In business, a lot of principles are transferable across locations, industry, and size. But when it comes to health and safety, some key variables can make a lot of difference. While large enterprise companies must focus on the scalability of solutions, SMEs have more room to tailor policies to their workers’ specific needs.
However, the smaller your operation is, the more critical it is to be thorough with your health and safety policy. For small businesses, making errors – however tiny – in this area can be a huge and incredibly costly mistake. The average fine for violations of HSE regulations is estimated to be about £120,000. That’s a hit not easily absorbed if you’re a fledgeling enterprise.
To avoid being struck with legal action from employees who have been injured as a result of lax health and safety procedures in the workplace, businesses should construct a robust and fool-proof policy that covers everything from PPE and regular training to social hazards and lone worker protection.
This article will guide you through the key components, importance, and implementation aspects of a robust health and safety policy.
Understanding Health and Safety Policy
A health and safety policy is a cornerstone document that outlines an organisation’s commitment to maintaining a healthy and safe workplace and managing health and safety risks.
Its primary purpose is to ensure a healthy and safe environment for everyone involved, including employees, visitors, and contractors. Clearly stating the general approach to managing workplace health and safety helps align the actions of all stakeholders towards common safety goals.
Moreover, a comprehensive safety policy communicates to the staff how the employer plans to ensure workplace safety and emergency procedures. It demonstrates that the employer takes health and safety responsibilities seriously, which can significantly enhance the trust and morale of the workforce.
Understanding and implementing such a policy lays the groundwork for a safe and compliant working environment.
Responsibilities and Roles
Clearly defining responsibilities and roles is a key component of any health and safety policy. Employers have general health and safety duties towards their employees and the public, which include ensuring a safe working environment. They are responsible for recording and reporting work-related injuries and accidents, ensuring transparency and accountability.
In educational settings, the employer or proprietor holds the ultimate responsibility for health and safety. Employees should follow safety procedures outlined by the employer and report any hazards they encounter. Failure to comply with the health and safety policy can lead to disciplinary action against the employee.
The health and safety policy must clearly outline the names and roles of individuals responsible for ensuring safety within the organisation. The practice business manager, for instance, may have specific responsibility for health and safety within the practice. During emergencies, staff must follow evacuation procedures and assist others as needed. Trained staff should provide first aid if an accident occurs, acting as de facto first aiders.
Employees have safety responsibilities like ensuring proper use and maintenance of equipment to prevent accidents. They should care for pupils and others in the workplace, akin to a parent’s responsibilities. Clearly delineating responsibilities ensures everyone knows their role and contributes to a safe working environment.
Read more about the different workplace health and safety responsibilities in our blog post here.
Arrangements for Implementation
The final part of a health and safety policy includes the practical arrangements for achieving health and safety aims. This includes ensuring staff receive adequate information and training regarding health and safety. Training should highlight key workplace risks and how to manage them effectively.
Control measures, including personal protective equipment (PPE), must be implemented to minimise exposure to hazardous substances. Regular training and updates ensure that all employees are well-informed and equipped to handle health and safety duties, contributing to a safer workplace.
Importance of a Health and Safety Policy
A health and safety policy is extremely important and cannot be overlooked. It aims to mitigate workplace accidents and ensure compliance with legal obligations. A well-defined health and safety policy protects employees, clients, and visitors from workplace hazards and helps businesses meet their legal duty of care for health and safety.
Having a health and safety policy is not just a legal requirement; it also contributes to improved employee morale and productivity. Effective health and safety policies can lead to lower staff turnover and reduced costs associated with workplace injuries. Consulting with employees during policy development and implementation is crucial, as they can provide valuable insights into workplace risks.
Involving workers in health and safety discussions fosters engagement and improves risk management. Prioritising health and safety enables businesses to create a safe and productive work environment that benefits everyone involved.
So what should be included in a health and safety policy for small businesses?
The 5 Key Components of a Health and Safety Policy for Small Businesses
Creating a health and safety policy doesn’t need to be complicated. Legally, employers must do everything they can to eradicate or reduce the risks that they and their employees face at work. Then, they must create a plan that will be executed should an incident occur.
First, you will need to conduct a risk assessment that identifies the main hazards that your workers are likely to face.
Risk assessments are fundamental to managing health and safety risks. Risk assessments involve identifying hazards, evaluating risks, and recording findings. It requires employers to consider potential harm and take steps to control risks. Employers must identify and assess all hazardous substances in the workplace to mitigate risks.
Involving employees or their representatives in risk assessments enhances their effectiveness. All employees should have access to risk assessments to understand and contribute to safety measures. Risk assessments should consider employees’ unique circumstances and job requirements.
Employers must implement additional measures if further steps are needed to minimise risks. Employee training, implementing safety signage, and ensuring the availability of safety equipment are crucial steps in achieving health and safety aims. An example risk assessment can be adapted to fit the specific needs of a business.
Your risk assessment should include:
1. Environmental hazards
Depending on the industry that you operate in, there will be various risks posed by the environment in which you work. There are a series of questions that every small business should ask about risks in the environment:
Are your workers at risk from accidents on the road?
Do you have employees working at height?
Is the working area free from items and debris that could cause slips, trips and falls?
Is all electrical equipment regularly tested and maintained?
Are workers required to lift and carry heavy objects?
Are there hazardous substances such as chemicals nearby?
Do employees have access to PPE where necessary?
This is not a comprehensive list. However, it does give you an idea of the kinds of risks that need to be identified and addressed when creating a good health and safety policy for small businesses. With fewer members of staff, employees may also be spread out more and so need an extra layer of protection.
If you do have employees working alone, you can download our lone worker risk assessment template.
2. Social hazards
Unfortunately, some risks don’t stem from factors in the environment but from other people. It’s estimated that 150 lone workers are attacked every single day, which amounts to 54,750 workers every year. If any of your employees can be classed as lone workers, then it is important to equip them with the tools needed to protect themselves. These can include:
Adequate training in self-defence and de-escalation methods
Protection devices such as lone worker alarms
If possible, a buddy-system that ensures no one is working completely alone
Regular assessments of workers’ mental wellbeing
3. Fire safety
Getting your fire safety right could well prevent disaster down the road, and to do this there are a few requirements dictated by the Regulatory Reform (Fire Safety) Order 2005.
Ensure that equipment such as fire extinguishers, blankets and fire alarms are available and in good working order
Confirm that all routes to fire exits are clear and signposted
Identify hazards including sources of ignition, sources of fuel and sources of oxygen
Determine who could be impacted or those particularly at risk
Evaluate the risk of a fire starting
Mitigate risks where possible
4. General wellbeing
While health and safety plans do focus heavily on worst-case scenarios, there are a lot of things that employers can do to ensure the general wellbeing of their employees is being looked after. The following must be provided:
Drinking water
Comfortable temperature levels
Clean working areas
Ventilation from windows or air conditioning
Bathrooms with sinks, soap and a hand-dryer
Rest areas where employees can eat meals
Suitable lighting
Changing rooms if special uniforms are required
5. Communication
Write it down: If you employ five or more people, then your health and safety policy will need to be written down. This can take whichever form is best for your purposes but could be a leaflet, poster or document handed out to workers.
Educate: Your policy document should be clear and instructive enough that your employees are aware of the ways in which they need to comply with the regulations. You should also update it regularly based on the most up-to-date information.
If your employees all operate from a single location, then a poster within headquarters may be the best way to convey the information. If you have lone workers operating primarily out in the field, it’s important to ensure they are also brought up to speed with something like a leaflet. Training should also be provided.
Choose your nominated person: Included in your policy should be the identity of the person or people who will be responsible for enforcing the new rules and regulations. This can be anyone within the organisation or even an outside advisor. For smaller businesses, it’s likely to be a single nominated person. Whoever you choose must be someone who is deemed ‘competent’ (i.e. knowledgeable and experienced) enough to carry out the task.
Legally, employers need to have liability insurance that can cover the cost of compensation should a civil case ever be taken out against you.
Monitoring and Reviewing Your Policy
Regularly reviewing and updating health and safety policies ensures they remain compliant and effective. Health and safety policies should be assessed and revised when workplace conditions or regulations change. Involving stakeholders during the policy review process ensures a comprehensive evaluation.
Reviewing the health and safety policy after incidents occur is crucial to determine preventive measures. Monitoring policy effectiveness by checking compliance with set responsibilities and safe practices is essential. Frequent reviews help identify new hazards arising from changes in processes or equipment.
Communicating updates to employees is also critical.
Legal Requirements and Compliance
Every business is required by law to have a policy for managing health and safety. The primary legislation governing health and safety in the UK is the Health and Safety at Work etc. Act 1974. Businesses that have five or more employees are required to document their health and safety policy. This ensures compliance with regulations and promotes a safe working environment. Employers must communicate their health and safety policy and any updates to employees.
Employers are legally required to assess and manage workplace risks to ensure safety. This includes following regulations regarding the safe handling, storage, and disposal of hazardous substances. Health and safety policies must address specific risks related to hazardous materials and practices in the workplace.
Compliance with health and safety legislation is crucial for preventing workplace accidents and ensuring employee and public safety. Employers must properly manage specific health and safety topics, including hazardous materials and display screen equipment.
Reporting and Recording Incidents
Employers must report specific workplace injuries under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR). Reports to RIDDOR must be submitted online within 10 days for certain incidents, or within 15 days if the injured party requires more than seven days of sick leave.
An accident book must be used to document incidents that cause an employee to be incapacitated for over three days. Reporting and recording procedures must include details such as the location, personal information of the injured party, and a description of the incident. These procedures ensure transparency and help in identifying and mitigating potential safety issues.
How can we help?
In summary, creating a comprehensive health and safety policy involves understanding its components, conducting risk assessments, ensuring regular training, and complying with legal requirements. Addressing specific health and safety issues like handling hazardous substances and managing DSE use is crucial for maintaining a safe workplace.
The workplace hazards that you need to deal with will largely depend on the nature of your business. For example, if you manage a few people in an office then precautions related to working at height likely won’t be something you need to look into. For someone running a small construction company, however, this should be a top priority.
The best thing you can do as a small business is to use common sense, speak with employees about their experiences, uncover where hazards might lie, and make sure you get the basics right.
To find out more about how Vatix can help your company make headway with its health and safety policy, or if you want to learn more about our services, contact us today.
