How to keep your workplace safe and secure

When Nationwide Loss Control Services associates evaluate a business, the easiest way to find out if they are prepared for an emergency is simple: Just ask. A business that is prepared will have an answer. They will have a plan and documented proof that they have put effort and research into protecting their business when the unexpected occurs.

Grant Hilton, AU, ARM, CFPS, a Nationwide Loss Control Services Consultant, says most businesses have one of three approaches to safety. Some may be apathetic and without the understanding of the impact safety can have on their business. Others may be aware of requirements like OSHA guidelines or industry-specific standards, but they only perform the minimum necessary to follow the rules. But some business owners see the true value in safety. They not only follow the rules, but they create a safety culture within their company to ensure that their staff knows the importance of their actions.

Not every business is prepared, though. In Hilton’s experience, the biggest hurdle is the misconception that it takes too many resources, money or time to create an emergency plan. But with the amount of resources available, it doesn’t have to be a daunting task. From government websites like FEMA to non-profit organizations like the Insurance Institute for Business & Home Safety, free materials are right at your fingertips. Even Nationwide's Loss Control Services team can provide guidance to create a plan. There are also options like SafetyCulture that have easy-to-use solutions for your business.

Office safety culture

It’s good to plan for catastrophic emergencies, but it’s important to also be prepared for the everyday obstacles. This can include injuries such as falls or being struck by objects, which are regularly in the top 10 leading injuries in the workplace. While a handbook may guide staff on the best practices for incidents, it’s creating a safety culture that helps prevent these things from happening in the first place.

But office safety shouldn’t solely focus on physical harm—emphasize the importance of mental and emotional health as well. Be sure to ask staff about their workload, office culture and emotional well-being to check that everyone is healthy and safe.

And a culture of well-being and safety must start at the top. Leading by example encourages employees to follow suit. Your entire organization should put safety first and know that each and every person plays an essential part.

What does safety culture mean in the workplace?

Having a “safety culture” depends on attitude and communication. Sure, some jobs—such as construction—have a higher risk for physical harm, but it’s important to prioritize safety of all types in all industries. A positive, proactive attitude toward safety includes doing things like minimizing hazards and prioritizing the safety of employees above profit and productivity.¹

How to create a safe workplace

Every workplace is different, but there are strategies that all businesses can create and execute to promote a safe workplace.

Establish an open communication system with employees

Leaders of all types (e.g, team leads, managers, owners) should set the standard for what is and isn’t allowed, communicate it clearly and hold all to that standard. It’s also a best practice to create a culture that allows employees to contribute to safety protocols and initiatives in meaningful ways.² Create a plan, stick to it and communicate often, especially when there are changes to safety protocols.

Require employees to complete safety programs and training

Every new employee should complete safety training, and it’s a good idea to update your safety training annually (at least) to make sure you’re up-to-date on standards.³ Training does not need to be the same for every employee, as every position might have different standards, but it’s important that each employee receive proper safety training regularly.³

Complete scheduled inspections of safety hazards

The frequency of scheduled safety inspections is up to each business, but it is best practice to create a protocol where you regularly check on employees’ safety—both physically and emotionally. Set expectations about what you will be looking for, and be clear about what employees can expect when it’s time for the inspections.³ When it comes to mental and emotional well-being, be sure to do regular checks with your team members to make sure they are not overwhelmed or overworked.

Track and monitor progress of workplace safety performance

So with these safety systems in place, how do you actually measure success? This will of course look different for each business, but some considerations might be: measuring workplace incidents in a warehouse or tracking employee satisfaction with a survey. Once you gather data, be sure to regularly communicate results.³

Create employee rewards and recognition system

One way to encourage compliance and a culture of safety is to incentivize employees with a rewards and recognition system. Share success stories, such as team members who helped prevent a hazard, publicly and reward them appropriately for promoting the culture of safety.²

Benefits of establishing safety in the workplace

An obvious benefit of a safe workplace is the physical and emotional well-being of your employees, but there are other measurable benefits of creating a culture of safety.

Increase in productivity

Employees who feel safe tend to feel more motivated because they realize their company values them as individuals. These employees are also generally more productive because they can focus on their tasks without fear of being unsafe or distracted by poor workplace conditions.²

Lower absenteeism and higher retention rates

It makes sense that employees who feel safe and valued continue to show up to work, so safe workplaces are able to retain employees with better attendance. By prioritizing safety in the workplace, you’re also investing in your employees in hopes that they will stick around for a long time and contribute meaningfully to your business.⁴

Potential boost in company revenue

Fewer incidents and happier, more productive employees both contribute significantly to your bottom line, too. If you have little to no incidents, you could save money on damaged equipment and property; plus, if your happy, productive employees stay with your company, you save money on hiring new employees and further complications from any workplace incidents.⁴

Can help improve the company brand image

Potential employees are focused on working for companies that value their well-being and safety now more than ever. If your reputation is one of safety and care, you have a much better chance of attracting talent, and from a larger pool of candidates.⁵ Certain consumers also value the reputation of the businesses where they will spend their money, so it also can improve your bottom line to prioritize your reputation as a safe work environment.

Communication and checklists

"Everybody needs to have a role," Hilton adds. When creating your plan for workplace safety, it's important that every employee knows how to respond to emergencies. Assigning responsibilities not only keeps everyone involved, it ensures that the tasks at hand are not all relying on one person.

Encourage your staff to have a voice and give them a forum to use it. Provide open discussions, suggestion boxes and opportunities for feedback. By showing you value employee feedback, they will be more likely to speak up when they see a need for change. This also helps to improve work practices in every corner of your business.

Consider business insurance to aim to keep the workplace safer

A safe workplace is great for you, your profits and your employees, but we know that even with our best efforts, accidents happen—and it’s important to be prepared for those, too.

Check out Nationwide's small business resources for more information on how you can help to ensure a healthy and safe workplace environment.