Top OHS compliance mistakes and how to avoid them
Ensuring compliance in occupational health and safety (OHS) is crucial for any business. It not only protects employees but also helps avoid legal issues and penalties. However, many companies still make mistakes that can lead to non-compliance.
In this blog, we outline some common compliance mistakes, focusing on compliance documents, compliance status, compliance records and safety and compliance courses.
Compliance documents
Compliance documents are the backbone of any OHS program. Some common mistakes businesses make include:
Incomplete documentation: Submitting incomplete compliance documents can result in non-compliance. For example, a construction company may fail to include all necessary safety certifications in their project documentation, leading to regulatory fines.
Lack of legal documentation: Failing to maintain all required legal documents such as permits, licences and certifications can put your business at risk.
Outdated policies and procedures: Using outdated safety policies that don’t reflect current regulations or workplace conditions can lead to non-compliance. For instance, a manufacturing plant may continue using an old chemical handling procedure that doesn’t comply with the latest Occupational Health and Safety Act 85 of 1993 amendments.
Missing hazard identification documents: Not documenting identified workplace hazards and associated risk assessments is a significant oversight. For example, an oil and gas company might fail to document the risks associated with offshore drilling, leading to potential hazards and accidents.
Compliance status
Maintaining up-to-date compliance status is essential. Here are some common mistakes businesses make:
Failure to conduct regular audits: Neglecting regular internal or external audits can lead to unnoticed non-compliance issues. For instance, a food processing plant might skip safety audits, resulting in unresolved safety issues.
Non-compliance with new regulations: Overlooking new or amended OHS regulations can lead to non-compliance. For example, a tech company might miss updates to ergonomic standards, causing non-compliance with workstation setup requirements.
Neglect of industry-specific requirements: Ignoring industry-specific compliance requirements can lead to significant compliance failures. A transportation company, for instance, might overlook specific vehicle maintenance regulations, risking safety and compliance.
Inadequate corrective actions: Failing to take appropriate corrective actions to address identified non-compliance issues can worsen the situation. For example, a retail business might not address slip hazards identified in an inspection, leading to employee injuries.
Compliance records
Accurate and organised compliance records show adherence to OHS regulations. Common mistakes include:
Poor record-keeping practices: Maintaining inaccurate or disorganised records of safety inspections, incident reports and training sessions can hinder compliance efforts. For example, a logistics company might have disorganised records of vehicle inspections, making it difficult to ensure all vehicles are safe.
Failure to update records: Neglecting to update compliance records regularly to reflect new training, inspections, or incidents can lead to non-compliance. For example, a pharmaceutical company might not update records after new safety training, leading to gaps in compliance documentation.
Inaccurate incident reporting: Recording inaccurate or incomplete information about workplace incidents can obscure the true state of safety in your workplace. For example, an aviation company might underreport minor incidents, missing out on opportunities to improve safety measures.
Lack of documentation for safety meetings: Failing to document the outcomes and action items from safety meetings and toolbox talks can lead to missed follow-ups and unresolved issues.
Training is part of maintaining compliance. Avoid these common mistakes:
Inadequate training content: Providing safety and compliance courses that don’t cover all relevant hazards or regulatory requirements can leave employees unprepared. Ensure comprehensive training content.
Poor record of training completion: Failing to maintain accurate records of who has completed required safety and compliance training courses can lead to non-compliance. Keep detailed records of all training sessions.
Irregular training schedules: Neglecting to provide regular and refresher training sessions can result in employees forgetting critical safety procedures. Schedule regular training sessions to reinforce knowledge.Lack of tailored training: Not tailoring training programs to address the specific risks and needs of different job roles or departments can lead to gaps in knowledge. Customise training for different groups. For example, a manufacturing facility might provide generic safety training that doesn’t address specific machinery hazards.
Unqualified trainers: Using trainers who are unqualified or inexperienced to deliver effective safety and compliance training can undermine the training program.
Consider SafetyCloud’s 100+ safety-related training courses, skills programmes, qualifications, and work-based learning interventions, which have helped thousands of businesses stay compliant.
By avoiding these common compliance mistakes, businesses can create a safer work environment and stay on the right side of the law.
Discover how SafetyCloud can enhance your workplace safety compliance with our comprehensive occupational health, safety and environmental training, consulting and auditing services. For more information, contact us at +27 87 330 3790 or email us at info@safetycloud.co.za