This blog breaks down what small business owners need to know about health and safety requirements. Whether you have a team of 20 or 200, these tips will help you protect your people and your business.
Table of Contents:
1. OSHA is the class president of workplace safety.
2. Small businesses are NOT exempt from OSHA.
3. There are some OSHA requirements every business owner should know.
4. Some OSHA requirements are industry-specific.
5. Compliance doesn't have to be complicated.
In the U.S., the Occupational Safety and Health Administration (OSHA) sets the foundation for most workplace health and safety regulations. The main requirements laid out by OSHA include:
There are other regulatory agencies, such as the Food and Drug Administration (FDA) or the Department of Transportation (DOT) that set safety standards, but they're typically for very specific types of business operations. OSHA regulations are relevant to all businesses — everything from a hair salon to a landscaping business.
OSHA standards still apply to small businesses. There are a few types of businesses that are exempt from OHSA regulations, including family-operated farms and businesses without employees. However, most businesses still have to follow OSHA guidelines.
PRO Tip: If you have 10 or fewer employees, you are not subject to routine OSHA reporting, but you are still required to meet OSHA safety standards.
The OSHA banner is big and wide, but here are a few regulations that apply to most businesses.
Regulation: Employers must identify and label hazardous chemicals, provide employees with access to Safety Data Sheets (SDS) for each chemical, and train workers on how to handle these substances safely. There are exceptions to this rule. For example, offices typically do not have to maintain an SDS for cleaning products if the quantity isn’t more than the typical consumer would have on hand.
Example: A small bakery may use food-grade chemicals like preservatives, flavor enhancers, or sanitizers. Even though these chemicals are safe for consumption in small quantities, the bakery owner needs to ensure proper labeling of bulk chemical containers. For example, a large jug of commercial sanitizer must be labeled clearly, and workers need to understand the risks of skin or eye irritation from direct contact.
Regulation: Employers must assess the workplace for potential hazards, select the proper PPE, ensure employees are trained on its correct use, and keep the equipment in good condition. PPE can include items like gloves, goggles, face shields, and respirators, depending on the hazard.
Example: In an auto repair shop, mechanics regularly work with chemicals like engine oil, brake fluid, and cleaning solvents, which can cause skin irritation or eye damage. To comply with the PPE standard, the shop owner must provide mechanics with appropriate gloves and safety goggles. Mechanics need to be trained on when and how to use these items, such as wearing gloves when handling fluids and goggles when working with high-pressure hoses. Additionally, the shop owner ensures that the PPE is properly maintained, replacing gloves when they show signs of wear or damage.
Regulation: Employers must provide adequate first aid supplies and ensure that medical assistance is available in case of workplace injuries. If there is no nearby medical facility, at least one employee must be trained in first aid. Employers are also responsible for assessing potential workplace hazards and ensuring that first aid procedures align with the types of risks present in the workplace.
Example: In a woodworking shop, employees regularly use sharp tools like saws and drills, which pose the risk of cuts and other accidents. To comply with the First Aid and Medical Services standard, the shop owner stocks a first aid kit with bandages that are appropriate for cut wounds. The owner also provides an emergency eye wash station to handle potential wood dust or splinters that could cause eye injuries.
Regulation: Employers must maintain records of serious workplace injuries and illnesses. Employers must log injuries that result in days away from work or medical treatment beyond first aid. Businesses with 10 or fewer employees or in low-hazard industries are exempt from maintaining these records, but all employers must still report work-related fatalities and certain serious injuries to OSHA.
Example: A catering business employs fewer than 10 workers, so the owner is exempt from keeping extensive injury logs. However, if an employee suffers a severe burn from hot oil that requires hospitalization, the business owner must still report the incident to OSHA within 24 hours.
Regulation: Employers must ensure that floors, stairways, ladders, and elevated platforms are kept clean, dry, and free of hazards that could lead to slips, trips, or falls. Employers must regularly inspect surfaces, and provide proper safeguards like guardrails or fall protection systems where necessary.
Example: In a small café, employees move quickly between the kitchen and dining area, where spills are common due to food preparation and serving. To comply with the Walking-Working Surfaces standard, the café owner ensures that any spills are promptly cleaned up and places non-slip mats near areas where liquids are frequently used, such as around the coffee machine. Additionally, the owner provides proper signage to warn employees of wet floors and ensures that all ladders used for storage areas are in good working condition.
Regulation: Employers must take proactive steps to identify and address safety risks even if there isn’t a specific OSHA regulation covering that hazard. This clause applies when no specific OSHA standard exists for a particular hazard, but the hazard is well-known and could reasonably be prevented.
Example: A small retail store may not have a specific OSHA regulation for certain tasks, but if employees are stacking heavy boxes unsafely, creating a risk of boxes falling and injuring someone, the store owner could be cited under the General Duty Clause. The owner must ensure that proper shelving, safety procedures for stacking, and training are in place to prevent injuries from falling objects, even if there’s no specific regulation for how to stack boxes.
While some OSHA requirements apply to all businesses, others are tailored to your industry. Think about it — the risks a dentist faces are much different than the risks of a logging company. Below is a list of industries with customized OHSA safety standards. In addition to following the regulations above, be sure you know the regulations specific to your industry.
Take time to research (You're doing this right now. Yay!) and understand the OSHA standards that apply to your business. Visit OSHA’s website to make sure you’re aware of any federal, state, or industry-specific requirements.
Regularly assess your workplace for potential hazards, such as unsafe machinery, chemical exposures, or fire risks. Use OSHA’s guidelines to determine whether any new equipment or processes introduce new risks.
Ensure that your employees are trained on workplace safety procedures and are provided with any necessary personal protective equipment. OSHA requires training in areas like chemical safety, machine operation, and emergency response.
Understanding and complying with health and safety regulations is crucial for small business owners. While it's important for avoiding compliance fines, it's also key to you and your employee's safety, your business's reputation, and your overall success.
All the regulations can be overwhelming, but you don't have to navigate them alone. PRO Resources offers regular OSHA-compliant safety audits, training, and documentation. Not sure where to start? Talk to one of our safety experts.