Health and safety for small business

Good health and safety is an important core value in any business.

It creates good culture, trust and a safe environment – your business will be better as a result of putting health and safety procedures in place.

Put simply: it makes good business sense!

As a small business, it’s good to not over-complicate health and safety practices and policies.

There are some tools that can help with those initial, important steps when it comes to planning your health and safety and making sure you’re on the right track.

We’ll look at this more a little later in this guide – but for a quick tip, we’ve found that using Trello (which you can do for free), can definitely help you keep an eye on what’s important.

And, of course, this small-business health and safety guide, will help you on your way.

Why is health and safety important in the workplace?

A good health and safety policy is important for both your employees and those you engage with on a business level because:

1. it builds consumer and customer trust – and your reputation will be better for it (which can then result in better sales)

2. it can help you manage the level of your insurance premiums – insurance claims based on health and safety mean higher premiums; being in a position to avoid health and safety incidents occurring should mean you’re paying a lower insurance premium than otherwise

3. having a good health and safety policy, and a good health and safety training policy alongside it, can help generate confidence from sales partners, employees and shareholders and ensure that everyone knows where the risks lie in your business and how they’re being responsibly managed

4. demonstrating that you’re responsible about staff welfare and their safety helps to attract talent and retain great employees

The right environment means far less risk of accidents, a lot more confidence in management and, importantly, cultural strength.

If you care about your workers, they’ll feel appreciated and be happy workers.

When staff are happy and feel valued, they’re more likely to feel accountable for their role and behaviour within the business, and productivity is generally also optimised.

5. it allows you to pass any relevant inspections, so you can display, with confidence and compliantly, the appropriate certificates that are required for licence permissions and renewals

6. many businesses require proof of health and safety compliance as a condition of any partnership or sales relationship. It’s typically regarded as an essential ‘hygiene’ factor for all good businesses from the start.

Whether you’re making a food product with the aspiration of distributing it via a supermarket or an online delivery service; or you’re wanting to sell your services to another business; or you’re looking to collaborate with someone else (e.g. an agent, distributor or joint-venture partner) so you can grow your business, other businesses will want to be absolutely certain that in linking their brand name and reputation to yours, they’re not taking any unnecessary risks.

Because of this, your essential health and safety compliance will generally also be a key factor in securing investment funding from seasoned investors and/or gaining access to other forms of financing, potentially even loans and grant funding.

7. it creates educated, responsible and accountable staff, who help to keep the working environment safe and who know the implications of not taking it seriously

8. it reduces long-term sick and stress-related leave, which is good for your staff and managers

Does every business need to be health and safety compliant?

In other words… who needs to be bothered and who can crack on and not worry?

It’s what you do that matters.

The law requires all employers to have a written health and safety policy that’s understood by, and accessible to, all your employees.

You have a duty to ensure your employees’ safety, health and welfare at work, as far as reasonably practicable.

To prevent workplace injuries and ill-health, you must take certain actions.

These include:

• Provide and maintain a safe workplace which uses safe plant and equipment
• Prevent risks from employees using any article or substance, and from exposure to physical agents, noise and vibration
• Prevent any improper conduct or behaviour likely to put the safety, health and welfare of employees at risk
• Provide instruction and training to employees on health and safety
• Provide protective clothing and equipment to employees
• Appoint a competent person as the organisation’s safety officer

The size and age of your business doesn’t matter.

Whether you’re tiny or huge, new or established, health and safety is all about what you do, not how big or how old (in business terms!) you are.

Some businesses won’t need to worry much about health and safety requirements.

For example, if you’re working from home, you’re unlikely to need to fuss too much about it, especially if you don’t meet your customers in your home.

But for other types of business (further explored in this guide), compliance with, and effective management of, health and safety risks will be critical to them achieving their short- and longer-term objectives.

Who do you want to sell to as a business?

The answer to this question also affects your health and safety position and how much you need to think about it.

If your customer is a business with its own health and safety obligations, it may require you to demonstrate compliance with the standards that it must conform to before it will agree to trade with you.

Which businesses carry the biggest health and safety risks?

Some of us really should be cracking on with our health and safety policy from the very outset because, regardless of the number of people we employ, it’d be dangerous not to do so.

Below is an illustrative list of business areas and activities where it’s super important to have robust health and safety policy and procedures, largely because these are businesses that typically experience the most potential for health and safety incidents:

• warehousing businesses
• businesses operating workshops
• businesses operating garages for vehicle repairs and maintenance, as well as vehicle sales
• factories
• construction-related work
• businesses where staff are working ‘at height’, like harness-based window cleaners and maintenance crews, roofers, scaffolders, electricity supply service engineers, etc.
• businesses handling dangerous chemicals or allergens
• food production and/or food-handling, -distribution or -retailing businesses. This includes coffee and snack shops, pop-up food booths/vans as well as home kitchens or other places where food products may be prepared
• beauty, cosmetics, and pharmaceutical businesses. This includes venues where beauty products and/or their ingredients may be prepared and/or stored
• spas and cosmetic or medical treatment businesses
• sports, fitness and leisure businesses – from personal trainers to those running sports gyms, fitness classes and leisure centres

The above list isn’t exhaustive, but it should give you a clear indication of where the risks often lie.

Health and safety risks for small businesses starting out

Ignoring health and safety is a big risk for many businesses.

Not knowing what you don’t know…

Waiting until disaster strikes…

…they’re not great strategies.

Some common specific risks of not getting it right include:

• problems getting affordable insurance cover and/or any cover that protects you where you need it most
• injuries to staff/others, attracting costly personal injury claims and damaging your reputation as a responsible and desirable employer, as well as disrupting staff productivity
• costs of replacing damaged equipment and/or facilities, as well as costs of replacing, temporarily or permanently, injured staff
• investigations by the Health and Safety Authority (HSA) – the regulator for health and safety compliance, which can result in:
  • fees charged by the HSA to cover the cost to them of their intervention
  • the possibility of an improvement notice, which will tell you what’s wrong and the changes you need to make. You would then have 21 days to make these changes
  • maybe a prohibition notice – this would be given if your actions could result, or are resulting in, serious personal injury. This notice stops you conducting whatever is causing this until you’ve made it safe to continue
  • prosecution – and ultimately the risk of a fine by the courts for breaking health and safety law
  • serious reputational damage affecting your ability to realise all the benefits that we listed at the start of this guide

So, what does health and safety compliance actually cover?

Essentially, you need to provide a safe environment for those you’re responsible for – which, in a nutshell, is anyone employed by you and anyone who’s engaged by you or who otherwise comes onto the workplace(s) that you manage.

This obligation to provide a safe environment extends, for example, to:

• the overall workplace provided (protecting people coming into or onto it from slips, trips, fire hazards and any other hazards, like exposure to chemicals, dust or wiring, that they might encounter given the nature of your business)
• provision of safe and suitable work equipment
• manual handling – which means the moving of items either by lifting, lowering, carrying, pushing or pulling
• protection from harmful noise levels – which, if unavoidable in the line of work that you undertake, means, for example, providing those exposed to such noise levels with suitably protective headgear that shields them from harm during all periods of exposure
• monitoring workforce health and addressing any incidents of harm, including making provision for stress-related harm
• ensuring food safety
• reporting ‘reportable’ accidents (see more on this below)
• providing regular and adequate training to all within your business, including especially those who may be affected by any of the above-listed items

Again, this list is not definitive, and what applies specifically to you and your business will depend on the type of business activities you’re carrying out.

The important thing is that health and safety policies and practices cover everyone at work and anyone who’s affected by the work you undertake.

Doing a health and safety risk assessment

The law requires every employer to carry out a risk assessment for the workplace.

The Health and Safety Authority recommend you take a qualitative 5-step approach to:

1. identify the hazards that might arise in your business activities or on any of the premises where you may be carrying on business activities
2. identify those who may be harmed by any such hazards and take suitable precautions to prevent harm occurring to them
3. evaluate the risks to ensure your measures are appropriate and will be effective to prevent risks arising
4. record your findings in sufficient detail and in a suitable log/record.
5. review regularly, at least every year or more frequently, as needed, if your business activities or premises change

The HSA has published guidelines on risk assessments and safety statements

This HSA guide shows you how to prepare a Safety Statement and provides you with various templates to assist you.

The minimum essential materials

While every business will have its own set of risks that are specifically relevant to the activities that it carries out, the documents below are the minimum set that our experts recommend you put in place, however big or small you are.

1. Health and safety policy

If you’re very small and not undertaking particularly significant activities that ordinarily carry health and safety risks, then you may not need a detailed policy that addresses eventualities you’re unlikely to encounter.

But a straightforward health and safety policy that reminds you of what to look out for and suits the type of business activities that you’re currently conducting should be sufficient enough.

You can use the health and safety template that we’ve created for these purposes.

This policy is also suitable for larger businesses with more extensive health and safety obligations – although you may wish to take some expert advice ahead of finalising it to ensure you’ve everything that you need covered.

2. Health and safety training policy

Where you have staff, you should also complete the Health and Safety Training Policy too.

3. Fire safety policy

It’s recommended that all small businesses who operate out of premises where people are coming and going and/or where important business materials/stock are kept have a fire safety policy in place.

This document provides more detail on how to manage the more granular, practical aspects of fire safety compliance.

You can use our template fire safety policy (coming soon) for this.

Like the other materials, this short policy document is largely focused on practical steps to ensure your legal compliance and risk levels are met.

Reporting accidents

All accidents in the workplace should be reported and recorded.

An employer must report any accident that results in an employee missing 3 consecutive days at work 9not including the day of the accident) to the HSA.