Meeting Occupational Health and Safety (OHS) obligations is a critical responsibility for all businesses, including small businesses and not-for-profit organisations. However, with limited resources, it can be challenging to implement comprehensive safety measures. Here’s a guide on how to effectively manage OHS obligations without straining your budget.

1. Understand Your Legal Obligations

The first step is understanding the specific OHS laws and regulations that apply to your business or organisation. In Victoria, Australia, the Occupational Health and Safety Act 2004 outlines the responsibilities for employers to provide a safe workplace. Familiarise yourself with the Act, as well as any industry-specific regulations.  https://www.legislation.vic.gov.au/in-force/acts/occupational-health-and-safety-act-2004/043

2. Conduct a Risk Assessment

Identify potential hazards (physical and psychosocial) in your workplace through a thorough risk assessment. This doesn’t have to be an expensive process:

• Use Free Resources: The WorkSafe Victoria website offers free tools and templates for conducting risk assessments, and free guidance on various common workplace hazards
• Engage Employees: Your employees can provide valuable insights into everyday risks they encounter. It is also a legal requirement that you consult with your employees in relation to safety.

3. Develop a Safety Plan

Once hazards are identified, create a plan to manage them:

• Prioritize Risks: Address the most serious risks first.
• Set Clear Procedures: Develop clear, simple safety procedures to reduce exposure to hazards identified.
• Emergency Procedures: Ensure you have up-to-date emergency procedures for fire, medical emergencies, and other critical situations.

4. Training and Education

Educating your staff on OHS practices is crucial:

• Online Training: Utilise free or low-cost online training platforms. Websites like https://safetyinduct.com.au/, offer affordable solutions tailored to needs or small business and Not for Profits
• Internal Training: Leverage the expertise within your team. Arrange a competent team leader or staff member to lead regular, short safety briefings and discussions
• Use Government Resources: WorkSafe Victoria, Industry bodies and other government departments often provide free training resources, webinars and workshops.

5. Foster a Safety Culture

Encourage a culture where safety is a priority:

• Lead by Example: Ensure that management visibly adheres to safety protocols.
• Encourage Reporting: Make it easy for employees to report hazards, incidents and near misses without fear of reprisal.
• Regular Meetings: Hold regular safety meetings to discuss issues and improvements.

6. Utilize Technology

Leverage technology to streamline OHS management. There are inexpensive options to automate some of the processes. For example, just sharing documents with your staff via basic cloud-based software, or utilising online survey tools to collect safety data.

7. Seek External Support

When resources are tight, external support can be invaluable:

• Consultants: Hire an OHS consultant (like OHS&HR Management Systems) for periodic assistance and advice. They can provide expertise and ensure you’re meeting legal requirements. This option can also save you needing to have a trained internal person to manage your OHS. To search for a qualified consultant, try this https://aihs.org.au/Web/Certification/AIHS%20Directory/Find-Certified-Members.aspx
• Industry Associations: Join industry associations that offer OHS resources and support for their members.
• Government Programs: Investigate government programs that provide financial assistance or grants for safety improvements.

8. Continuous Improvement

OHS is an ongoing process. Regularly review and update your safety measures:

• Annual Reviews: Conduct annual reviews of your safety policies and procedures.
• Incident Analysis: After any incident, analyse what went wrong and how it can be prevented in the future.
• Feedback Loop: Continuously gather feedback from employees about the effectiveness of safety measures and make necessary adjustments. Don’t forget to let them know what is happening with any suggestions they make!

Conclusion

While small businesses and not-for-profits may face challenges in meeting OHS obligations due to limited resources, there are effective strategies to manage safety without excessive costs. By understanding legal requirements, leveraging free and low-cost resources, fostering a culture of safety, and continuously improving safety practices, these organisations can protect their employees and remain compliant with OHS regulations. Remember, a safe workplace not only fulfills legal obligations but also enhances productivity and morale.

Also, if you are in Victoria – ask us about FREE safety advice:

We are proud to be delivering WorkSafe Victoria’s free OHS Essentials consultation service. This involves Melbourne-based OHS Consultant visiting to your workplace to help you identify hazards and provide a practical safety action plan. We  check-in with you over 12-months, to gauge how you’re tracking with the plan. The service is a great way to receive free, confidential, independent and tailored advice to manage safety at your workplace valued at $4000 – $5000. The program is available to small and medium employers, registered for WorkCover insurance. Sole traders with contractors may also be eligible, but must be registered for WorkCover insurance. Click here to see testimonials from our OHS Essentials clients