For many people, the spring season brings visions of sunny weather and renewed life. However, it’s also prime time for workplace injuries. Studies show that, on average, there are 3.6 more injuries the Monday after switching to daylight savings time, and those injuries are often more severe than normal.
Fortunately, there are ways to update your safety plans to address critical spring safety concerns, including reviewing evacuation plans, offering employee training, repairing physical spaces, and tending to employees’ mental well-being.
Discover what you can do as an HR professional to improve workplace safety and ensure compliance and comfort in the process.
The Unique Safety Concerns of the Spring Season
Increased safety incidents seem to be a hallmark of the spring season due to the unique hazards present during this period. For example, your teams may be spending additional time outdoors to enjoy the sunshine. Because spring often means lots of rainy days, there may be an increased risk of slips, trips, and falls.
Consequently, there should be non-slip mats at all entrances so employees can wipe their feet when entering. If possible, consider installing handrails on outdoor walkways. This is also a great time to remind employees about wearing proper footwear to mitigate safety risks.
As springtime storms pop up, it’s important to make sure buildings and parking lots have proper drainage mechanisms to prevent flooding and other water damage issues. Warm, wet weather can also attract insects, so a call to a pest control company may be in order.
Don’t forget to address employee concerns around allergies and respiratory conditions by monitoring and mitigating air quality issues. Ensure regular maintenance for your HVAC systems, including changing air filters when needed.
Finally, make it a point to have easily accessible safety gear and plenty of ventilation if your employees are engaging in indoor spring cleaning. These measures can help keep any respiratory or skin irritation issues at bay.
How to Review and Refresh Your Safety Protocols
The physical office environment may not be the only thing that needs a spring refresh. As new safety hazards arise, this spring also offers a chance to review and update your workplace safety protocols to ensure that they reflect current risks, regulations, and best practices.
Update Plans
The U.S. Occupational Safety and Health Administration (OSHA) requires most businesses to have adequate emergency action plans (EAPs) if their workplace is covered by standards that require it.
In addition, some states require their own safety places, such as the California Workplace Violence Safety Plan. Twenty-two jurisdictions have OSHA-approved state plans that cover both the private and government sectors, including:
- Alaska
- Arizona
- California
- Hawaii
- Indiana
- Iowa
- Kentucky
- Maryland
- Michigan
- Minnesota
- Nevada
- New Mexico
- North Carolina
- Oregon
- South Carolina
- Tennessee
- Utah
- Vermont
- Virginia
- Washington
- Wyoming
- Puerto Rico
This spring, make sure yours are up-to-date and compliant with all OSHA standards for your sector.
Include plans for weather-related emergencies, including flooding, tornadoes, lightning, and other weather events common to your area. You may need to conduct fire drills to confirm that your evacuation plans are up to par, especially if you’ve made updates to your building within the last year. Also, don’t forget to check your state laws, as some states require workplace violence prevention plans. Some of these plans are specific to the healthcare or public sectors, while others cover most employers.
Refresh Training
Train all employees on proper safety protocols, including administering first aid in emergencies. Even seasoned employees who have been through training before may need to be reminded of appropriate procedures and best practices.
Training is often considered to be a compliance activity, as OSHA regulations require employers to provide training in accordance with specific standards. OSHA’s training standards are organized into five categories:
- General industry
- Maritime
- Construction
- Agriculture
- Federal employee programs
OSHA also mandates that employers provide training in a language and vocabulary that employees can understand. In addition to federal guidelines, be sure to check for state requirements for workplace injury and illness prevention programs.
For example, California’s Injury and Illness Prevention Program (IIPP) requirements are broken down into nine parts, one of which is training and instruction to reinforce best practices.
Go over any updates you’ve made to your policies and remind employees of the important role they play in maintaining a safe work environment.
Check Physical Spaces
Inspect all physical spaces inside and outside the building for potential safety hazards. Outdoors, look for issues like leaky gutter systems and overgrowth or cracks in frequently used pathways. Indoors, focus on clear walkways, proper lighting, functional elevators and fire doors, and even ergonomic workstations to prevent physical injuries.
The Link Between Mental Well-Being and Workplace Safety
Safety isn’t all physical — mental well-being is critical for workplace safety as well.
According to Gallup, 44% of U.S. employees report poor well-being. This can result in high levels of absenteeism, higher healthcare costs, and decreased productivity and performance, especially since those with poor well-being are twice as likely to deal with a new chronic health condition within three years.
Mental health concerns can also be a safety issue, as employees may experience increased fatigue and lower engagement, both of which can affect their ability to maintain safe practices.
In your efforts to support employee mental health, consider creating a safe space for employees to voice their concerns about physical and psychological safety at work.
Stress relief programs can also help tremendously. These may include wellness challenges, gym membership perks, additional paid time off, flexible working arrangements, and meditation rooms or spaces where employees can go to relax and recharge during the workday.
Engaging Employees in Workplace Safety Initiatives
You can’t be everywhere at once, which means your employees are pivotal in maintaining a safe work environment. Here are a few tips to encourage employees to do their part in promoting safety at the office:
Safety Audits
Empower employees by helping them understand which safety protocols apply to their specific duties or departments. Encourage them to regularly check for hazards and provide an easy way to report issues.
Surveys
Ask employees about any safety concerns they may have. Track the number and nature of safety issues employees report to ensure that you’re adequately addressing them.
Workplace Culture
Build a culture of open communication to make sure employees feel comfortable reporting hazards. Doing so will let them know that you care about and prioritize their safety and well-being at work.
Employees Who Can Serve as Safety Ambassadors
Consider asking employees who consistently demonstrate best practices to function as safety ambassadors. Employees may be able to more effectively reach and influence their peers, promoting increased awareness and building a culture in which everyone shares responsibility for safety in the workplace.
Ensure Care and Compliance With a Spring Safety Refresh
Maintaining a safe work environment isn’t just about building a more positive and engaged work culture — it also helps you stay compliant with federal, state, and local regulations. In this way, your spring safety refresh is a critical part of your company’s risk-management strategy.If you’re interested in a spring safety refresh but aren’t sure where to start, VirgilHR can lend a hand. Schedule a demo today to discover how our platform can help you build or update your safety policies in alignment with the latest regulations and improve the safety and well-being of your workforce.
