, especially as more states legalize marijuana for medicinal use. Let’s break down what you should and shouldn’t do when designing and implementing a random drug testing policy for your business.

    Do: Notify And Educate Employees About Your Drug Testing Policy

    If you want to maintain a reasonable drug-free workplace and expect your employees to comply with mandatory drug testing, you need to notify them about the policy. Give your group of employees plenty of notice before the policy comes into effect and make sure to explain what their responsibilities are.

    There are multiple ways to advertise your drug policy, such as putting posters around the workplace and sending emails with educational resources. You’ll also want to hold a meeting to explain why you’re implementing a random drug testing policy and give your employees a chance to ask questions.

    Don’t: Skimp On Details

    A good drug testing policy is a thorough one. Your drug testing policy is there to protect you as well as your workforce, so make sure you have everything in writing. This means that your policy should cover several details, including:

    • Why you’re conducting drug tests.
    • What substances you’re testing for.
    • What testing method you’re using, and which company will be testing the samples.
    • The potential for false positives, if known.
    • How employees can appeal positive drugs tests and the details of your retesting policy.

    Do: Provide Proper Notice Of Upcoming Drug Tests

    While it’s tempting to think you can ask any employee to take a drug test at any time, your employees have the right to be given advance notice and to refuse a drug test if that notice has not been given. Most states require advance notice of drug tests, so it’s best to plan ahead and avoid potential problems.

    To protect both yourself and your employees, confirm in writing that the employee has been requested to take a drug test and make sure the correspondence is dated and logged. This process prevents employees from claiming they did not receive the request, or that they did not receive enough notice.

    Don’t: Ignore Local Laws

    Proper notice isn’t the only requirement that vary from state to state. You’ll have to tailor your policy to your location, as many states have their own laws regarding how to give notice to employees, what testing can be performed, and how employees can contest the results. The ACLU has an in-depth breakdown of each state’s requirements to help you keep your policy compliant.

    Do: Consult With An Attorney

    Before you talk to any of your employees about your drug testing policy, you’ll want to run it by a legal expert. Consult with an attorney to ensure that your policy complies with any relevant regulations. Between local, state, and federal laws, it’s best to leave some details to an expert. As such, attorney guidance can help you navigate tricky situations regarding marijuana laws, discrimination, and other factors that directly impact your drug testing policy.

    Don’t: Share Positive Tests Publicly

    Just because an employee tests positive doesn’t mean everyone should know. Your employees have a right to privacy and sharing that an employee has tested positive for drugs with their coworkers, other employers, or even their friends and family is illegal.

    Have internal policies in place to keep drug test results private between managers and their employees. These tests should also be stored securely to limit the chances that information and testing equipment are safe.

    Do: Clearly State The Consequences Of Violating Your Drug Policy

    It’s important that your employees know exactly what will happen if they fail a test. The exact consequences can vary depending on each policy. For example, you may choose to have a zero-tolerance attitude towards any substance if the employee works with heavy machinery or vehicles. However, a retail business may be more lenient with its disciplinary action.

    Your policy should also clearly state what happens following a positive drug test, and what rights the employee has to appeal the decision. Again, you should discuss with an attorney what’s considered reasonable based on the risk a non-sober employee presents.

    Don’t: Let Your Opinions Get In The Way

    Another key responsibility as a business owner is to be impartial during the drug testing process. You can’t let personal relationships with employees result in different consequences or processes, as this opens the door for discrimination cases. Every employee should be treated the same way and every meeting following a positive test should include an impartial third party.

    Do: Work with Experts to Build a Proper Drug Testing Policy

    Drug testing policies play a large role in keeping workplaces safe. However, it’s not easy to put together the proper policy and procedures to legally test your employees. That’s where GMS can help.

    GMS is a Professional Employer Organization that provides businesses with the HR tools and resources needed to help their business grow and succeed. Our experts can advise you on how to build a drug testing policy, as well as review your policy drafts to ensure that you and your employees are protected. Contact GMS today about how we can support your business through dedicated service and support.

  • 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

  • Whether you need to follow legal regulations or simply have some company rules, workplace compliance requirements are crucial for any small business. Unfortunately, it’s not always easy to get employees on the same page. 

    It’s important for small businesses to take some 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. Let’s break down what you can do to get your employees to buy in to your company’s rules. 

    How to Ensure Compliance in the Workplace

    There are a few different steps that employers can take to help cultivate compliance in the workplace. Here are six ways that you can make sure 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 certain 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 a means to access these rule changes so that they can stay compliant. Finally, these documents should be easily accessible so that employees can review them at their own leisure.

    Consistently apply those 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 important to make sure that you consistently apply those policies and procedures equally so that your whole organization sees that there isn’t any special treatment. If employees see 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 people to truly buy in to 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 with workplace policies is like 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 certain 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 it, your workforce can at least understand why those rules are in place, even if they don’t like it.

    Invest in employee compliancetraining

    Once you have your policies 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 a fun 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 actively participate in workplace compliance measures.

    There are several different ways that you can go about this process. If you’re trying to get people 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 important 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 some feedback about how to create a safer work culture, let them know that management is there to listen. Allowing people to share what they’re experiencing can help foster a more engaged workforce and help identify potential opportunities to improve compliance. 

    Create a Culture of Compliance

    From safety regulations to parking policies, it’s important to make sure that everyone buys in to 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 help 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.

  • Workplace injuries can cause more than just physical pain. Businesses lose billions of dollars each year because of injuries, which can include costs from compensation claims and loss of productivity.

    Injuries can’t always be prevented, but workplace safety programs can really limit the amount of incidents on the job. With June being National Safety Month, take a chance to learn about how much injuries can hurt your business and what you can do to help.

    Workplace injuries can cost your business time and money. Contact a PEO for help.

    The Price of Employee Injuries

    So how much can workplace injuries cost? Workers’ compensation claims have cost employers up to $74 billion, with roughly 4.1 million people being injured in a work setting each year in the United States.

    Even more, 4,500 people die from workplace injuries each year. Between the loss of life and the financial issues brought on by on-site accidents, every business should make it a priority to enact safety programs and try and prevent injuries as much as possible.

    How Workplace Safety Programs Can Help

    A sample safety and health program from the Occupational Safety & Health Administration includes four basic program elements:

    • Management, leadership, and employee involvement
    • Worksite analysis
    • Hazard prevention and control
    • Training and education

    A workplace safety program will provide your employees with guidelines that will help them work in a safer environment by analyzing potential dangers, educating everyone about how to correctly operate any necessary equipment and providing other helpful methods to help maintain a safe workplace.

    If you need help setting up a workplace safety program, a Professional Employer Organization like Group Management Services can help. Contact us today to learn more about how GMS’ risk management strategies can make your business safer and save you money.

  • Not all workplace injuries happen outside. The office isn’t the most dangerous location, but it can still be home to some minor injuries and issues. Here are three threats to employee health in an office space. 

    Image of an injured employee. Contact GMS about risk management

    Slips and Falls

    You don’t have to work on ladders or heavy equipment to be hurt by a fall. While an office won’t provide nearly as many obstacles for employees, it doesn’t take much to throw someone off balance. 

    A wet floor is one notable threat for employees. Loose carpeting or flooring can trip up even the wariest of walkers. Free cables or unclear pathways can also trip up employees and cause them to fall. While a trip in a hallway isn’t as dangerous as a fall off a ladder, an awkward landing can lead to breaks, sprains, and potential hospital visits.

    Lifting Items and Falling Objects

    What goes up must come down. If you’re not careful, both directions can lead to injury. Even offices can require some heavy lifting, whether it’s equipment, supplies, or something else entirely. Improper lifting can lead to back or neck injuries, so it’s important to lift by bending your legs instead of leaning over and hurting your back. Also, if something’s too heavy, it’s probably best to get help.

    Falling objects can also cause problems in the office. Old or broken storage devices can cause objects to fall on people, leading to head injuries. Also, storing objects too high can lead to accidents while workers struggle to reach what they need.

    Workstation Woes

    Sometimes a workstation can be an employee’s worst enemy. Bad workstations can have a number of issues, including broken chairs or computer screens at an improper height. These problems can lead to a number of health issues, including:

    • Bad posture
    • Muscle strain
    • Eye strain
    • Carpal tunnel syndrome

    These aches and pains can hurt employee productivity and lead to more problems down the road, including the need to miss time.

    Help Protect Employees with a PEO

    Workplace injuries are bad for any business. Group Management Services helps businesses through loss prevention strategies that can help protect your employees and your business. Contact us today about how we can help your business avoid office injuries and potential workers’ compensation claims.

  • Eddie woke up one frigid, Ohio, winter morning as he always did. That day, he assumed, would be no different than any other day. He arose to the tune of his 4:30 a.m. alarm clock sounding, what his wife and children often called “the fall-out alarm.” His wife darted awake as well, but quickly rolled back over and off to sleep again. 

    Image of a wet floor. Learn about the dangers of slip and fall accidents at work.

    Eddie rambled down the stairs to the kitchen and poured his first cup of black coffee, slugged it down, and then filled his travel mug as he hustled out the door to go to work. He’d been a machinist for the same small tool and dies company for the past 20 years and was a valued employee. The owner had been heard, on a fairly regular basis, saying, “This company would fold if it weren’t for Eddie.” This was probably the truth; Eddie hadn’t missed a day of work since he’d been there and, on a daily basis, out-produced the rest of the shop combined. He was smart, efficient, and met every deadline he was ever given. 

    What Eddie didn’t know about that day was that it would be his last for the next 15 months. Upon entering the building Eddie slipped in a puddle of hydraulic fluid. With his hands occupied with his lunch, coffee, and a trashcan someone left out the night before, he was unable to brace his fall in any way and fell to the concrete floor. Eddie suffered a broken elbow, collar bone, and hip, as well as a herniated disk. 

    In a split second, Eddie’s, his family’s and his employer’s lives all took a drastic turn for the worse. The hydraulic fluid on the floor was left by another employee the night before. When asked, that employee stated he was going to clean it up in the morning before anyone else got there. What he didn’t know was that Eddie was planning on getting to work early the following day to finish a big project. Due to one worker’s inattention to detail, Eddie and his family faced some of the toughest times they’d ever encountered. Eddie’s employer felt those hard times too.

    Eddie’s fall resulted in some very serious injuries; after multiple surgeries, doctor visits, and countless hours of therapy, his injuries cost well over $300,000 in medical bills alone. This doesn’t even take into consideration the lost time wage compensation and loss of production his employer suffered from Eddie’s absence. 

    Slip, Trip, and Fall Injuries in America

    In America, employers pay over a billion dollars a week for slip, trip, and fall (ST&F) injuries. ST&F injuries also result in 15 percent of work-related fatalities, are a leading cause of traumatic brain injuries, and account for one-of-every-six Bureau of Workers’ Compensation (BWC) claims every year. The alarming fact behind those numbers is that most of the injuries were very preventable had employers utilized just a few cost-effective strategies.

    Let’s take a look at some simple adjustments you, as an employer, can make to your workplace to help prevent ST&F injuries.

    • Housekeeping or making sure the workspace is free of clutter and employees clean spills immediately.
    • Designate and mark passageways for walking.
    • Provide or require associates to wear appropriate footwear.
    • Make sure floor openings and holes are appropriately guarded or covered.
    • Provide proper lighting in all spaces.
    • Perform frequent “walk-throughs” to identify hazards, and then mitigate those hazards.
    • Train employees on specific hazards in your workplace.
    • Train employees how to recognize possible hazards.
    • Lead by example and create the safety culture in your workplace.

    Remember, your employees aren’t reading this blog, you, the employer, are. Safety starts and ends with you. The culture is yours to create. Develop it. Own it. Exemplify it. If you want to make your workplace safer, contact GMS today to learn more about workers’ compensation management and loss prevention strategies.