Mastering Workplace Safety Compliance: Key Steps for Success
Workplace safety compliance is an essential aspect of running any business, ensuring not only the protection of employees but also the legal safeguarding of a company. However, the latest statistics from the International Labour Organization (ILO) paint a dire picture of workplace safety globally.
According to the ILO, 2.93 million workers are reported to die each year due to work-related factors – an increase of more than 12 percent compared to 2000. Of these fatalities, the large majority – 2.6 million or close to 90% – were linked to work-related diseases, while work accidents accounted for 330,000 fatalities. A further 395 million workers worldwide sustain a non-fatal work injury each year.
Among the key strategic pillars of the ILO’s revised Global Strategy on Occupational Safety and Health 2024-2030 are: improved national occupational safety and health frameworks; strengthened coordination, partnerships and investment in occupational safety and health; and enhanced workplace occupational safety and health management systems.
For companies of all sizes, understanding the importance of workplace safety compliance training and avoiding common compliance mistakes are, therefore, critical to building a safer, more efficient, and more secure work environment.
South Africa’s Workplace Safety Compliance Context
In South Africa, the most recent Profile of Occupational Health and Safety of South Africa report issued by the Department of Employment and Labour (DEL) revealed a lack of safety, health and environment (SHE) compliance in several sectors, mainly the public sector, SMMEs, and informal sector. DEL inspections data showed poor compliance by the wholesale and retail, and manufacturing sectors, while the highest compliance rate was noted in the construction and agriculture sectors. In the mining sector, fatalities remain a challenge despite a decline in injuries.
These high-risk, high-volume sectors are required to meet a host of regulations in terms of the Occupational Health and Safety Act (OHSA) and other legislation. South African businesses are also mandated by law to register and comply with the Compensation for Occupational Injuries and Diseases Act (COID), also known as Workmen’s Compensation, to receive compensation for physical harm, fatal accidents and diseases incurred in the workplace. However, an estimated 50% of registered companies are not compliant with the COIDA.
The devastating collapse of a nearly finished building in George in May 2024 underscored the importance of strict adherence to workplace safety compliance standards.
All employees exposed to workplace hazards must receive proper health and safety assistance, including workplace safety compliance training, while employers must demonstrate leadership in SHE/HSE management through sufficient resource allocation and training.
The Importance of Compliance in Workplace Safety
Workplace safety compliance involves following set health, safety, and environmental regulations and guidelines to protect employees, contractors, visitors, and anyone else on the premises, and to prevent accidents, injuries, and potential legal issues.
While the South African government has implemented comprehensive occupational health and safety regulations, enforcement is hindered by poor compliance from employers and insufficient resources for inspections. This reactive approach to enforcement needs improvement. Failure to uphold SHE/HSE compliance can have severe consequences, ranging from injuries and fatalities to costly fines, legal action, disruptions, or even closure of operations.
Maintaining workplace safety compliance also fosters a culture of safety and care within the organisation, enhancing employee morale, increasing productivity, and reducing absenteeism. When employees feel safe, they are more likely to perform better and be more engaged in their work.
The Benefits of Compliance Training for Your Company
Investing in employee knowledge is crucial for upholding workplace safety compliance. By providing ongoing learning, customised training programmes, and a holistic approach to workplace safety education, organisations can improve safety performance and stay compliant with local laws and industry standards.
A cost-effective strategy is to outsource training to professional providers, such as SafetyCloud, which offers compliance short courses and online employee compliance training. SafetyCloud’s comprehensive e-learning compliance courses cover everything from occupational health and safety to environmental standards, ensuring that businesses stay in line with current safety regulations, and that employees can recognise hazards, report risks, and follow safety protocols effectively.
Some key benefits of compliance training include:
- Reduction in workplace accidents and injuries: Well-trained employees are better equipped to identify and mitigate risks before they lead to accidents.
- Lower insurance premiums and claims: By minimising workplace accidents, businesses may benefit from lower workers’ compensation premiums and fewer insurance claims.
- Increased employee confidence and morale: Employees who understand safety protocols feel more secure in their roles and are more confident in carrying out their duties.
- Improved productivity and efficiency: A safer workplace results in less downtime due to accidents or regulatory inspections, allowing for smoother operations.
- Legal protection: Compliance training helps businesses avoid costly lawsuits and penalties by ensuring adherence to legal standards.
Compliance Mistakes Businesses Should Avoid
Even with the best intentions, businesses can still fall into common compliance traps that result in unsafe environments and legal troubles. Below are some compliance mistakes to avoid:
- Inadequate employee training: Not providing employees with adequate or up-to-date safety training is one of the biggest compliance failures. Employees need to be regularly educated on new procedures, equipment, and regulations to ensure safety protocols are being followed.
- Neglecting risk assessments: Regular risk assessments are crucial for identifying and mitigating potential hazards. Failing to conduct these assessments increases the risk of accidents and legal violations.
- Poor documentation and record-keeping: Properly documenting training, incidents, and safety procedures is essential for proving compliance. Failing to keep thorough records can lead to issues during audits or inspections.
- Ignoring the role of contractors: Contractors often pose additional risks to workplace safety. Businesses must ensure that contractors are held to the same safety standards as employees by providing adequate training and onboarding.
- Overlooking updates to regulations: Laws and regulations evolve, and businesses that fail to stay informed about these changes may find themselves unintentionally non-compliant.
Compliance Regulations & Legal Requirements Updates
Keeping up with changes in compliance regulations is critical for ensuring your business remains compliant with current laws. Regulatory bodies regularly update safety standards to reflect new risks, technologies, and best practices. Companies must stay informed of these changes and adjust their internal processes accordingly.
A few strategies to ensure businesses stay updated include:
- Regular audits and assessments: Conduct internal audits and safety assessments to identify gaps in compliance and address them promptly.
- Training updates: Ensure that employees participate in refresher courses or new training whenever there is a change in regulations or procedures. Adopting e-learning compliance tools or compliance online courses enables companies to streamline the process of educating employees on regulatory changes, reducing the risk of non-compliance.
- Compliance partnerships: Collaborate with third-party compliance experts to receive the latest updates on legal requirements. SafetyCloud’s industry experts can provide businesses with up-to-date compliance information, helping companies stay informed and adapt to new regulations efficiently.
How SHE Compliance Audits Can Safeguard Your Business
SHE compliance audits are a proactive approach to safeguarding your business from potential risks and ensuring that your company meets regulatory standards. These audits provide a thorough assessment of your workplace, highlighting any areas that need improvement in terms of safety procedures, employee training, and environmental management.
SHE audits can:
- Identify gaps in compliance: Auditors assess current workplace practices against regulatory standards to identify any areas of non-compliance.
- Reduce accident risks: By highlighting hazards and recommending corrective actions, audits help minimise the risk of workplace accidents.
- Prepare for external inspections: Regular audits ensure that your company is prepared for surprise inspections from regulatory bodies.
- Enhance company reputation: Being proactive in compliance helps to establish your business as a safe and responsible employer, improving its public image and attracting top talent.
Businesses that invest in regular SHE audits will find themselves better equipped to meet evolving safety requirements.
The Role of Technology in Compliance Processes
In today’s digital age, technology plays a crucial role in enhancing workplace safety compliance. From streamlining compliance training to automating audits and assessments, the integration of tech-based solutions into compliance processes can significantly improve efficiency and accuracy.
Some ways technology can benefit compliance include:
- Automated compliance tracking: With compliance management software, businesses can track employee training progress, record incidents, and manage compliance documentation effortlessly.
- E-learning platforms: Online training programmes, like SafetyCloud’s compliance training online modules, make it easy for employees to access compliance education anytime, anywhere. This is especially useful for businesses with a remote or distributed workforce.
- Incident reporting tools: Digital platforms enable quick and efficient reporting of safety incidents, allowing for faster corrective actions.
- Compliance dashboards: Real-time data provided by compliance software helps businesses monitor key metrics related to workplace safety, risk mitigation, and audit performance.
- Compliance training: In addition to traditional classroom-based, instructor-led courses, SafetyCloud’s e-learning compliance courses and compliance training online offer businesses the flexibility to train employees at their own pace while ensuring the highest standards of workplace safety. These tech-driven solutions reduce the complexity of compliance training, enabling businesses to scale their training programmes efficiently and ensure all employees receive the necessary education to maintain safety standards.
Why is compliance training important?
Workplace safety compliance is more than a legal obligation – it’s a commitment to the well-being of employees and the long-term success of the business. By investing in compliance training, avoiding common mistakes, staying updated on regulations, conducting regular audits, and leveraging technology, businesses can create a safer, more productive, and legally compliant workplace.
SafetyCloud offers businesses a robust platform with over 100+ occupational health, safety, and environmental-related training courses, ensuring that companies of all sizes can meet their safety compliance needs efficiently.
Whether you’re looking for compliance short courses or more extensive compliance management solutions, SafetyCloud is your trusted partner with a wide range of compliance courses in multiple formats – classroom, webinar, and e-learning – allowing businesses to choose the best fit for their teams.
Some of the key courses available include SHE Representative, Incident Investigation, Hazard Identification and Risk Assessment (HIRA), and First Aid, which are designed to equip employees with critical safety knowledge and skills.
For businesses seeking flexibility, SafetyCloud’s e-learning and webinar compliance courses enable employees to learn at their own pace, while classroom formats are available for those who prefer interactive, instructor-led sessions. With these diverse learning options, SafetyCloud ensures that companies can meet their workplace safety compliance needs efficiently and effectively
For more information, visit SafetyCloud, call +27 87 330 3790, or email info@safetycloud.co.za.