Workplace Safety

Workplace violence refers to any act of intimidation, harassment, or physical violence that occurs in the workplace, and may also refer to a threat of physical violence or harassment. The perpetrator of workplace violence can be an employee, contractor, customer, or visitor. Because workplace violence can disrupt the operations of your business and cause trauma to customers and employees, it is essential that you take steps to prevent it from occurring. Although there is no perfect method for predicting workplace violence, there are often warning signs. To prevent workplace violence, you must watch for potential problems and know how to deal with them.

One of the best ways to prevent workplace violence is to screen potential employees prior to hiring them. Through the use of interview questions, drug testing, and thorough background checks, you can estimate the risk of future violence associated with each potential employee. If a potential employee’s drug test or background information indicates that the employee might cause problems in the workplace, you can choose to hire someone else instead.

Another good way to prevent workplace violence is to educate current employees about their responsibilities. Inform employees that they must treat coworkers, supervisors, customers, and visitors with respect and dignity. If any violent or potentially violent situation does occur, employees must report the problem to management immediately, even if the problem doesn’t involve them directly. Employees must also take all threats of violence seriously and avoid confrontation with threatening individuals.

Even with the best pre-employment screening and employee training programs, violence perpetrated by visitors and customers might still occur. To prevent this type of violence, you must develop a high quality security system for each of your buildings. For areas that aren’t open to the public, consider implementing a security guard service, installing coded key card readers, and issuing photo identification cards to all employees. In areas accessible to the public, consider installing security cameras or stationing a security guard in the building.

No matter how great your prevention methods are, there is still potential for the development of a threatening situation. All employees and supervisors should know how to recognize and deal with any problem that occurs. Indicators of impending workplace violence include aggressive behavior, belligerence, bullying, harassment, and intimidation. Individuals who have multiple conflicts with coworkers, supervisors, or customers might also pose a risk of workplace violence. Finally, an individual who brings weapons into the workplace, shows evidence of substance abuse, or makes statements that indicate desperation over personal problems might become involved in workplace violence.

If an employee notices indications of possible workplace violence from a customer, co-worker, or subordinate, he should notify his supervisor immediately. If an employee notices indications of violence from his supervisor, he should notify the supervisor’s manager. The supervisor or manager informed of the situation must be careful to take it seriously but not overreact.

If a violent incident does occur, an appropriate response from management is essential. Be sure to offer support to the victim of the violence and administer the proper consequences to the perpetrator. If the violent incident is traumatic to the victim, counseling might be necessary.

Business owners swap horror stories about many government agencies, unreasonable regulations and the high cost of compliance. Certainly the Occupational Safety and Health Administration (OSHA) has been viewed as a tough taskmaster. Worker safety, however, is serious business; and OSHA offers valuable services to small businesses.

Workplace safety benefits your bottom line as well as the health of your employees. OSHA offers many services to small businesses including reactive management services, proactive services, and training and educational services. Just like your employees, these services must be properly managed for your profit.

Reactive services. Please consider proactive management before you need these services. Reactive services reduce penalties and aid in achieving compliance. Once a business is fined for safety and/or health violations, unsafe work practices, or failure to provide or use safety equipment or personal protection gear, small businesses can apply for a penalty reduction simply based on the business size.

OSHA does not want to shut down any business, but especially not small and family businesses. Through a simple application, management can request a reduced penalty which scales the intervention to an appropriate level of pain.

Proactive services. Safety requires accurate communication. OSHA offers the help of Hispanic/English-as-a-Second Language (ESL) coordinators who assist you in delivering information meaningfully. For more traditional help on a company level, OSHA provides an on-site consultation program free. An administrative inspector, not a compliance inspector, suggests equipment, personal protection and safety procedures for your individual firm.

OSHA maintains a network of Compliance Assistance Specialists (CAS) who consult with management in matters of compliance, regulations, and general worker well-being. The CAS also directly educate employees through training seminars or safety meetings.

For industry groups, OSHA’s Cooperative Programs coordinate feedback from labor, business owners, and other interested stakeholders. The cooperative programs’ goal involves prevention of fatalities, injuries and negative health issues within an industry group.

These groups are particularly valuable to new businesses because the lessons learned by others make for inexpensive education and help design work procedures from the beginning correctly (Find a Cooperative Program).

Training and education. Online resources, such as new business quick start compliance manuals, are available through the OSHA website (OSHA’s Compliance Assistance Quick Start). Some very interesting interactive electronic tools can be used online. Two particularly useful examples are the cost of injury calculator (OSHA’s $afety Pays Program) and the most frequently cited compliance issues sites (Frequently Cited OSHA Standards). These two tools relate real injury costs and highest priority compliance issues to management. OSHA offers publications specific to industries or topics online (specific topics for small businesses).

Take home messages. Manage employee safety risks proactively. Use OSHA resources to learn about industry issues and safety tips. Specialty services such as ESL are available.

Know the value of a safe work place, and make the proper investment in worker safety.

Risk management is a critical part of every business. Every employer knows that it’s cheaper to prevent risks than deal with the consequences of ignoring them. This means it’s important for all employers to screen applicants and monitor current employees. Some of the most costly mistakes made by employees take place when an employee must drive a company vehicle. Whether the nature of the company’s business is driving or delivering, accidents and their consequences can be costly for employers.

Companies who hire drivers must protect themselves and their driving employees. In order to protect themselves, employers should use motor vehicle reports, which are commonly referred to as MVRs. These reports aren’t difficult to obtain. In most states, interested parties can request this information online for a small fee. Some employers may also perform a background check to obtain a more extensive report. Any company regulated by the DOT is required to perform annual MVR scans on their drivers. Employers should always request the MVR of a new applicant for a job. In most cases, an applicant’s driving history is a good prediction of whether or not they’ll be a safety risk to the company.

It’s important to provide driving safety training to any employees who will be behind the wheel. Although new and current employees may have impeccable driving records, it’s important to take steps to prevent their records from changing. Regular training will refresh employees’ memories of important driving rules. Be sure to educate employees about all company driving rules and regulations. If there are any changes to a company policy, be sure employees are aware of the changes.

Companies of all sizes should utilize MVRs for screening. Many smaller companies think that MVRs are only necessary for larger companies. However, this isn’t true. Smaller companies often pay more for insurance that may not cover careless driving acts by an employee. Since smaller companies usually have less revenue than larger ones, a costly mistake by an employee could be a larger setback for a small company. Performing one MVR before employment isn’t enough. Since these reports change each time a new conviction or record is added, it’s important to request them periodically. Employees who begin showing patterns of reckless driving may need more training. In severe cases, they may need to be suspended from driving duties.

There are driver monitoring services available in some states. These provide employers with monthly or weekly updates. If drivers have license status changes or new violations, they’ll appear in the report. Companies with a large volume of drivers usually benefit from this service. Smaller companies should consider requesting an MVR every few months. It’s important for any company using MVRs to be aware of the regulations and statutes governing their use. State statutes, FCRA rules and DPPA regulations must all be considered. Employers must always disclose their reasons to employees and applicants for requesting such information. In addition to this, they must obtain written permission from these individuals before collecting regular MVRs.

Employers face several important considerations with MVRs. Companies need to develop a legal and fair structure for implementing driving restrictions. Decisions to restrict, suspend or terminate employees based on MVR information should comply with all applicable regulations. It’s also important to consider outside factors. Insurance is a major influencing factor for driving restrictions. Be sure to understand the company insurance policy and its provisions. Drivers who don’t meet the standards should not be permitted to drive company vehicles. If there are any questions or concerns regarding drivers and the company insurance policy, be sure to speak with an agent promptly.

Some people may wonder if management professionals are trying hard enough to find ways to reduce company costs and risks associated with workplace injuries. Research shows that most managers are not taking proper measures in either area. If they could learn to make workplace safety and health as important as quality or production priorities, differences may start to appear. However, some companies place more focus on safety than what is necessary.

Although the idea of safety being first might sound like the best policy, it is not as effective when it is set extremely far above other priorities. Companies’ priorities change quickly in today’s advancing world. Many companies set safety so high above other priorities that employees often feel safety is the only goal they should try to achieve. In such a competitive world, speed should also be a priority. Since there are companies successfully producing at higher volumes while maintaining good speed and safety ratings, it is clearly possible to achieve both. However, this does not mean that either priority should be significantly higher than the other should.

If safety is set far above all other priorities, a considerable amount of money is required to fund an elaborate safety plan. This may be counterproductive to business. Every business owner knows the importance of striving to increase profits. However, not every business owner knows how to strive harder for profits while maintaining safety in the workplace. Instead of adopting the policy that safety should be first, it is better to implement a policy reflecting that while striving for higher productivity, proper safety is required to accomplish tasks. Such an idea implies that employees can work fast and hard toward better profits while staying safe.

This idea does not require employers to pour significant amounts of money into an elaborate safety plan. The key idea employers need to remember is that employees also want to see themselves go home unharmed and in one piece at the end of the day. Since this is the desire of both parties, the only task is implementing a way to weave safety measures into each task while not making them so extensive that they inhibit productivity.

The best way to approach such a task is to analyze each safety procedure, policy and program to evaluate its effectiveness. Many employers are surprised to find the source of their workplace injuries are a result of ineffective planning instead of employee faults. Update outdated plans, take note of weaknesses in policies and figure out what the cost of changes will be. One of the key ideas to remember is to focus more on educating managers. Many employers place their focus on only educating employees. It is important to increase manager education without decreasing employee education. Employees need to see that their managers are setting good examples of maintaining productivity and safety harmoniously. Both parties must understand the rewards of higher safety and productivity numbers and the consequences of lower safety and productivity numbers.

The overall idea to remember is that it is more expensive to react to situations than it is to prevent them. In addition to this, safety plans should not be too sparse or elaborate. Companies must perform their own analyses to determine what changes must be made. Managers and employees need to be educated to learn about how profits and productivity work and how to tie safety into their tasks. Making positive changes is an excellent way to save money, increase safety ratings and enjoy higher productivity.

Just as workers have a responsibility to conduct themselves safely in the workplace, employers have a moral and legal responsibility to mitigate the effects of any reasonably anticipated accidents or injuries. Specifically, employers must comply with OSHA Standard 1910.151, which states that “adequate first aid supplies shall be readily available.”

This makes good fiscal sense for employers – too: A well-resourced injury prevention, first aid and emergency response program can pay off in terms of lower insurance premiums, less disruption to the work flow, and reduced absenteeism.

The Occupational Safety and Health Administration (OSHA) has released federal guidelines for workplace first-aid programs. Specifics depend on your industry. Construction sites should have a more extensive first aid program than general industry workplaces, for example.

First Aid Kits. Consider directing a responsible worker to inventory your first aid kits, and ensure they are complete, supplies have not been used up, and components are not expired. For most workplaces, the minimum standard for a generic workplace first aid kit is outlined in American National Standard (ANSI) Z308.1-1978.

You can include over-the-counter medicines in a first aid kit – such as Tylenol or aspirin. But make sure you do not include anything in the kit that may cause drowsiness. A sleepy worker who has just taken some cold medicine could cause a workplace accident much worse than a cold could ever cause.

If you reasonably expect workers treating other injured employees could come into contact with blood or other pathogens, you should also consider including personal protective equipment, such as latex gloves, masks, gowns and face shields.

Training. Depending on your industry and the specific workplace hazards, it may not be enough to just have a first-aid kit on hand. You may need to invest in training employees in how to provide First Aid, and CPR, and possibly the use of cardiopulmonary defibrillators. In some cases, your license or contract requires you to have trained and certified staff on hand.

Implementation. Occupational health and safety compliance is a full-time job in itself in some companies. If you have a lot of staff or have staff routinely exposed to hazardous conditions on site, you may want to appoint a health and safety manager for your workplace. This individual can be responsible for tracking current first aid and CPR certifications, scheduling training, inventorying first aid kits and supplies, and making recommendations for improvements to management.

This employee should not only be familiar with OSHA regulations on first aid and occupational safety and health, but also with regulations at the state level, as well – which may be more onerous than federal regulation.

For more information, visit the Occupational Safety and Health Administration’s website at www.osha.gov.

Although the costs of work-related injuries sustained by employees are usually covered by Workers Compensation coverage, there is no coverage for hidden costs to the business the employee works for. Most plans cover medical expenses and lost wages of the injured employee. However, increased overtime expenditures, reduced efficiency and the expense of training replacements are not covered. These costs can greatly affect a smaller business.

Injuries that are sustained in the workplace or in vehicles owned by the business are not limited to occupations that are known to be dangerous. For the majority of cases reported, the main three causes of workplace injuries are falls on level ground, bodily reaction and overexertion. Injuries sustained from pushing, excessive lifting, pulling, carrying a heavy object, throwing things or trying to hold a heavy object are all activities that lead to overexertion injuries. These types of injuries can seriously affect workers in any environment. It’s important for employers in every industry to be aware of these risks to avoid paying for costly preventable injuries to employees. It’s essential to train employees to recognize hazards, report unsafe conditions and to be aware of what the consequences of injuries are. Employers should encourage employees to actively contribute to a safer working environment by reporting unsafe conditions and making suggestions for changes to correct problems.

Any accident, first aid incident or near miss should be reported to employers. After receiving reports, employers should investigate the incidents thoroughly. If possible, the investigation employers carry out should take place immediately. Both hourly employees and management professionals should be involved in the investigation process. The purpose of investigations is to identify the cause of the incident without blaming anyone. The overall goal should be to improve the situation and make the workplace a safer environment for everyone.

A team should be formed that can review incidents from past years and the current year to identify patterns. In addition to this, the team should be able to identify the problems. Hospitals, police departments and fire departments should be conferred with each year for assistance in identifying risks and forming plans for emergencies. Loss of power, accidents, explosions, fires and violence are all issues that each business must address. Drills for these situations should be planned and implemented. It’s important to ensure that employees are properly trained to face any situation. They should also know the emergency and disaster plans thoroughly. Some businesses may also want to provide CPR and first aid training from the Red Cross for their employees. If this is the case, there should be at least one person who is responsible for keeping first aid kits stocked and accessible. To learn more about risks in an individual workplace and how to obtain protection, contact an agent.

As a truck driver, you have a responsibility to avoid fatigue and remain alert. You might also have a demanding schedule that can leave you feeling fatigued. Although there are many rules and regulations in place to help you avoid exhaustion and the impaired driving it causes, you can still suffer from it, even while you operate within the established guidelines. If you are serious about your safety and of the other drivers around you, there are still steps that you can take to avoid the dangers associated with chronic fatigue.

Rules about Sleeping. As a truck driver, below are the minimal regulations for sleeping and shift work that you must follow:

• A driver may drive no more than 11 hours of every 14 hour shift, if they have been off-duty for 10 or more hours. Remember, the 14 hour shift includes time spent on stops.
• If you have been on duty for a total of 60 hours during seven consecutive days, you need to cease driving. Furthermore, you may not drive if you have been on duty for a total of 70 hours over eight consecutive days. You may start the count over again only after 34 hours of off duty time.
• If you are using a sleeper berth, then you must spend at least 8 hours of consecutive time in the berth. You must also take an additional 2 hours off duty either in or out of the berth.

Rules to Avoid Fatigue. After following the above regulations, if you find that you are still chronically tired, consider these additional steps:

• Make sure you are getting enough sleep. Most people need at least seven hours of sleep each day, and many need eight.
• Do not work shifts that are longer than eight hours in length.
• Drive in consecutive blocks of seven or eight hours rather than a few hours here and there.
• Sleep when you are tired, rather than when you think you should. It is easier to get to sleep, and stay asleep, if you are ready for sleep.
• Avoid over-use of caffeine. When used too often it can interrupt your sleep cycle and end up making you more tired.
• Prepare a quiet, dark, comfortable place to sleep each night.
• As much as you are able, keep a regular schedule. People who work jobs that necessitate shift changes often find that they need several weeks to adjust to their new shift. This time of adjustment often leaves them exhausted and unable to get enough rest, which can create a hazardous situation. If you continually change your schedule, you will need the same time for adjustment.
• Whenever possible, plan to take naps. As part of your natural clock, your body temperature, mood, and motivation drop off between 2:00 and 4:00 in the morning and again in the afternoon. Sleeping or napping during these hours will fit perfectly with your natural body rhythms.

Fatalities and injuries from machines are a high risk in many jobs. They occur during service and maintenance tasks when workers face exposure to uncontrolled releases of energy after initiating a machine. Fatalities and injuries during the past few decades have been closely analyzed in workplaces with dangerous machinery. In most cases, failure to lock out and tag out machinery or isolation areas was a contributing factor. It’s extremely important to lock out and tag out machinery that must be de-energized. If machines aren’t properly tagged or locked, workers can be caught in them. Fractures, amputations, crushing injuries and death are the most common results.

When Lock Out/Tag Out Is Necessary. It’s essential for employees to know the procedures, understand the importance of them and understand the possible consequences of failing to comply. Lock out and tag out procedures should be implemented in the following conditions:

• If an unexpected start-up of a machine would release stored energy.
• During all initial set-up procedures. In any circumstances requiring workers to bypass or remove a safety device.
• When a body part of any worker must be placed in the danger zone or point of operation.

Employer Recommendations. The responsibility of preventing machine-related injuries in the workplace falls on the employer. To keep employees safe and minimize the risk of injuries, it’s important to take the following steps to comply with OSHA:

• Ensure all workers clearly understand when hazardous energy control procedures are applicable.
• Provide training for energy control procedures.
• Develop and implement a program for hazardous energy control procedures.
• Provide tag out and lock out protocol training and inspection requirement training before allowing maintenance or service work to be performed.
• Label isolation devices clearly.
• Provide training for workers in their primary or native language. Provide training for energy isolation and control methods.
• Develop specific lock out and tag out procedures for each machine.
• Make sure employees know when safety devices are removed before starting up a machine.
• Make sure workers are provided with plenty of lock out devices, tag out devices and any other essential hardware.
• Don’t allow anyone under the age of 18 to work on hazardous machinery.

Worker Recommendations. It’s important for all workers to comply with hazardous energy control procedures outlined by an employer. If there are any issues with the program, be sure to bring them to the employer’s attention immediately. It is crucial to do so for any issues relating to safety. In addition to this, be sure to complete all training offered and required by the employer. Before working with or performing maintenance on a machine, be sure to do the following:

• De-energize hazardous energy sources.
• De-energize electrical circuits.
• Block machine parts against motion.
• Shut down or disconnect motors and engines.
• Block the flow of fluids in pneumatic or hydraulic systems.
• Lock out and tag out hazardous energy sources. This includes control valves and breaker panels.
• Dissipate or block stored energy.
• Block or release springs under tension or compression.
• Discharge capacitors.
• Avoid venting flammable, toxic or explosive substances into the air.
• Vent permissible fluids from pressure tanks, vessels or accumulators.
• Verify that all hazardous energy sources are de-energized. Make sure there is only one key for each lock.
• Don’t allow anyone else to remove a lock they’re not assigned to.
• Ensure fellow workers are clear of danger zones before re-energizing a hazardous energy system.
• Inspect work properly before removing the lock to activate equipment.

Manufacturer Recommendations. It’s best for manufacturers to consider equipment designs that require less disconnection points. In addition to this, it’s beneficial to design equipment that has disconnection points that are easy to access. The equipment’s overall purpose should work in accordance to promote safe lock out and tag out procedures. Equipment should also be designed with optimal safety features for repair or maintenance work.

Before implementing a plan, be sure to understand OSHA regulations. Failure to comply with OSHA standards comes with serious consequences. Workers and employers should also be properly insured against potential hazards. To get answers for any questions about hazardous workplaces, contact us.

An accident or breakdown of a company vehicle can affect your company’s productivity negatively. Furthermore, it can hurt the reputation of your company if the breakdown results in late shipments or deliveries and no-shows for appointments. The good news is that there is a simple way to reduce the number of breakdowns and accidents that your vehicle fleet sustains: continuous preventative maintenance.

Preventative maintenance is done in addition to regularly scheduled oil changes and tune ups. It occurs when an employee spots something that could become a problem and reports it to the maintenance department before it disables the vehicle.

No one knows the company vehicles as well as the drivers, and they have a responsibility to make sure that preventative maintenance occurs. Below are some steps you can follow to properly maintain company vehicles.

The Daily Pre-Drive Checklist. Before you begin your work each day, you should go through a checklist of inspection points for the company vehicle you will be driving. The checklist should encourage you to inspect the following:

• The functionality of the service, parking, emergency, and trailer brake systems.
• Integrity of the wheels, tires, and rims.
• The condition of the horn, reverse alarm, windshield wipers, headlights, brake lights, reverse lights, steering wheel and turn signals.
• Visibility and effectiveness of the windshield, side windows, rearview and side view mirrors, side markers, dashboard instruments, and reflectors.
• Examine the cleanness of the exhaust system and the ability of the vehicle to idle without stalling.
• The presence of a safety kit including flares, reflectors, first aid kit, fire extinguisher, tools to assist with minor repairs while on the road, any safety items needed by your industry. You should also check the cleanliness and effectiveness of each item in the kit.

Daily Incident Reports When Necessary. Despite the daily checklist, some problems do not surface until you begin driving the vehicle. If you notice any problems while you drive, you should report them to the maintenance department immediately so that the vehicle can be repaired before the problem puts another employee in danger or pulls the vehicle off the line. Be certain to document the signs of the problem, when it occurred, as well as anything that may have been unusual about the driving conditions that day.

Employers are fined millions of dollars each year for OSHA violations. The citations that result in fines are often overlooked by supervisors. Although employees usually receive generic information about OSHA standards in most workplaces, it’s important to implement training procedures that make OSHA’s rules clearer. It’s important for employees and employers to be aware of the penalties. To make the workplace more efficient and reduce OSHA penalty risks, consider the following changes.

Ergonomic Support. Companies that find ways to prevent repetitive motion disorders won’t face penalties and citations from OSHA. Another benefit these employers enjoy is a lower Workers Compensation premium. The best way to implement one of these low-cost changes is to analyze how workers perform tasks, look for strain reduction techniques and implement new changes. Focus on strain reduction techniques for backs, necks and joints.

Keep Better Records. Good documentation is one of the best ways to avoid OSHA penalties. When OSHA inspectors note gaps in the 300 log, they usually implement a full safety audit. If there are log deficiencies in the past few years, be sure to invest the necessary time to fix them. Employee files and workers’ compensation records can usually supply the missing information.

Implement a Disaster Plan. It’s important to have a plan that is effective. Famous earthquakes, hurricanes, fires, pandemics and terrorist attacks in history have taught everyone that preparedness is the key to surviving any disaster. Be sure that all emergency disaster plans include the following:

• Safe building evacuation procedures.
• Training for employees regarding what to do during emergencies.
• Proper sanitation and hygiene procedures.
• Arranging for business operation from remote locations.
• Stocking emergency supplies, food and first-aid kits.
• Communication methods and procedures for customers, vendors and families.

Remedy Routine Violations. Some of the most costly safety violations are easy and cheap to correct. The following violations result in costly fines but are easy to fix:

• Exits that are partially or fully blocked.
• Dirty or hazardous work areas due to poor housekeeping.
• Lack of goggles, gloves, covers and other required safety equipment.
• Flammable and dangerous materials that are stored improperly.

Although they’re simple problems to prevent initially, they’re on a list of the most common OSHA violations. These problems are often easy to overlook. It’s important to implement procedures and checklists to ensure they’re never an issue.

Consider Safety as a Profit Instead of a Cost. The cost of implementing and maintaining proper safety procedures can be viewed as a profit or a cost. Those who view it as a cost are more likely to find themselves with a handful of OSHA citations. They’ll also find that those citations are far more expensive than the cost of preventing the problems. Employers who view the safety standards as a profit are more likely to implement strict procedures and have a good system for maintaining them. The small cost of keeping safety procedures in operation is considered a wise investment. Another important issue to consider is that insurance doesn’t always cover the cost of workplace accidents that result from employee negligence. Most of the OSHA standards are in place to prevent negligence. With that thought in mind, it’s important to remember that any accident resulting from failure to comply with OSHA may not be covered by insurance. This is another good reason to follow the standards set by OSHA. For questions about workplace insurance policies and the specifics of what is covered in them, contact us.