Small Business Health and Safety Policies – A Simplified Guide
Small Business Health and Safety Policies: Obligations
Establishing a strong foundation for your business begins with implementing comprehensive small business health and safety policies from the outset. The definition of a “small business” varies; we will deem it to be a workplace with fewer than 20 workers, where a Joint Health and Safety Committee (JHSC) is not required. While many of the safety obligations remain the same for both small and large businesses, some unique obligations apply specifically to smaller businesses, particularly when it comes to implementing effective small business health and safety policies. Small businesses with 6-19 workers require a Health and Safety Representative (HSR), rather than a JHSC, to promote workplace health and safety.
As an employer of a small business, you must take every reasonable precaution to protect your workers. This includes, but is not limited to, identifying potential hazards, developing effective health and safety policies and procedures, and providing regular training for your workers. It also includes ensuring that your workers have the necessary knowledge, skills, and equipment to perform their jobs safely.
Identifying Hazards in Your Small Business
To develop effective small business health and safety policies, employers must first fulfill their legal obligation to identify and assess workplace hazards. This duty is a foundational requirement under Ontario’s Occupational Health and Safety Act (the Act). Hazard identification may involve conducting regular workplace inspections, observing work processes, analyzing job tasks, consulting with health and safety experts, and engaging workers for feedback.
A best practice in hazard identification is for employers to actively involve employees in the process. While the legal obligation to identify hazards rests with the employer, employees offer valuable insight, as they are directly exposed to the work environment.
Other best practices include:
- Using a standardized industry approach to document hazards
- Regularly reviewing and updating your hazard assessment tools
- Focusing on high and medium risk hazards
- Considering hidden hazards, not just ones you can see immediately. These can include ergonomic strain, chemical exposure, and psychological stressors.
By prioritizing hazard identification, you can create a safer, more resilient workplace that protects your employees and supports your business’s long-term success.
Developing Effective Small Business Health and Safety Policies
With your workplace’s unique hazards identified, it’s time to develop your small business health and safety policies. To create effective policies, follow these key steps for a solid foundation:
- Establish the purpose and scope: Define the purpose and scope of each policy. Why does this policy exist, and to whom does it apply?
- Risk assessment: Identify and evaluate potential hazards to develop targeted strategies for mitigation and prevention.
- Define roles and responsibilities: Ensure that policies clearly outline the roles and responsibilities of management, supervisors, and workers to promote clarity and accountability.
- Develop a training schedule: Create a plan for sharing policies with employees through regular training sessions, including the frequency of training and refresher courses.
- Establish a monitoring schedule: Set a schedule to regularly evaluate and update your policies to ensure they remain effective and relevant.
All businesses, regardless of size, are required to have a general health and safety policy, as well as a workplace violence and harassment policy. To create a successful workplace safety culture, we recommend going beyond the minimum requirements and implementing additional policies based on workplace needs. Some recommended policies include:
- Training
- Workplace inspections
- First aid
- Health and safety representative
- Emergency response
Implementing Health and Safety Policies in Your Small Business
Once the development process is finished, it is time to roll out the policies to the workforce. We recommend doing this in the following stages:
Assigning Responsibilities
- Assign a health and safety officer to oversee the roll out
- Establish clear lines of authority and communication to avoid confusion among staff
- Assign tasks and responsibilities to employees and management
Establishing Procedures and Protocols
- Develop step-by-step procedures for implementing policies
- Integrate regular work observations and task-specific checklists into daily operations
- Establish systems to monitor compliance, track training completion, and evaluate workplace safety performance
Communication and Training
- Develop a communication plan to inform employees about new policies
- Provide training on procedures and protocols
- Ensure employees understand their roles and responsibilities
Establishing a robust health and safety framework is crucial for the success of any small business. By understanding your obligations under the Act, identifying your unique workplace hazards, and developing effective health and safety policies, you can promote and sustain workplace safety culture. HSPI has vast experience working with small businesses. To book a consultation, please contact us at info@hspinc.ca
