Creating an Effective Health and Safety Strategy for Your Business
Implementing a comprehensive health and safety plan may seem overwhelming, but breaking it down into manageable steps can make the process much simpler. Follow this checklist to ensure that you stay up-to-date with your health and safety obligations:
1. Designate a Health and Safety Representative:
Choose a competent person who will oversee the project. This individual should possess the necessary skills, experience, and knowledge to effectively manage health and safety. This person could be you, one of your employees, or even someone from outside your business. Ensure that responsibilities are distributed evenly among staff members to prevent overburdening. If your workplace is high-risk or if you feel that you and your staff cannot handle the required tasks, consider hiring an external professional. Remember to provide training and paid time off for your appointed representatives.
2. Create a Health and Safety Policy:
Develop a clearly articulated health and safety policy for your business. The Health and Safety Executive (HSE) provides a policy statement template and an example document to guide you. Your policy should include the following information:
– The name of the employer or senior manager with overall responsibility for health and safety
– The name of the staff member responsible for overseeing implementation of the policy
– General policy arrangements
– Clear assignment of responsibilities
– Specific arrangements for achieving the aims laid out in your policy
– The location of first aid and accident boxes
Regularly review your policy, especially in the event of major changes or the introduction of new equipment or procedures.
3. Conduct a Risk Assessment:
Perform a thorough risk assessment to determine if you have adequate safety measures in place to protect your staff. The templates provided by the HSE include a risk assessment section for you to complete. Start by surveying your workplace and identifying potential hazards. Consider the likelihood of harm and the potential severity of the risk. Seek input from your team members regarding potential hazards they perceive. Your risk assessment does not need to be exhaustive; focus on identifying the most likely incidents. The HSE provides an online risk assessment tool to assist you. For instance, if you work in construction, you should consider hazards such as falling objects, injuries from heavy lifting, and falls from heights. If your business involves transporting cash or valuables, you will need to address the risks associated with robbery. Take special care to include employees with specific needs or requirements, such as expectant mothers, new hires, young workers, and individuals with disabilities. Ensure that your remote workers are aware of your health and safety policies. Review your risk assessment whenever you introduce new equipment, substances, or procedures that could pose additional hazards.
4. Provide Necessary Training:
Most individuals in your business, including yourself, managers, supervisors, employees, contractors, and self-employed workers, will likely require training. This encompasses training for your designated health and safety representatives and all other staff members. By law, you must provide free training during working hours. Different regulations outline specific training requirements and situations where training is vital, such as the Health and Safety at Work etc Act 1974, the Management of Health and Safety at Work Regulations 1999, the Safety Representatives and Safety Committees Regulations 1977, the Health and Safety (Consultation with Employees) Regulations 1996, and the Health and Safety (Training for Employment) Regulations 1990. Consider preventative training measures as well. For example, employees on a construction site should receive training on working at heights and using various equipment and surfaces such as scaffolding, ladders, and roofs. If your employees handle cash, ensure they receive training on best practices for safety and security, such as minimizing the amount of cash or valuables carried during each trip and avoiding predictable routines. Choose training methods based on your specific needs and context, such as providing information and instruction, on-the-job training, training in a meeting room, open and distance learning, group-based or individual training, or computer or interactive training. Seek assistance from organizations such as National Occupational Standards, trade unions, further education colleges, and private training organizations for guidance on developing your training programs. Ensure that the training is easily understandable and that your trainers have ample time and resources for thorough preparation. Collect feedback at the end of the training session to measure its effectiveness and gather valuable insights for future improvements.
5. Provide Adequate Workplace Facilities:
As an employer, you must provide appropriate facilities and conditions to ensure the welfare of your staff. These include toilets, hand basins with soap, drinking water, rest areas, good ventilation, reasonable working temperatures, and well-maintained equipment. If your workplace requires specialized clothing, you must provide an area for changing. In some industries, you may need to provide additional equipment or training, so consult the relevant industry authority for specific requirements.
6. Establish First Aid Arrangements:
Apart from supplying first aid boxes, designate someone responsible for maintaining and restocking the first aid kits. They should also be trained to handle first aid needs and be prepared to call emergency services as necessary. Depending on the level of risk in your workplace, you may need to have a trained first aid person on site.
7. Post Health and Safety Posters:
Ensure that the mandatory health and safety poster is clearly displayed in a visible location for all staff to see.
8. Secure the Right Insurance:
By law, businesses must have employers’ liability insurance, and public liability insurance is also highly recommended. Failure to have adequate insurance coverage can result in fines of up to £2,500 per day. Certain exemptions may apply if you have no employees or if your business is a family operation, and all employees are closely related to you. For further details, refer to the Employers’ Liability (Compulsory Insurance) Act 1969. For additional guidance on workplace health and safety, reach out to relevant trade unions, employer organizations, and trade associations associated with your industry
