15 Workplace Safety Tips for Employers

Workplace safety is the process of protecting your employees from work-related illness and injury, and is monitored by the Department of Labor’s Occupational Safety and Health Administration (OSHA). Typically overseen by safety officers, this is also a priority that HR teams and business owners must prioritize to ensure legal compliance and a healthy working environment for employees.

This starts with conducting risk assessments, maintaining work infrastructures, and promoting a safety-first culture. Read on to find our top workplace safety tips for employers.

1. Conduct Regular Risk Assessments

Conducting regular risk assessments is a critical step in identifying potential hazards within your workplace. This process involves a systematic examination of all aspects of work, determining what could cause harm to people. By doing so, you can implement measures to prevent or control the risk. Start by walking through your workplace to observe operations and conditions. Engage with employees, asking them about any safety concerns or near-misses they have encountered.

Some hazards to look for include:

• Slip, trip, and fall hazards: Unsecured rugs, wet floors, cluttered walkways.
• Ergonomic risks: Poor workstation setup, repetitive motion tasks.
• Chemical dangers: Improper storage or handling of chemicals.
• Electrical risks: Exposed wires, overloaded power outlets.
• Fire hazards: Blocked fire exits, improper storage of flammable materials.
• Mechanical hazards: Unguarded machinery, inadequate maintenance.

Document your findings and assess the level of risk associated with each identified hazard. Prioritize the risks that pose the greatest threat to employee safety and develop an action plan to mitigate them. Regularly review and update your risk assessment, especially when there are changes in processes, materials, or equipment in your workplace.

2. Establish Clear Safety Procedures

Begin by identifying the specific operations within your business that require detailed safety protocols. This might include machinery operation, chemical handling, emergency evacuation, and first aid response.

Develop comprehensive guidelines for each operation, focusing on:

• Preventive measures: Outline steps to avoid accidents, such as regular equipment checks and safe handling practices.
• Emergency procedures: Clearly state the steps to follow in case of an incident, including who to contact and how to secure the area.
• Responsibilities: Assign specific safety tasks to designated employees, ensuring there’s always someone accountable for maintaining safety standards.

Once developed, communicate these procedures to all staff through training sessions, accessible written materials, and regular updates. Implementing these protocols requires consistent enforcement and periodic reviews to accommodate changes in operations or updated safety regulations.

3. Improve Workplace Ergonomics

Ergonomics, the science of designing the job to fit the worker, aims to optimize health, comfort, and performance in the workplace. According to OSHA, implementing ergonomic solutions helps reduce muscle fatigue, increase productivity, and lower the number and severity of work-related musculoskeletal disorders.

To implement effective ergonomics, assess the setup of workstations, the design of tools and equipment, and the daily tasks of employees. Adjustments might include ergonomic chairs that support the spine, keyboard trays that reduce wrist strain, or reorganizing work to include regular breaks and task rotation.

4. Maintain Buildings and Property

Maintaining buildings and property is crucial for ensuring workplace safety and preventing accidents. This responsibility encompasses regular inspections and upkeep of the physical environment where employees work. According to the U.S. Bureau of Labor Statistics, there were over 5,000 work-related fatalities in 2022. Such statistics underline the importance of a well-maintained workplace in safeguarding against common hazards.

Key aspects include:

• Structural Integrity: Regularly check the building’s foundation, walls, roofs, and floors for signs of wear or damage. Even if your company doesn’t own the property, you still have a duty to ensure it’s safe for your employees and address any concerns with the property owner.
• Electrical Systems: Ensure electrical wiring and fixtures comply with safety standards to prevent fires and electrocutions. Schedule periodic inspections by qualified electricians.
• Plumbing and Ventilation: Properly functioning plumbing and ventilation systems are vital for preventing water damage and ensuring good air quality, respectively.
• Fire Safety: Install and maintain fire alarms, sprinklers, and extinguishers. Conduct fire drills to ensure everyone knows evacuation procedures.
• Accessibility: Keep pathways clear and well-lit, repair any uneven surfaces, and ensure that emergency exits are easily accessible.

5. Provide Adequate Training

According to OSHA standards, employers are mandated to offer training on specific hazards that their employees may face on the job. This includes, but is not limited to, emergency action plans, use of personal protective equipment (PPE), confined spaces entry, lockout/tagout procedures, and safe handling of chemicals.

Beyond these mandatory training requirements, consider implementing additional training programs that cover topics like workplace ergonomics, mental health awareness, and stress management. While not always legally required, these programs can significantly contribute to a safer and more productive work environment.

6. Wear Protective Gear When Necessary

Protective gear and PPE includes items designed to protect employees from serious workplace injuries or illnesses resulting from contact with chemical, radiological, physical, electrical, mechanical, or other workplace hazards. Depending on the nature of the task and the environment, PPE can range from hard hats, gloves, and goggles—to more specialized equipment, like respirators and safety harnesses.

The necessity for protective gear arises in situations where engineering and administrative controls cannot sufficiently mitigate risks. For instance, when handling hazardous chemicals, PPE such as gloves and safety glasses are essential to prevent exposure. Similarly, construction workers should wear hard hats and safety boots to protect against falling objects and sharp materials.

7. Promote a Safety-First Culture

A safety-first culture prioritizes safety at every level of the organization, embedding it into daily operations rather than viewing it as a set of guidelines to follow. Implementing a safety-first culture involves:

1. Leadership Commitment: Leaders must demonstrate a genuine commitment to safety, setting clear expectations and leading by example.
2. Employee Involvement: Encourage employees to participate in safety discussions, report hazards, and contribute to safety solutions, making them active stakeholders in their own safety.
3. Continuous Education: Offer ongoing training and resources to keep safety front and center in employees’ minds.
4. Recognition and Feedback: Acknowledge safe behaviors and provide constructive feedback on safety practices, reinforcing positive actions.
5. Regular Communication: Maintain open lines of communication about safety issues, updates, and improvements to keep everyone informed and engaged.

A safety-first culture reduces accidents, saves lives, and contributes to a more positive and productive work environment. It’s not just about compliance—though that is important—but it’s more about showing your employees you value them and their safety.

8. Reduce Workplace Stress

Stress, a prevalent issue in modern work environments, can lead to decreased performance, higher absenteeism, and increased risk of workplace accidents. Strategies to manage and reduce stress include:

1. Promote Open Communication: Create an environment where employees feel comfortable discussing their concerns and suggestions without fear of reprisal. This transparency can significantly alleviate stress caused by workplace uncertainties and conflicts.
2. Flexible Work Arrangements: Offering options such as telecommuting, flexible hours, and compressed workweeks can help employees balance work and personal life, reducing stress related to commuting and time management.
3. Encourage Regular Breaks: Short breaks throughout the day allow employees to recharge, leading to improved concentration and reduced fatigue. Also, encourage longer breaks and using all available PTO each year. Truly disconnecting from work can be one of the best ways to rejuvenate.
4. Implement Employee Wellness Programs: Activities focused on health and wellness, such as yoga sessions, mindfulness meditation, or fitness challenges, can help reduce overall stress levels.
5. Professional Development Opportunities: Providing employees with training and development opportunities can reduce stress by enhancing job satisfaction and career progression prospects.
6. Don’t Micromanage: Micromanagement can significantly increase stress levels among employees, leading to a decrease in productivity and job satisfaction. Trust is a fundamental component of effective leadership and fostering a positive work environment. Employees who feel trusted to manage their tasks and make decisions are more motivated, engaged, and likely to take initiative.

9. Perform Thorough Worksites Analyses

This involves a systematic examination of the entire workplace to detect any situations or processes that could lead to injuries or illnesses. Regularly conducting these analyses helps in uncovering new hazards and reassessing previously identified risks to ensure they are effectively controlled.

To conduct a thorough worksite analysis, follow these steps:

1. Walkthrough Inspections: Regularly schedule comprehensive inspections of all work areas, equipment, and practices. Individuals knowledgeable in safety practices and familiar with the specific work environment should conduct these inspections.
2. Employee Feedback: Encourage employees to report any concerns or potential hazards they observe. Their day-to-day experience puts them in a unique position to notice issues that might not be apparent during scheduled inspections.
3. Incident Investigations: Thoroughly investigate all incidents, including near-misses, to identify the root cause and implement corrective actions to prevent recurrence.
4. Hazard Identification Tools: Utilize checklists, job hazard analyses, and risk assessment tools to systematically identify and evaluate hazards.
5. Review of Work Processes: Regularly assess work processes and materials for any changes that could introduce new hazards into the workplace.

10. Lead by Example

Following the safety protocols and practices you expect from your team shows them you stand by your safety procedures. When leaders actively participate in safety training, adhere to safety guidelines, and promptly address safety concerns, it sends a powerful message to all employees: safety is a top priority.

This practice is supported by a principle that’s as straightforward as it is effective: actions speak louder than words. An employer who wears the required PPE, follows safety procedures, and engages with safety initiatives sets a visible standard for everyone. This not only fosters a culture of safety but also encourages employee compliance and participation in safety programs.

11. Address Mental Health

Mental health issues, often overlooked, can significantly impact employees’ performance, safety, and overall well-being. Poor mental health has been linked to increased absenteeism, decreased productivity, and a higher incidence of workplace accidents. According to the Centers for Disease Control and Prevention (CDC), stress and poor mental health can negatively affect job performance, productivity, and communication with co-workers.

Employers can take several steps to support mental health in the workplace:

1. Promote Awareness: Educate employees about mental health, including signs of stress and where to find support, to destigmatize mental health issues.
2. Provide Resources: Offer access to mental health services, such as Employee Assistance Programs (EAPs), and ensure employees are aware of these resources.
3. Encourage Work-Life Balance: Implement flexible work schedules and encourage breaks to help employees manage work-related stress.
4. Create a Supportive Environment: Foster an atmosphere where employees feel comfortable discussing mental health concerns without fear of judgment or repercussions.
5. Regular Check-Ins: Conduct regular one-on-one meetings with employees to check on their well-being and offer support as needed.

12. Create a Detailed Safety Manual

A safety manual is a comprehensive document that outlines your company’s policies, procedures, and guidelines for maintaining a safe work environment. This manual is crucial for several reasons:

1. Clarity and Consistency: It provides clear instructions on safe practices and procedures, ensuring consistency in safety measures across the organization.
2. Training Tool: It acts as a vital resource for training new employees on safety protocols, helping them understand their roles in maintaining a safe workplace.
3. Legal Compliance: It helps ensure compliance with local, state, and federal safety regulations, reducing the risk of legal penalties and fines for non-compliance.
4. Incident Response: It outlines procedures for responding to workplace incidents, from minor injuries to major emergencies, ensuring a swift and organized response.
5. Liability Reduction: By demonstrating a commitment to safety and compliance, it can significantly reduce the company’s liability in the event of a workplace accident.

Developing a safety manual requires a thorough understanding of your workplace’s specific hazards and the best practices for mitigating these risks. Regularly review and update the manual to reflect changes in regulations, workplace processes, and emerging risks.

13. Prepare for Emergencies

Given that 83% of employees have faced an emergency at work, ranging from severe weather to acts of violence, it’s clear that readiness is not optional. Here’s how to enhance your preparedness:

1. Identify Potential Emergencies: Assess your workplace for potential emergencies, including natural disasters, power outages, medical crises, and incidents of violence. Understanding what you’re preparing for is the first step.
2. Develop an Emergency Plan: Create a detailed response plan for each identified emergency. This plan should include evacuation routes, communication strategies, and roles and responsibilities during an emergency.
3. Train Employees: Regular training ensures everyone knows what to do in an emergency. Only 31% of U.S. adults consider their workplace proactive about emergency preparedness. Address this gap by holding drills and training sessions.
4. Maintain Emergency Kits: Equip your workplace with emergency kits that include first aid supplies, water, flashlights, and other essentials.
5. Review and Update Plans Regularly: As your business evolves, so will your emergency preparedness needs. Review and update your plans regularly to reflect any changes in your operations or staff.

14. Go Beyond Minimum Safety Requirements

Aiming for mere compliance with regulations often results in doing just enough to avoid penalties, which can leave gaps in your safety protocols. Instead, strive for best practices that exceed standard requirements. This commitment not only enhances the well-being of your employees but also fosters a culture of safety that can lead to increased productivity and morale.

15. Stay Updated on Changing Laws

Legislative and regulatory updates can significantly impact safety protocols, requiring businesses to adapt quickly to maintain legal compliance and protect their workforce. Safeguard your employees and your business by following these guidelines.

1. Subscribe to Regulatory Updates: Government agencies such as OSHA and industry-specific regulatory bodies often provide newsletters or bulletins. These resources offer insights into legislative changes, safety alerts, and best practices.
2. Attend Industry Conferences and Webinars: These events are invaluable for gaining firsthand knowledge of upcoming changes and strategies for implementation. They also offer networking opportunities with peers who may provide additional insights and advice.
3. Consult with Legal Experts: Regularly consulting with legal experts specializing in occupational health and safety law can help you navigate complex regulations and ensure your policies remain compliant.
4. Implement a Review Process: Establish a routine review process for your safety manual and procedures. This ensures your practices not only meet current regulations but are also aligned with the latest safety innovations and recommendations.
5. Train Your Team: Whenever updates are made to safety procedures or when new laws come into effect, promptly train your employees. This ensures everyone is informed and can adhere to the updated protocols, minimizing risks and enhancing safety.

Benefits of Effective Workplace Safety Management

Implementing robust workplace safety management yields substantial benefits. A primary goal of effective safety management is to minimize the occurrence of workplace accidents and injuries. According to the BLS, there were 2.8 million nonfatal workplace injuries and illnesses reported by private industry employers in 2022. By identifying potential hazards and implementing preventive measures, businesses can significantly lower these numbers. This not only protects employees but also maintains operational efficiency by reducing downtime caused by accidents.

Effective safety management also has a direct impact on a company’s financial health. Fewer accidents and injuries mean lower medical costs, compensation claims, and insurance premiums. According to OSHA, businesses spend about $170 billion a year on costs associated with occupational injuries and illnesses—expenditures that come straight out of company profits. By investing in safety measures, companies can significantly reduce these expenses, contributing to better financial performance.

OSHA Guidelines

To ensure your small business takes the right steps, you can start with rules set out by OSHA. Businesses in certain industries and locations may have additional requirements.

Most private businesses in the US must comply with OSHA, even those with just a single employee—unless that employee is you. So, any company with at least one employee is subject to OSHA rules, even if you’re not operating under a formal business entity.

However, employers with 10 employees or fewer are not required to keep records of workplace injuries or illnesses. If you fall into this category, it’s important to make clear that you are still subject to the workplace safety requirements. Once your employee level exceeds 10 employees, you’ll need to keep detailed records.

Government employers, churches, and the self-employed are generally exempt from OSHA rules, along with companies that operate under a federal or state agency, like mining companies and nuclear power plants. These businesses have a full exemption—meaning they do not have to comply with OSHA regulations, including safety standards and record-keeping requirements.

Navigating State-Specific Safety Rules

Each state’s safety requirements must at least meet the minimum OSHA standards. However, some states go above and beyond these, which is permissible under the OSH Act. Along with Puerto Rico, the 21 states that administer their own workplace safety programs are: Alaska, Arizona, California, Hawaii, Indiana, Iowa, Kentucky, Maryland, Michigan, Minnesota, Nevada, New Mexico, North Carolina, Oregon, South Carolina, Tennessee, Utah, Vermont, Virginia, Washington, and Wyoming.

Most of these programs adopted OSHA’s requirements but changed their processes to allow for a state review board. Some of the states also adopted plans that apply to public sector employers, which OSHA doesn’t cover.

There are four states we need to examine more closely that have nuances that can make compliance more complicated.

Bottom Line

Following these safety tips for work is essential for any business that wants to stay relevant in today’s society. Ensuring the well-being of your employees not only complies with legal obligations from OSHA but also fosters a positive work environment, reduces costs related to injuries and insurance, and enhances overall productivity.

The journey toward a safer workplace is ongoing, requiring diligence, adaptation, and a commitment to exceed minimum standards. Continuously seek improvement in your safety practices, stay informed on the latest regulations and innovations, and engage your team in creating a culture of safety. Your efforts will pay dividends in the form of a healthier, more motivated workforce and a stronger, more resilient business.