Gain insight into the role of employers in promoting and ensuring workplace safety based on OSHA regulations.
OSHA requirements for employers refer to the responsibilities and standards the US Occupational Safety and Health Administration (OSHA) has set for organization owners and employers to ensure workplace safety and health. Some requirements OSHA has set for employers to comply with include proper risk assessments, communication procedures, and regular training.
Employers are responsible for providing a safe and healthy work environment, free from recognized hazards. Part of this involves complying with safety standards, rules, and regulations issued under OSHA standards and regulations, making them essential to workplace safety. They must always be aware of the risks their workplace and industry may carry and be vigilant to address or mitigate them in the most efficient manner possible.
Promptly addressing workplace health and safety issues, complying with safety standards, and resolving hazards to maintain OSHA compliance are essential tasks employers must always keep up with. Failure to adhere to OSHA regulations can lead to fines, legal ramifications, and reputational damage, impacting employee safety, operations, and recruitment efforts.
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Generally, the responsibility of employers can be categorized into the following 7 primary duties:
Employers need to have a risk assessment program that all employees can understand. Included in this program are:
A comprehensive safety training program can only do so much if the workplace remains full of hazards. Aside from providing adequate safety training and a safe work environment, employers must comply with OSHA’s inspection standards to minimize the risk of worker injuries and fatalities. These inspections are best done with the help of checklists to ensure standardized checks and reporting.
Employers are responsible for providing workers with the knowledge and skills required to perform all work-related tasks while protecting their safety. When educating and training all workers to follow OSHA’s standards, employers must deliver safety training in a language and vocabulary that workers can understand.
Effective safety and health programs are critical tools that not only educate workers but also spread awareness and understanding of how to identify, report, and control workplace hazards. Knowing the program’s structure, plans, and procedures ensures that everyone can develop, implement, and improve the program.
Basic training courses for employees, as mentioned in OSHA standards, include emergency action plan and fire prevention plan awareness, among others.
Without the proper communication channels and practices, employers may unwittingly put workers at risk. Being clear about their role in these safety programs ensures that employees are well-prepared to carry out their duties. It’s also key to promoting a culture of openness that encourages them to communicate effectively.
Employers are also required to inform workers of their rights and responsibilities by posting OSHA-approved safety posters. They must use color codes, labels, or signages to give appropriate warnings to workers who may be exposed to hazards upon entering a specific work area.
Below are OSHA’s designated color recommendations when informing workers of potential hazards:
OSHA has also established safety codes that should be used when physical hazards are present in the facility:
OSHA borrows from the American National Standards Institute’s (ANSI) color-coding scheme to provide workers with instructions to maximize safety. Aside from the warning signs, the following colors are also recommended for workplace use:
Depending on the industry and need, OSHA standards may require medical examinations for certain job roles or when employees are exposed to particular hazards, such as respiratory hazards, lead, asbestos, or hazardous substances. Employers should review the applicable OSHA standards and identify when medical examinations are necessary.
To effectively eliminate hazards or identify them before they get worse, work equipment must be inspected and maintained regularly. Employers must stay aware of their equipment and asset conditions at all times, as faulty machines, poorly maintained equipment, and hard-to-operate materials can cause harm.
Employers are responsible for reporting any work-related death or accident, as well as any fatalities leading to work-related hospitalizations, within 8 hours. They also need to keep an updated record of work-related injuries and illnesses if they have 10 or more employees. Minor injuries that can be remedied with first aid do not need to be recorded.
Employers must also ensure that their employees can access the log of work-related injuries and illnesses (OSHA Form 300), including the summary of employee medical records and exposure records to individual workers. This is part of an employee’s rights.
The creation of OSHA gave workers a government-mandated right to a safe environment where all hazards are removed or controlled. Practicing safety in the workplace, however, is a joint effort. Employees must know their responsibilities and work alongside their employers to implement a culture of safety for the benefit of both parties.
Though much of the safety burden may fall on the employer, employees are not exempt from responsibilities under the OSHA initiative and are expected to:
While OSHA sets standards, provides guidelines, and assists businesses looking to improve their safety records, the key to creating a safe workplace ultimately depends on employers and employees working together and understanding that safety always comes first.
However, in some cases, the employer may fail in their duties in ensuring workplace safety even after the employee has done their best. In such cases, employees may file a complaint, and employers are prohibited from discriminating against workers who have done so. OSHA has a Whistleblower Protection Act designed to ensure that employees are not treated unfairly by employers they filed complaints against.
After an employee files a complaint against an employer, OSHA conducts an interview with the employee or complainant to determine the gravity and need for a formal investigation. If the evidence proves the claims of the complainant, OSHA can compel the employer to rehire the employee and provide appropriate support.
Employers are responsible for establishing safety policies and procedures that address potential hazards and promote a culture of safety within the organization. While it can sound simple, it can be difficult to do, maintain, and carry out in the long run.
With a digital safety solution such as SafetyCulture (formerly iAuditor), employers can better manage workplace safety by standardizing operations and inspections. Through this platform’s checklists, employers can conduct safety checks anytime and anywhere, identify hazards, and record them in the cloud. This approach encourages employees to do the same, promoting a culture of safety that involves all members of the organization.
SafetyCulture also allows employers to do the following:
Roselin Manawis is a content writer and researcher for SafetyCulture. She has experience in news writing and content marketing across different fields of discipline. Her background in Communication Arts enables her to leverage multimedia and improve the quality of her work. She also contributed as a research assistant for an international study and as a co-author for two books in 2020. With her informative articles, she aims to ignite digital transformation in workplaces around the world.
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