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  • 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.

  • From payroll to benefits to recruitment, human resources is an important function that keeps a business running. And like any other business function, the management and implementation of these HR responsibilities all incur costs that you’ll need to factor into your budget as you plan for the new year.

    Whether you’re basing your budget on last year’s expenditures or planning every budget item from scratch, it’s important to review your different HR needs, so you don’t come up short in the places where you need extra funds. The better you can understand these HR costs, the better you can plan what the next year will look like for your company. Done well, an HR budget will help to prevent over-hiring and understaffing and ensure you have the resources to keep your team engaged on the job. Here are some key HR components that you should consider when planning a yearly budget.

    Image of money set aside for HR budgeting items for next year.

    Recruitment

    There is one big question when it comes to employee recruitment: How many people do you expect to add next year? The answer to that question will dictate how much you’ll need to put into recruitment efforts for your business.

    Employee recruitment can be expensive. The Society for Human Resource Management (SHRM) writes that companies spend an average of $4,129 per hire in recruitment costs. These costs include attempts to find candidates and actions to help qualify those targeted recruits, such as:

    • Advertising
    • Travel and events (e.g., College job fairs)
    • Drug testing
    • Background checks
    • Agency fees
    • Relocation

    Not to mention, you’ll have to account for the time it takes to screen and interview candidates, which could take anywhere from a couple of weeks to a few months. Every hour spent during the hiring process is an hour taken away from other essential business tasks. 

    Whether you’re looking to expand your staff or work in a high turnover industry, you should create a budget for your planned recruiting efforts. If you’ve been keeping track of how much you’ve spent on recruiting in past years, extrapolate that number based on how many candidates you want to hire in the coming year so that you don’t come up short when you need to fill an important position.

    Training and Development

    Once you hire new employees, you’ll need to train them. Not only can training better prepare your new employees for their positions, “95 percent of hiring managers considered employee training as a key retention tool,” according to a study conducted by the Chartered Institute of Personnel and Development.

    Of course, training and development costs money. According to the Association for Talent Development, the average cost of training is $1,888 per employee for businesses with fewer than 500 workers. These costs can include:

    • Internal training programs
    • Event registration fees
    • Travel expenses
    • Educational materials
    • Consulting fees

    Employee Wages and Salaries

    Payroll is one of the biggest items that you’ll have in your HR budget. The Houston Chronicle estimates that the average business spends somewhere between 15 to 30 percent of its gross revenue on payroll, although companies in the service industry may be closer to the 50 percent range. Regardless of your industry, make sure to take employee salaries into account, plus any estimated costs for any new employees you expect to add on in the coming year.

    While salaries are a huge part of your compensation budget, there are other considerations as well, such as payroll management costs, potential overtime hours, and any incentive programs. This also includes any raises, whether you give employees raises that coincide with performance evaluations or annual cost of living raises to account for inflation.

    Employee Benefits

    In addition to employee pay, there’s also a wide variety of benefits, such as health insurance, 401(k) contributions, and any other ancillary benefits, that you may offer as part of your overall employee compensation package. These costs will require a portion of your HR budget, too. 

    If you offer health insurance, as many small businesses do, it will likely take up a sizable portion of that budget. According to SHRM, the “average cost of providing healthcare makes up 7.6 percent of a company’s annual operating budget.” As an employer, you can control some of these costs by electing how much of the health insurance premium you’ll contribute and how much will be your employees’ responsibility. As you go through the budgeting process, you’ll want to account for any possible increases for next year’s health insurance premium, as well as review your contribution strategy. Keep in mind, these healthcare costs don’t necessarily include other insurance benefits you may offer, such as dental, vision, and life insurance. 

    Additionally, if you contribute to your employees’ 401(k) retirement plans, you’ll need to factor these amounts in to your budget as well. Fortunately, this should be an easy line item to budget for next year. Since it’s a fixed percentage, you can estimate that all employees will receive a specific amount.

    Employee and Labor Relations

    While compensation, benefits, and training can go a long way toward improving employee morale, there are some other measures you can take to reward workers. These include:

    • Service awards
    • Recognition efforts
    • Performance and attendance incentives
    • Company events
    • Employee birthday perks and gifts

    These items may not make up a massive part of your budget compared to other key HR needs, but they can be important additions to your company culture. Also, you never want to find out that you have to cancel those service awards because you forgot to plan ahead for them in past budgeting meetings. 

    On the flip side, you may also want to consider setting aside a small portion of the budget in case you face any labor relations issues. Budgeting for outplacement or legal fees can help your business prepare in case you have any unexpected issues in the upcoming year. 

    Health, Safety, and Security

    HR budgeting also gives you a chance to invest in the well-being of your employees by making your work environment a safer, healthier place. By putting aside some of the budget for certain programs or initiatives, your business can reap the rewards of focusing on health, safety, and security.

    In terms of workplace safety, GMS’ own Jeff Costin notes that workplace safety programs can increase workplace productivity, improve retention rates, and reduce costs affiliated with injuries at work. Budgeting for safety training programs, new safety manuals, regular inspections, and other strategies can help you manage workers’ compensation claims costs and make your workplace safer in the coming year.

    Budgeting for health-related programs can also be a worthwhile expense to plan for the next year, as 75 percent of all healthcare costs are attributed to preventable conditions. A workplace wellness program can help your employees develop a healthier lifestyle through a variety of initiatives, such as:

    • Smoking cessation programs
    • The addition of a fitness facility or space
    • Health screenings
    • Lunch and learn events

    An HR Budgeting Partner

    Once you have your HR budget in place, you’ll need to have the support to move forward with all your plans and manage your HR administration needs. A Professional Employer Organization (PEO) like Group Management Services (GMS) can help businesses manage these HR functions, including payroll and benefits administration. 

    If you have any questions about how to get the most out of your HR budget or are worried about any compliance concerns associated with managing HR, contact GMS today to talk with one of our experts about how we can help your business prepare for the future.

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

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

    The Construction Angels Plan

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

    REZOD’s Involvement

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

    GMS and the Construction Industry

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

    What You Can Do to Manage Risk

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

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

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

    1. Know the Signs 

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

    The following are symptoms of heat stroke: 

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

    Keep your eyes out for the following heat exhaustion symptoms: 

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

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

    2. Be Aware of Risk Factors  

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

    Age 

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

    Certain medications and health conditions 

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

    High intensity activity 

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

    3. Dress for the Summer 

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

    4. Encourage Hydration 

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

    5. Develop Risk Management Strategies

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

    Group Management Services and Heat Safety 

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

  • A 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.

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

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

    Why Invest in Workplace Safety

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

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

    Winter Workplace Safety Tips

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

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

    Prevent slip-and-fall accidents

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

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

    Safeguard your air quality

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

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

    Back up utilities, technology, and data

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

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

    Allow a work-from-home option

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

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

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

    Keep sick employees out of the office

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

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

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

    More Workplace Safety Help

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

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

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

  • A healthy and efficient workforce is paramount for business owners to keep operations running smoothly, yet injury in the workplace is all too common. According to the National Safety Council, a worker is injured on the job every seven seconds. Prioritizing occupational health is essential, not only to reduce the risk of workplace injuries, but also to lower your workers’ compensation rates and limit violations for the Occupational Safety and Health Administration (OSHA). Follow these workplace safety tips to build a more secure workplace for your company.

    Do Educate Your Workforce

    No matter how many safety guidelines and practices you set, they’ll do no good if your employees aren’t aware or don’t understand them. Take the time to educate your workforce—not just new hires—to ensure they are fully aware and understand the guidelines you have in place. A quick refresher course on workplace safety for employees never hurt anyone. Ongoing safety training supports a strong occupational health culture and helps reinforce critical protocols across all levels of staff. 

    Don’t Take Shortcuts on Procedures

    Workplace procedures exist to protect employees and maintain occupational health standards. While it may seem like a good idea at the time to skip a couple steps to speed up production, if it results in an injury, production will only be slowed down. In 2017, the National Safety Council reported that 104 million production days were lost due to work-related injuries. It’s critical that employees follow procedures—and supervisors and managers enforce protocol as a standard operating procedure at all times.

    Do Be Aware of Your Surroundings

    Whether it’s from contact with heavy machinery or slipping on wet floors in the office, every job can present some dangers. The National Safety Council also found that the most common workplace injuries are the result of overexertion, contact with objects and equipment, and slips, trips, and falls. Promoting environmental awareness is the cornerstone of occupational health and safety.

    Make sure workers are aware of their surroundings. One of the top safety violations reported to OSHA is a lack of warning signs and labels. Having proper signage in place, like “Watch for Falling Objects” or “Caution Wet Floors,” can help workers become more aware of any potential dangers in their environment.

    Don’t Be Quiet About Unsafe Conditions

    It’s important to take a proactive approach to workplace safety. Your employees are the eyes and ears of your workplace. Promote a culture where employees feel comfortable speaking up about safety concerns. This kind of proactive reporting supports both compliance and occupational health by addressing small hazards before they escalate into serious problems. After all, it’s in your best interest as an employer to correct safety issues as they arise, rather than face an OHSA violation and/or a workers’ compensation claim later.

    Do Encourage Regular Breaks

    In a culture that often promotes workaholic tendencies, it’s important to give and encourage employees to take regular breaks. Tired workers are more prone to injuries, as they become less aware of their surroundings. Data from the National Health Interview Survey found that injuries occur over three times more often to workers who sleep fewer than five hours per night.

    While there is no federal requirement for breaks or meal periods under the Fair Labor Standards Act (FLSA), some states like Illinois and New York do require it. Regardless of your location, all employers should encourage workers to take breaks, which includes not eating lunch at a desk. Breaks are an important component of any occupational health strategy, especially when paired with scheduling physically demanding tasks for the start of a shift , when your employees are most alert.

    Don’t Forgo Drug Testing

    It can be a tough pill to swallow but working under the influence is more common than you may think. A Hazelden Foundation survey found that more than 60 percent of adults know people who have gone to work under the influence of drugs or alcohol. Similar to fatigue, when a worker’s ability to exercise judgement, coordination, motor control, concentration, and alertness is compromised, workplace injury is bound to happen. According to the Substance Abuse and Mental Health Administration (SAMHSA), employees who abuse alcohol or drugs are over three times more likely to be involved in a workplace accident.

    We’ve seen it happen to employers firsthand, resulting in ugly battles over workers’ compensation claims. Ongoing drug testing is a surefire way to reinforce occupational health and safety measures and protect your business and workforce.

    Do Wear Protective Equipment

    Personal protective equipment (PPE) is a critical defense against injury and is a fundamental element of occupational health practices. Whether it’s eye protection, a hard hat, or a respirator, PPE must be worn when necessary. This may sound like a no-brainer, but the majority of OSHA violations involve a lack of protection, whether it’s fall protection or eye and face protection. It’s up to facility managers and business owners to enforce that all workers wear the proper protective gear and that any protective equipment is in place before tasks are carried out.

    Don’t Block Emergency Exits

    In case of an emergency, it’s important to have quick and easy access to exits. Even if it’s only for a few minutes, never place anything—ladders, forklifts, boxes, anything—in front of an emergency exit door. Furthermore, ensure pathways to the equipment for emergency shutoffs are clear in case you need to immediately stop them from functioning. These practices are basic but vital to maintaining occupational health and safety in crisis situations.

    Do Ask for Help

    It’s important for business owners to understand the proper safety precautions needed for their workplace. Group Management Services can help with onsite consulting, jobsite inspections, accident and injury investigations, workplace safety training, and education to make sure your workplace is a safe environment for employees. We help you create and maintain a workplace built around occupational health best practices.

    As you think about ways to keep operations running smoothly, you might also want to think about other ways you can make your workplace simpler, safer, and stronger. GMS offers payroll, risk management, and human resources services to help keep your business running smoothly all through the year. Contact GMS today to talk with one of our experts about how you can ensure employee safety at your workplace.

  • Safety is one area business owners shouldn’t overlook. According to the National Safety Council, a worker is injured on the job every seven seconds. It’s essential to make sure your employees are given the tools to succeed, while also ensuring you have created a culture of safety to minimize any risks their daily activities may carry. 

    Workplace safety programs are designed to give you the tools necessary to develop and manage an effective safety culture that will not only help reduce work-related injuries and workers’ compensation costs but assist in helping you meet federal regulatory requirements as well. Here’s what you need to know about implementing a successful workplace safety program. 

     Manager checking fire safety system.

    Create a Culture of Safety

    Before you create your workplace safety program, it’s important to understand what it takes to create a culture of safety in your organization. Here are the four keys to an effective safety culture.

    Facility Audit

    Walk the facilities and observe processes and field work to identify the types of hazards employees are exposed to.  For example, you might notice a mezzanine 5’ above another floor with no guardrail system. Or, maybe one of your project managers stops to check on the progress of your electricians and discovers they are working on live circuits without locking out breakers. 

    Hazard Control

    Once you identify the different hazards your employees are exposed to, you’ll need to find a way to control them. The different types of hazard control include:

    • Elimination
    • Substitution
    • Engineering
    • Administrative

    When assessing the different hazards in your workplace, discuss which would be the best method for combating the issue. For example, if you have a large hole in the middle of your job site, you could:

    • Elimination: Fill the hole in.
    • Substitution: Issue fall protection for employees.
    • Engineering: Add a guard rail around the hole.
    • Administrative: Close that area of work down.

    Employee Training

    Now that you have identified and controlled the risks, it’s important to train your employees on the measures you’ve taken to protect them and what role they must take in their own safety. For example, if you purchased fall protection equipment, you must now train employees to know when to use the equipment, the equipment’s capabilities, how to utilize the equipment safely, and how to inspect the equipment correctly.

    Documentation

    It’s critical to keep a record of all types of safety data, as much of it is required by law. You’ll need to keep documentation of:

    • OSHA 300 logs
    • Safety data sheets
    • Safety training and tool box training sign-in sheets

    You’ll also want to track your progress and document your steps by keeping your job hazard analysis and standard operating procedures.

    Document Programs

    Companies with 10 or more employees must have, at very least, these four safety programs in place: Health and Safety Manual, Emergency Response Plans, Fire Prevention Plans, and a Hazardous Communications Program. After these, it may be required that you have more written programs based on the specific hazards your employees are exposed to, such as fall protection programs, respiratory protection programs, and forklift operation programs.

    Implement Your Workplace Safety Plan

    Just having the documentation on hand doesn’t keep your employees safe. Use your programs to develop a training regimen. Owners are required to train their employees, but sometimes struggle to find content. Your written health and safety documentation can provide you with a unique, job-specific training curriculum. Your training sessions should be based on prioritizing your specific hazards from those with the largest potential for catastrophic outcomes to those with the least and then creating a yearly training schedule tackling the biggest hazards first. 

    Obtain Employee Buy-In

    The hardest part of achieving an effective safety culture is obtaining employee buy-in. It’s important to let your employees know that you care about them and want them to go home and enjoy their free time, family, and friends in the healthiest way possible. As an owner or production manager, you need to convey the message that safety will never take a backseat to production or service. Look to your frontline supervisors to lead by example in following your workplace safety plan. Give them the authority to enforce the written discipline policy, but more importantly give them the influence and knowledge to implement your safety program daily, so they are familiar with the hazards, controls, and regulatory requirements of each job, exemplify the standard, and engage employees in the process.

    Outsource Your Risk Management Services

    Many small business owners struggle to stay ahead of the risks associated with workers’ compensation and workplace hazards. Group Management Services (GMS) is dedicated to reducing your risk through onsite consulting, jobsite inspections, accident and injury investigations, training, and education.

    As you think about ways to keep your workplace safe, you might also want to think about other ways you can make your workplace simpler, safer, and stronger. GMS offers payroll, risk management, and human resources services to help keep your business running smoothly all through the year. Contact GMS today to talk with one of our experts about how you can ensure workplace safety at your organization.

  • Are you prepared for an OSHA inspector to arrive at your door? OSHA performed roughly 72,000 federal and state plan inspections in 2018 alone and all it takes to earn an unexpected visit from an inspector is a complaint from an employee or operating in a high-hazard industry.

    Nobody plans to have an OSHA inspection occur at their place of business, but it’s important to act accordingly if it does. Here’s what you should and shouldn’t do before, during, and after an OSHA inspection to protect your business.

    An OSHA inspector reviewing the worksite of a small business. 

    Do: Invest in Workplace Safety

    One of the most important steps you can take should happen well before an OSHA inspector arrives. Investing in workplace safety benefits your business in two big ways. First, a culture of safety with set policies, procedures, drug tests, and other measures can minimize injury risks and help protect your workforce. Second, these policies, along with proper reporting for any incidents, will show OSHA that you’ve done your part to make your job site a safe place. In terms of what you do to protect your business and potentially lower your workers’ compensation claims, check out our list of dos and don’ts for workplace safety.

    Don’t: Assume Your Existing Policies are Fine After Years of Inaction

    If you already have an employee handbook with various workplace safety policies in place, that’s great. If it’s been a while since you’ve reviewed those policies, they may not be so helpful after all.

    There’s so much that changes over time. Between new legal requirements, the growth of your business, and other factors, what may have been a solid set of safety policies at one point could be outdated. A regular review of your policies with a risk management expert can help you keep your handbook updated and your business in a good spot in case an OSHA inspector ever stops by for a visit.

    Do: Be Welcoming and Professional if An Inspector Arrives

    The arrival of an OSHA inspector isn’t good news, but it’s important to be civil toward whoever arrives to scope out your space. Any attempts to prevent the inspector from entering can be perceived as obstruction, which has some major consequences including criminal penalties. Instead, welcome the inspector in and be friendly and honest. Demonstrating good faith can go a long way toward the reduction of any resulting penalties, so don’t be afraid to work with the inspector and make the process a lot quicker and easier.

    Don’t: Provide Information Unasked

    Just because you should be courteous and honest doesn’t mean you need to tell the inspector everything right away. It’s important to be honest when an inspector asks questions, but as the Society for Human Resource Management suggests, “Once you’ve answered a question, stop talking.” As long as you succinctly and honestly answer the inspector’s questions, you don’t have to volunteer any other information unless it’s requested.

    Do: Gather Information

    The inspector isn’t the only person allowed to ask questions. When the inspector first arrives and holds an opening conference for the visit, ask to see some credentials and get some details about what is being inspected and the nature of the visit. The inspection can also provide you with ways that can potentially improve the overall safety of your workplace. Feel free to ask the inspector if there are ways that you can improve any existing hazards – you never know if he or she may have a couple inexpensive solutions observed from other worksites.

    Don’t: Leave Inspector Alone

    Once an inspector is on your premises, it’s important to make sure that someone from your business always tags along. Not only will this person be able to answer any questions and assist with the inspection process, he or she can document the same information as the inspector. If the inspector takes pictures of something, do the same. If he or she takes down measurements, record that information. This information may not be readily available to you, so saving these details can help in case you need to defend your business against a citation.

    Do: Consider Your Options After the Inspection

    It can take months for OSHA to issue a citation. If your business is cited, you’ll want to address the hazards noted in the citation. You’ll also need to decide if you want to contest any violations (or abatement requirements), aim for early settlement, or go for voluntary compliance. The right path is heavily dependent on the specifics of your case, so you’ll want to talk to experts to see which course of action makes the most sense.

    Whether you’re concerned about potential OSHA inspections or want to take a proactive approach to workplace safety, GMS can help. As a Professional Employer Organization, we have the experts it takes to help you create a culture of safety and protect your business against safety violations, lost work hours, and costly fines and workers’ compensation rates. Contact GMS today about risk management strategies or any of our other HR management services.

  • As an employer, it can be difficult to balance the desire to return to business and maintain a safe operation. Unfortunately, there’s not necessarily an exact answer as to how to approach reopening your business during a pandemic. While there are some rules and regulations, many details can be unclear or depend on your location, the nature of your business, and a plethora of other reasons. To help, we broke down some key factors you should consider when it’s time to reopen your business or expand operations.

    A man with a face covering after his small business returned to work. 

    Is My Region Ready for My Business to Reopen?

    It’s important to identify if your community is in a good position before you attempt to reopen your business. The White House’s Guidelines for Opening Up America Again recommends a phased approach to reopening businesses to help slow the spread of COVID-19. These guidelines suggest a few general state or regional criteria for relaxing restrictions based on certain factors within your community.

    • There should be a downward trajectory of both influenza-like illnesses (ILI) and COVID-like syndromic cases reported within a 14-day period.
    • There should be either a downward trajectory of documented cases within a 14-day period or a downward trajectory of positive tests as a percent of total tests within a 14-day period (flat or increasing volume of tests).
    • Regional hospitals should be able to treat all patients without crisis care
    • There should be a robust testing program in place for at-risk healthcare workers, including emerging antibody testing.

    While the factors listed above are solid guidelines for a safer return, it’s important to note that these are not mandates. Each state is able to independently manage COVID-19 regulations, so you’ll need to double-check local laws and rulings for any specific regulations. 

    The Three Phases for Reopening Your Business

    If your state does allow for your business to reopen, consider taking a multi-phase approach to resuming operations. This method can help you reopen your business in different stages to help keep you, your employees, and your clientele safe while you get back to business.

    Phase one

    The first phase focuses on making telework available to any employees who do not need to be onsite to complete their duties. If you maintain a regular place of business, you should close off any common areas to prevent anyone other than employees who must be on location. In addition to allowing for remote work, businesses in phase one should also minimize nonessential travel.

    Phase two

    After going through phase one long enough for another two-week decline in cases, guidelines indicate that businesses can shift to phase two. Businesses should have an accommodation plan for vulnerable employees in place at this point. 

    Employees who cannot work from home are allowed to return to the workplace as long as they follow proper safety protocol. Social distancing measures must be enforced, but businesses can ease limitations on the number of people in a space.

    Phase three

    Advancement to phase three requires another two-week decline in cases at the previous stage. Once in phase three, employers can resume unrestricted staffing of worksites. However, businesses in this phase should maintain social distancing guidelines where possible and are recommended to approach public interaction very carefully.

    What to Address When Reopening Your Business

    When it’s time to return to work, it’s important to weigh many factors that can impact you and your employees. According to the CDC, any plan to reopen your business should meet the following criteria:

    • Be specific to your workplace.
    • Identify all areas and job tasks with potential exposures to COVID-19.
    • Include control measures to eliminate or reduce such exposures.

    To meet these standards, you’ll need to address some key elements before you reopen your business.

    Hazard assessment

    As you plan for a return to work, it’s critical to assess potential hazards to you and your employees and take measures to help prevent the spread of COVID-19 in the workplace. The following practices can help you identify potential risk factors and keep your workforce safe.

    A thorough hazard assessment should be completed before any employees return to work on company premises. Various locations and job duties can create hazards specific to your business. It’s imperative to pinpoint potential problem areas and determine what can be done to protect people in those positions. The CDC suggests using the following hierarchy of controls to implement feasible and effective control solutions.

    1. Elimination – Physically remove the hazard
    2. Substitution – Replace the hazard
    3. Engineering controls – Isolate people from the hazard
    4. Administrative controls – Change the way people work
    5. PPE – Protect the worker with Personal Protective Equipment

    This hierarchy represents the most to least effective means of eliminating exposure risks in the workplace. For example, if a specific hazard forced employees to work in close quarters, the removal of that hazard is the most effective way to eliminate the risk. Of course, elimination or substitution isn’t always practical or even feasible. Instead, use the hierarchy to identify the best, most realistic method to lessen exposure risks and enact those preventative measures.

    Social distancing measures

    One effective control solution is to enable practices that help employees and potential clientele to maintain a safe distance during work. Six-foot spacing is the expected standard, so consider the following steps to promote social distancing standards in the workplace.

    • Post signage that everyone – employees, customers, and visitors included – should maintain at least a six-foot distance from each other.
    • Add directional signs for hallways and other spaces where six-foot spacing restricts movement.
    • Mark floors, counters, and more with tape or signs to create clear spaces for where employees and/or customers should stand to maintain social distancing.
    • Limit occupancy to help provide additional space for employees, customers, and visitors to prevent overcrowding and improper distancing.
    • Implement teleworking capabilities to allow people to work from home
    • Modify the work area to create more physical space between employees.
    • Close certain spaces – such as common areas – where people congregate or are too small for social distancing measures.

    Improve workplace hygiene

    Once you’ve taken steps to assess potential exposure risks and enact social distancing measures, it’s time to identify ways to implement improved hygiene standards. There are a variety of practices that employers can enact to help maintain a healthy environment and keep workspaces clean.

    • Keep soap, water, hand wipes, and paper towels available for employees, customers, and visitors to wash their hands.
    • Encourage frequent hand washing and post instructions on how to properly wash hands at all sinks or other washing stations.
    • Provide hand sanitizer – ideally with touchless dispensers – with at least 60 percent alcohol and stress to employees the importance of using it.
    • Educate employees about proper CDC sneezing and coughing practices.
    • Place no-touch trash cans and other receptacles around the premises.
    • Prohibit handshaking.
    • Discourage workers from using other employees’ desks, phones, supplies, and any other work tools and equipment.
    • Identify high-traffic areas and commonly touched surfaces that require regular cleaning and disinfection.
    • Routinely clean surfaces and higher-traffic areas in the workplace with an EPA-approved disinfectant.

    Create practices to identify and address exposed or ill employees

    Another key step toward reopening is to create a plan for employees affected by COVID-19. These policies should cover workers who may currently be sick or who show symptoms while at work.

    Have sick employees stay home

    If an employee may be sick – or live with someone who is sick – play it safe and have them stay away from work. Stress to employees that they should remain at home and notify their supervisor if they feel sick or have noticed any symptoms for COVID-19. Have employees evaluate themselves for potential symptoms before heading to work. In addition, provide them with a link to the CDC’s steps for individuals who may have COVID-19. These employees should stay away from work until they or their family members meet the CDC’s guidelines to discontinue home isolation and are cleared by a healthcare professional. 

    Consider conducting daily in-person or virtual health checks

    One way to help limit potential exposure is to conduct site temperature checks, symptom questionnaires, or other forms of health screening while at work. Neither the OSH Act nor OSHA standards prevent employers from testing employees for COVID-19 as long as this testing is done in a transparent, non-retaliatory manner.

    Personnel who conduct these screenings should wear PPE or some other level of protection. It is also not necessary to make a record of temperature checks and other details – screeners can simply acknowledge readings then and there. If you choose to document these records, you’ll want to retain them and keep them confidential as you would any other document covered under the Access to Employee Exposure and Medical Records standard.

    Separate sick employees and send them home

    It’s critical to have a policy in place for any employees who fail a screening or become ill while in the workplace. This protocol should include details about how and where to isolate sick employees if they are unable to leave immediately. For employees who use public transportation or are otherwise unable to take themselves home or to a healthcare facility, have a procedure in place to provide them with safe transport. 

    Once the affected individual leaves, all spaces that person has touched or otherwise occupied should be cleaned and disinfected to prevent possible exposure to others. Use the CDC’s cleaning and disinfection recommendations to prepare areas for future use.

    • Clean dirty surfaces with soap and water before disinfecting them.
    • Disinfect surfaces with products that meet EPA criteria for use against SARS-Cov-2 and are appropriate for the surface.
    • Always wear gloves and gowns appropriate for the chemicals being used when you are cleaning and disinfecting.
    • Wear additional PPE depending on the setting and disinfectant product you are using. For each product you use, consult and follow the manufacturer’s instructions for use.

    Create a return to work policy for workers who dealt with illness or exposure

    Make sure to have some guidelines in place before an employee returns to company premises after isolation. To start, employees should use the following CDC recommendations to know when to discontinue isolation.

    • At least 10 days have passed since symptom onset.
    • At least 24 hours have passed since resolution of fever without the use of fever-reducing medications.
    • Other symptoms have improved.

    Once the affected employee is ready to return, have that employee routinely perform self-monitoring in addition to any workplace screenings required.

    List and install various controls and safe work practices

    Before you open back up for business, you should document and implement the different measures taken to protect employees from exposure in the workplace. These measures should include different engineering and administrative controls, safe work practices, PPEs, and other regulations.

    Engineering controls for COVID-19

    There are multiple engineering controls that can help isolate employees from potential work-related hazards. These controls typically involve improving or altering worksites to reduce the chances of exposure. Certain engineering controls are more feasible than others, but the following options can help you improve the overall safety of your business.

    • Improve ventilation rates in working environments and disable demand-controlled ventilation (DCV).
    • Install high-efficiency air filters.
    • Keep ventilation systems running longer hours, perhaps even all day, to enhance air exchanges in the building space.
    • Mount physical barriers such as clear plastic guard walls and sneeze guards between work stations, places with employee/customer interaction, and other spaces.
    • Add a drive-through window or some other means of distancing for customer service.
    • Move electronic payment reader away from cashier.
    • Remove or rearrange furniture and other items to increase space and maneuverability.
    • Review the safety of your building water system and devices after a prolonged shutdown.

    Administrative controls

    While engineering controls alter your work spaces, administrative controls are changes to work policies that impact employees. Adjusting certain procedures can help limit the odds of exposure and give employees not only a safer work environment, but also some peace of mind to allow them to focus on their jobs and personal lives. Consider instituting some of the following administrative controls when it’s time to return to work.

    • Create communication plans and invest in online teleconferencing or chat platforms to give employees the means to communicate away from the office and address any concerns.
    • Evaluate existing policies and, if needed, implement new ones that provide additional flexibility and use of telework, types of leave, and other options to help employees minimize exposure risks.
    • Replace in-person meetings with virtual communications to minimize contact among employees, clients, and customers.
    • Offer work hour flexibility, alternating days, or staggered shifts to limit the number of employees in the same location at the same time.
    • Limit, or even discontinue, nonessential travel.
    • Limit capacity for break rooms.
    • Mandate employees wear cloth face masks and other appropriate face coverings if PPE is not required.
    • Provide employees with up-to-date education on COVID-19 risk factors and training for protective behaviors, such as how to wear protective clothing, proper care, etc.

    PPEs

    As an employer, you are obligated to provide employees with the proper PPE required to keep them safe as they complete their duties. Gloves, goggles, face shields, face masks, and respiratory protection are all forms of PPE that may be required depending on an employee’s duties. Before you reopen your business, you should assess which PPE is required for every employee based on specific job duties and the hazards faced in that role. In addition, PPE should be provided at no cost to the employees. According to OSHA, the PPE supplied to your employees should be:

    • Selected based upon the hazard to the worker.
    • Properly fitted and periodically refitted, as applicable (e.g., respirators).
    • Consistently and properly worn when required.
    • Regularly inspected, maintained, and replaced, as necessary.
    • Properly removed, cleaned, and stored or disposed of, as applicable, to avoid contamination of self, others, or the environment.

    Don’t Prepare for the Future Alone

    Running a successful business isn’t easy during normal times – figuring out how to safely reopen during a pandemic is a different challenge altogether. There are multiple factors that impact the ability to reopen your business in a safe and compliant manner, and only so much time for you and your team to determine the right course of action for your company.

    While reopening your business is a frenzied experience, you don’t have to go through the process by yourself. At GMS, our experts can help guide you through difficult decisions and take the administrative burden off your shoulders as you lead your business through a critical endeavor. Contact GMS today to find out how we can help you make your business simpler, safer, and stronger.