When you embarked on your entrepreneurial ambitions, you knew that dealing with government regulations was going to be a part of the equation. When it comes to the safety of your employees, the relevant law is the Occupational Safety & Health Act, enacted into law in 1970. The agency that issues regulations in accord with that law is the Occupational Safety & Health Administration. Both go by the acronym OSHA.
Here is a broad overview of your OSHA small business checklist:
Check to see if you’re exempt.
Not every business is subject to OSHA regulations. The most prominent example is firms that have 10 employees or fewer over the course of the entire calendar year. There are also “low-hazard” industries that may be at least partially exempt. The partial exemption applies to the need to maintain a steady log of employee injuries and illnesses with OSHA Forms 300 & 301.
Plan for emergencies.
You need to have a documented plan for what happens in an emergency—e.g. a fire in the office. If you share space and are on a higher floor, this becomes even more paramount. The simple act of self-preservation has likely motivated you to be aware of how you and your team would handle such a crisis, but OSHA requires that your plan be put on paper and is easily accessible by anyone in the firm.
Train your employees.
You aren’t required to have fire extinguishers on hand, but if you choose to do so, the employees must be trained in how to use them. The same goes for other safety features in the office.
Ask: Do you deal with hazardous chemicals?
If the answer is yes, then the employees must be notified of what specific dangers can come from their exposure.
Have first aid supplies on standby.
As the one responsible for your employees’ well-being during business hours, you are legally required to have a basic First Aid kit on the premises.
Post rights and regulations.
You’ve likely worked somewhere where a big OSHA poster was put up in a prominent place—often near a water cooler, a time clock or some other place that all employees were likely to congregate. That poster contains all of the employees’ rights when it comes to a safe working environment. This must be posted in a manner that everyone is likely to see.
Be ready for inspections.
The federal and state governments have the right to conduct surprise inspections, so it’s a good idea to periodically review compliance with your attorney.
Take a positive view of the regulations.
Well, this isn’t a requirement, but it will help you make the most of regulatory compliance that can get tedious. The biggest positive is that you and your employees will return safely to your homes each night.
Another is that a safe workplace has proven to be good business. OSHA reports substantial cost savings from a safety program, as much as 4-6 times the initial investment. This is also an opportunity for you to be proactive with your team. Get them involved in a discussion of safety issues and the best way to deal with them.
Finally, keep in mind that as a small business owner, you have rights as well. You have a right to get help from OSHA. In 1996, Congress passed the Small Business Regulatory Enforcement Fairness Act that requires—among much else—that OSHA produces easy-to-understand compliance guides and that they involve small businesses in the development of the rules. You have the right to request a free OSHA visit to your workplace to assess compliance, without risk of penalty and offer counsel on how you might improve.
Workplace safety is important to you, to your employers and to society as a whole. Following the OSHA small business checklist—and reviewing it periodically—will help you achieve that goal.