Health and Safety for small businesses: A checklist

Health and Safety compliance is a key consideration for all companies, but it’s particularly important for small businesses. As they tend to have limited resources, putting the necessary measures in place can be challenging, and essential protocols may be overlooked. Additionally, smaller businesses are often less able to bounce back from unexpected fines or reputational damage resulting from a workplace incident, meaning that the consequences could be devastating.

Making sure you’ve got a suitable Health & Safety policy for small businesses in place is essential to ensure legal compliance while promoting a safe working environment. Key components like creating a clear set of policies and procedures, conducting regular risk assessments, and maintaining open communication with employees contribute to a safer, more compliant workplace. However, it’s important to remember that a well-organised approach to small business Health and Safety isn’t just about compliance, but also about fostering a culture of care and responsibility.

Who is responsible for Health and Safety in the workplace?

As an employer, you’re legally responsible for upholding the Health and Safety of your employees in the workplace. While there are expectations for employees to behave responsibly and follow all safety guidelines that have been outlined, the main legal responsibility lies with the employer. To ensure compliance with your Health and Safety responsibilities, having a designated competent person is crucial.

Depending on the requirements of your workplace, this could be an in-house Health and Safety officer, an employee who has undergone additional Health and Safety training, or a third-party consultant who understands the requirements of a small business Health and Safety policy. The competent person is responsible for implementing health and safety policies, conducting risk assessments, and regularly reviewing safety protocols. Regardless of the size of your business, having a clear and accessible point of contact for Health and Safety can streamline compliance and create a safer working environment.

What are the risks of not having a clear Health and Safety policy?

Having a Health & Safety policy for small businesses is essential to avoid risks associated with legal liability, workplace accidents, lack of employee trust, and reputational damage. As they have fewer resources and may lack financial liquidity, small businesses are particularly vulnerable to reputational and financial harm from workplace incidents.

By clarifying roles and responsibilities and creating a clear framework for responding to incidents, a formalised Health and Safety policy reduces the risk of an incident arising in the first place, and mitigates the impact should one occur. Failing to establish and communicate these guidelines could leave a business exposed to claims of negligence.

To help you navigate the responsibility of protecting your employees, we’ve put together a practical Health and Safety for small business checklist that highlights key measures that every small business should consider implementing.

1. Create a Health and Safety policy

A formalised Health & Safety policy for small businesses should outline safety protocols and emergency response steps. It should also designate essential roles within the organisation in line with the Health and Safety at Work Act. For small businesses, this might mean assigning safety responsibilities to a single individual or external advisor. Your policy must be specific to your organisation and should include details on handling workplace hazards, maintaining equipment and essential training requirements. It should also cover emergency contact information and procedures for responding to incidents.

2. Appoint a competent person

Whether it’s an employee trained in safety procedures or an external consultant, having an individual who is dedicated to Health and Safety management provides accountability and ensures that your organisation remains compliant. Often referred to as the competent person, they’re responsible for overseeing risk assessments, ensuring that all necessary training is completed, and providing a point of contact for employee questions or concerns regarding Health and Safety.

3. Conduct regular risk assessments

Conducting risk assessments allows a business to identify hazards and implement preventative measures. Usually carried out by the appointed competent person or Health and Safety officer, the process involves examining workplace activities, identifying and evaluating potential risks, and documenting these findings. This includes both ongoing concerns, such as fire safety, hazards relating to standard daily operations, such as working with chemicals or heavy machinery, and assessments for one-off events, such as company gatherings or maintenance work. Regular risk assessments help to keep the workplace safe and compliant, making them a critical part of any small business Health and Safety.

4. Ensure employee training and communication

Effective Health and Safety training can significantly reduce the likelihood of accidents. A Health & Safety policy for small businesses should always detail essential training or certification requirements for certain roles, as well as optional or refresher courses to top up knowledge and empower employees to act confidently in various situations. Training should cover fire safety, equipment handling and emergency procedures, and may be conducted via online courses or in-person workshops. Whatever you include in your policy, you must make sure it’s communicated clearly and accessible to all employees, fostering an informed and prepared workforce.

5. Set up First Aid in the workplace

Employers should designate a trained First Aid officer, provide annual refresher training, and ensure that employees are kept informed of who to go to should they require First Aid. Make sure that First Aid kits are well-stocked with appropriate equipment, and easily accessible throughout the workplace. Where required by Health and Safety regulations for your industry, make sure to install emergency equipment such as eye wash stations and clear signage to guide employees in an emergency. Make sure to include the particulars of your First Aid procedures in your small business Health and Safety policy, and keep them regularly updated.

6. Display Health and Safety information

Displaying mandatory Health and Safety posters, including those detailing workplace safety laws, emergency procedures and guidance for preventing incidents, reminds employees of their rights and responsibilities and helps to build trust. Some industries will have more obligations than others in relation to Health and Safety posters, and may need to display several different types throughout different areas of the workplace. As well as raising awareness for employees, this step is an important part of any comprehensive Health and Safety for small business checklist as it helps to ensure compliance and keeps your organisation accountable.

7. Set up an accident reporting procedure

A clearly defined accident reporting procedure is vital for documenting workplace incidents and maintaining a safe environment. By recording and tracking incidents, businesses can identify patterns and take proactive steps to prevent future accidents. Following the Reporting of Injuries, Diseases, and Dangerous Occurrences Regulations (RIDDOR) standards is a legal requirement and a best practice for accident management. A Health & Safety policy for small businesses should never overlook accident reporting procedures, as accurately documenting them can help to provide evidence to support any legal outcomes. Failure to exercise due diligence as an employer could result in a fine or legal action.

8. Monitor and improve your small business Health and Safety policy

For any large or small business, Health and Safety policies should be seen as an ongoing process that is continually evolving and. Regularly monitoring your Health and Safety practices allows you to identify areas for improvement and adapt your policies to address new risks or changes in regulations. Continuous improvement demonstrates a commitment to safety and can help to keep your workplace safe, compliant and operational in the long term. As well as promoting the physical wellbeing of your employees, it also minimises downtime and lost productivity due to avoidable incidents.

For small businesses, creating a safe workplace requires a proactive approach to Health and Safety. When drawing up a Health & Safety policy for small businesses, it’s important to be aware of the specific risks and challenges of your organisation, and to identify the necessary training needs to ensure compliance with relevant legislation.

The Access Group provides comprehensive online Health and Safety courses designed to help small businesses to meet their legal obligations and ensure compliance. By offering expert guidance on Health and Safety best practices, The Access Group can support your business in creating and maintaining a safe, compliant workplace environment.

To find out more about how we can help to keep your employees safe, explore our Health and Safety eLearning demo or contact a member of the team, who will be happy to advise you.