Health and Safety Executive Northern Ireland
Business benefits of good health and safety
Employers' health and safety responsibilities
The main health and safety practices that you must carry out in your business including staff training, a health and safety policy and risk assessment.
Health and safety laws apply to all businesses, no matter how small. As an employer, or a self-employed person, you are responsible for health and safety in your business. You need to take the right precautions to reduce the risks of workplace dangers. you must provide a safe working environment.
Decide who will help you with your duties
As an employer, you must appoint a competent person to help you meet your health and safety duties. A competent person is someone with the necessary skills, knowledge and experience to manage health and safety.
You could appoint (one or a combination of):
- yourself
- one or more of your workers
- someone from outside your business
Write a health and safety policy for your business
Describing how you will manage your health and safety in your business will let your staff and others know about your commitment to health and safety. This will be your health and safety policy. See write a health and safety policy for your business.
Manage the risks in your business
You should use a health and safety risk assessment as the main tool to identify workplace hazards. It will also allow you to put measures in place to control and minimise the hazards and risks you find.
Consult your employees
You should find out what your employees and their representatives think about any changes that might affect their health and safety. See consult your employees on health and safety.
Provide training and information
Everyone who works for you needs to know how to work safely and without risks to health. it's your duty to provide health and safety training.
Provide the right workplace facilities
Every workplace must meet some basic standards of comfort and sanitation. See workplace welfare facilities and healthy working environment
First aid, accidents and ill health
Under health and safety law you must report and keep a record of certain injuries, incidents and cases of work-related disease. See first aid, accidents and illness in the workplace.
Display the health and safety law poster
If you employ anyone, you must display the health and safety law poster, or provide each worker with a copy of the equivalent pocket card. You must display the poster where your workers can easily read it. Download the pocketcard (PDF, 182K).
The poster outlines British health and safety laws and includes a straightforward list that tells workers what they and their employers need to do. You could also add details of any employee safety representatives or health and safety contacts.
Register your business
You may need to apply for a licence or notify the Health and Safety Executive for Northern Ireland (HSENI) or your local authority if you business:
- works with hazardous substances such as asbestos or explosives
- works in a hazardous industry like diving
For more information, see managing hazardous substances.
To notify the HSENI you can call the HSENI Helpline on Tel 0800 032 0121. See local council contact details in Northern Ireland.
Get insurance for your business
If your business has employees you will probably need employers' liability insurance. See liability insurance for your business.
Keep up to date
Following news and events in your industry will help you keep your health and safety policies and risk assessments up to date. HSENI provide several services to businesses to help keep up to date:
- keep up to date by following HSENI on social media
- visit the news page
- check safety alerts
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Business benefits of good health and safety
The benefits to your business of having good health and safety practices including protecting your staff injuries and illness and reducing absences.
If you have good health and safety practices, you will see six main business benefits.
Protect your staff
Effective health and safety practices help you protect your staff from injury. This may mean you are more likely to retain skilled and loyal employees by preventing:
- back pain and other musculoskeletal disorders - eg upper limb disorders - see safe manual handling at work and prevent repetitive strain injury at work
- injuries from slips and trips - see avoid slips and trips in the workplace
- falls from height - see work safely at height or in a confined space
- accidents involving vehicles at work - see transport safety in the workplace
- aches, pains and strain from using display screen equipment - see computer health and safety at work
Looking after your employees' health will mean that your staff are less likely to suffer from:
- the effects of noise and vibration
- asthma - see manage risks from substances which can trigger allergies or asthma
- work-related skin disease
- asbestos-related illness - see occupational health risks
Reduce absences and sick leave
Another benefit of good health and safety measures at work is that employees are less likely to take sick leave. This saves the business the direct and indirect costs of staff absence.
Retain staff
If you reduce staff absence due to illness or accidents at work, you will save the time and costs of recruiting and training a new member of staff.
Reputation
Good health and safety measures will help you to build a positive reputation with your clients and staff and their friends and associates. The resulting good public relations could help to increase sales and generate more leads.
Productivity and profits
Good health and safety measures mean that your staff can do their work more easily and safely. This will boost morale, increase productivity and reduce costs.
Save insurance and legal costs
A good standard of health and safety in the workplace can reduce your insurance premiums, as well as the costs of accidents that aren't covered by your insurance, such as sick pay, production delays or repairs to plant or equipment. Uninsured costs can be greater than insured costs, and they have to be paid out of your business' income.
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Meeting health and safety requirements (video)
Find out your duty of care to health and safety in your workspace with this short video summary of the rules and requirements you must follow and best practice.
Find out your duty of care to health and safety in your workspace.
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Meeting our legal requirements for health and safety (video)
Learn how other start-up businesses met health and safety legislation such as a risk assessment including home businesses, offices and construction sites.
Learn how other start-up businesses met health and safety legislation.
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Employers' health and safety responsibilities
Employers' health and safety responsibilities
The main health and safety practices that you must carry out in your business including staff training, a health and safety policy and risk assessment.
Health and safety laws apply to all businesses, no matter how small. As an employer, or a self-employed person, you are responsible for health and safety in your business. You need to take the right precautions to reduce the risks of workplace dangers. you must provide a safe working environment.
Decide who will help you with your duties
As an employer, you must appoint a competent person to help you meet your health and safety duties. A competent person is someone with the necessary skills, knowledge and experience to manage health and safety.
You could appoint (one or a combination of):
- yourself
- one or more of your workers
- someone from outside your business
Write a health and safety policy for your business
Describing how you will manage your health and safety in your business will let your staff and others know about your commitment to health and safety. This will be your health and safety policy. See write a health and safety policy for your business.
Manage the risks in your business
You should use a health and safety risk assessment as the main tool to identify workplace hazards. It will also allow you to put measures in place to control and minimise the hazards and risks you find.
Consult your employees
You should find out what your employees and their representatives think about any changes that might affect their health and safety. See consult your employees on health and safety.
Provide training and information
Everyone who works for you needs to know how to work safely and without risks to health. it's your duty to provide health and safety training.
Provide the right workplace facilities
Every workplace must meet some basic standards of comfort and sanitation. See workplace welfare facilities and healthy working environment
First aid, accidents and ill health
Under health and safety law you must report and keep a record of certain injuries, incidents and cases of work-related disease. See first aid, accidents and illness in the workplace.
Display the health and safety law poster
If you employ anyone, you must display the health and safety law poster, or provide each worker with a copy of the equivalent pocket card. You must display the poster where your workers can easily read it. Download the pocketcard (PDF, 182K).
The poster outlines British health and safety laws and includes a straightforward list that tells workers what they and their employers need to do. You could also add details of any employee safety representatives or health and safety contacts.
Register your business
You may need to apply for a licence or notify the Health and Safety Executive for Northern Ireland (HSENI) or your local authority if you business:
- works with hazardous substances such as asbestos or explosives
- works in a hazardous industry like diving
For more information, see managing hazardous substances.
To notify the HSENI you can call the HSENI Helpline on Tel 0800 032 0121. See local council contact details in Northern Ireland.
Get insurance for your business
If your business has employees you will probably need employers' liability insurance. See liability insurance for your business.
Keep up to date
Following news and events in your industry will help you keep your health and safety policies and risk assessments up to date. HSENI provide several services to businesses to help keep up to date:
- keep up to date by following HSENI on social media
- visit the news page
- check safety alerts
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Business benefits of good health and safety
The benefits to your business of having good health and safety practices including protecting your staff injuries and illness and reducing absences.
If you have good health and safety practices, you will see six main business benefits.
Protect your staff
Effective health and safety practices help you protect your staff from injury. This may mean you are more likely to retain skilled and loyal employees by preventing:
- back pain and other musculoskeletal disorders - eg upper limb disorders - see safe manual handling at work and prevent repetitive strain injury at work
- injuries from slips and trips - see avoid slips and trips in the workplace
- falls from height - see work safely at height or in a confined space
- accidents involving vehicles at work - see transport safety in the workplace
- aches, pains and strain from using display screen equipment - see computer health and safety at work
Looking after your employees' health will mean that your staff are less likely to suffer from:
- the effects of noise and vibration
- asthma - see manage risks from substances which can trigger allergies or asthma
- work-related skin disease
- asbestos-related illness - see occupational health risks
Reduce absences and sick leave
Another benefit of good health and safety measures at work is that employees are less likely to take sick leave. This saves the business the direct and indirect costs of staff absence.
Retain staff
If you reduce staff absence due to illness or accidents at work, you will save the time and costs of recruiting and training a new member of staff.
Reputation
Good health and safety measures will help you to build a positive reputation with your clients and staff and their friends and associates. The resulting good public relations could help to increase sales and generate more leads.
Productivity and profits
Good health and safety measures mean that your staff can do their work more easily and safely. This will boost morale, increase productivity and reduce costs.
Save insurance and legal costs
A good standard of health and safety in the workplace can reduce your insurance premiums, as well as the costs of accidents that aren't covered by your insurance, such as sick pay, production delays or repairs to plant or equipment. Uninsured costs can be greater than insured costs, and they have to be paid out of your business' income.
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Meeting health and safety requirements (video)
Find out your duty of care to health and safety in your workspace with this short video summary of the rules and requirements you must follow and best practice.
Find out your duty of care to health and safety in your workspace.
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Meeting our legal requirements for health and safety (video)
Learn how other start-up businesses met health and safety legislation such as a risk assessment including home businesses, offices and construction sites.
Learn how other start-up businesses met health and safety legislation.
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Prevent corporate manslaughter
What is corporate manslaughter?
What corporate manslaughter is and when your business can be prosecuted for this offence, involving a gross breach of duty of care by senior management
Corporate manslaughter is a criminal offence where a business or organisation is found to have caused a person's death.
Your business can be prosecuted for the offence of corporate manslaughter if the way you manage activities causes a death through a gross breach of duty of care to the deceased. A large part of the breach must have been in the way senior management organised or managed the activities.
Owners and senior managers of businesses cannot personally be prosecuted for corporate manslaughter. However, they can be prosecuted for other offences related to failures in health and safety management. These include gross negligence manslaughter and health and safety offences. The corporate manslaughter law does not change this and individuals will be prosecuted where there is enough evidence and it is in the public interest.
Individual directors or members of staff could also be called as witnesses in a criminal trial for corporate manslaughter.
The corporate manslaughter test
Juries will consider how your business manages the activities that led to the fatal accident. This includes any systems and processes for managing health and safety, how these were operated in practice and the failures that occurred.
Most of the failure must have been caused by senior management, ie the people in your business who make the big decisions. This includes both centralised, headquarters functions as well as those in operational management roles.
To be in 'gross' breach of a duty of care, your business' actions must have fallen far below what could have been reasonably expected in the circumstances. Juries will also take into account any health and safety breaches by the organisation - and how serious they were.
Duty of care
Your business has duties of care that it should meet, for example:
- the systems of work and equipment used by employees
- the condition of worksites and other premises
- products or services supplied to customers
The corporate manslaughter legislation does not create new duties. The law is based on existing health and safety rules.
Complying with the legislation
All employers must already comply with health and safety legislation. The Corporate Manslaughter Act does not affect those requirements. However, the introduction of the criminal offence of corporate manslaughter should encourage you to manage health and safety properly.
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Prevent corporate manslaughter
Health and safety legislation imposes obligations on businesses, and failure to comply can lead to prosecution, health and safety must be managed effectively
If you fail to manage health and safety effectively it can lead to prosecution for a number of different types of offence. It is not only a fatal accident that can lead to prosecution. You are more likely to be prosecuted for other types of offences than corporate manslaughter.
In addition to prosecution, people who are injured as a result of your business' negligence can sue for civil damages.
All employers must follow health and safety law, and if you fail to comply it can lead to action being taken against you. You are responsible for the health and safety of everyone affected by your business and its activities.
Your responsibilities
Specifically, you have a legal responsibility to:
- appoint a competent person for health and safety
- conduct a health and safety risk assessment
- have a health and safety policy in place - if you have five or more employees, this must be in writing
- consult your employees on health and safety
- record and report accidents - see first aid, accidents and illness in the workplace
- provide health and safety training
- take out employer's liability insurance
See health and safety basics for business.
You may need to register your business with the Health and Safety Executive for Northern Ireland (HSENI) or with your local council's environmental health department.
You also have general responsibilities that you should be aware of. These include basic requirements for appropriate ventilation, heating, lighting, workstations, seating and welfare facilities. See workplace welfare facilities and healthy work environment.
In some cases, your industry may have its own specific requirements for keeping your workers safe. Obligations range from providing appropriate protective clothing and equipment through to assessing the risks from hazardous substances, such as asbestos and lead, and taking appropriate precautions.
Manage health and safety effectively
You have a duty of care to ensure that no one is harmed by the activities that your business carries out. Meeting this requirement should involve a comprehensive approach to risk management that is led from the top of your business. If you do not put health and safety at the core of your decision-making you can face major problems. This could lead to incidents that result in both prosecutions and civil action.
Having a board member with specific responsibility for health and safety shows employees that you consider proper health and safety management is important. You should regularly consult your employees on health and safety.
One way to properly manage safety risks in your business is to set up a health and safety management system.
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Corporate manslaughter prosecutions and penalties
Who is responsible for investigating corporate manslaughter offences and the penalties that may follow prosecution such as unlimited fine or remedial order
If your business doesn't meet its obligations, either the business or individual managers and workers can be prosecuted. This could lead to heavy fines, imprisonment and the disqualification of directors. Where a gross failure to fulfil health and safety obligations leads to someone's death, the business itself could face a charge of corporate manslaughter.
Individual managers and workers could face a charge of gross negligence manslaughter.
You must report most serious incidents in the workplace. All work-related deaths should be reported to the police and to the relevant regulator, eg the Health and Safety Executive for Northern Ireland or local council.Corporate manslaughter investigations
The police will first investigate to see whether a serious criminal offence such as murder or manslaughter has been committed. They will work with the relevant regulators as appropriate. If the police find no evidence of such a serious criminal offence, the investigation is passed over to the relevant regulator.
Cases of corporate manslaughter are likely to be rare because the new offence is intended to cover only the worst cases of failure across a business to manage health and safety properly.
Corporate manslaughter prosecutions
In Northern Ireland, the consent of the relevant Director of Public Prosecutions is needed before a case of corporate manslaughter can be taken to court.
Whether or not a prosecution for corporate manslaughter is brought, other health and safety charges may be taken at the same time. Individual directors, managers or owners may also be prosecuted separately for manslaughter or health and safety offences where there is sufficient evidence.
Corporate manslaughter penalties
Businesses found guilty of corporate manslaughter are liable to an unlimited fine. Courts may also require a business to take steps to address the failures behind the death (a remedial order).
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Support employees with mental ill health
In this guide:
- How to deal with stress
- Business benefits of reducing stress
- Common causes of stress at work
- Workplace stress audit
- Signs of workplace stress
- Reduce stress in your workplace
- Common causes of personal stress
- Stress management training and counselling
- Manage your own stress
- Support people affected by traumatic events
- Support employees with mental ill health
- Seven key ways to manage stress at work
Business benefits of reducing stress
Why you need to take action on stress, to comply with the law and increase your productivity, reduce sickness absence and prevent a high staff turnover.
The costs of neglecting stress in your business can be high. Stress is sometimes overlooked as a health and safety issue by small businesses. The unexpected absence of just one member of staff can affect productivity, and efforts to secure cover can be costly and time-consuming.
Reducing stress in your business can help prevent some of the following stress-related problems:
- a fall in your productivity and that of your employees
- poor decision-making
- an increase in mistakes which may in turn lead to more customer complaints
- increased sickness absence
- high staff turnover
- poor workplace relations
Stress often has a cumulative effect. If one member of staff becomes ill through stress, it places added pressure on those covering for them.
A stressed manager may find it difficult to create a positive working environment and monitor stress levels in others.
It's also important to tackle any stress you face as an owner-manager or self-employed person. This is often caused by working excessively long hours or from a feeling of isolation.
Your legal duty for stress
Employers have a legal duty to ensure employees aren't made ill by their work. This includes taking steps to prevent physical and mental illness brought about by stress. These steps need not cost a lot of money and the benefits can be significant.
You must assess the risks of stress caused, or made worse, by work as part of your overall health and safety risk assessment. See health and safety risk assessment.
One of the best ways of assessing stress levels in your business is to carry out a workplace stress audit.
Failure to take action could leave you open to a compensation claim from workers who fall ill due to work-related stress.
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Common causes of stress at work
Key sources of stress at work include heavy workloads, no support, over-promotion or unrewarding roles, poor management, blame culture and bullying.
It's important to recognise the common causes of stress at work so that you can take steps to reduce stress levels where possible. . Workplace stress can be caused by a number of factors - from heavy workloads and over-promotion to bullying and blame culture.
Some common causes of stress in the workplace include:
- High workloads - excessive amounts of work and unrealistic deadlines making people feel rushed, under pressure and overwhelmed.
- Insufficient workloads - this makes people feel that their skills are being underused. It can make people feel less secure in their job roles.
- Lack of control - having no control over work activities.
- No support - A lack of interpersonal support or poor working relationships leading to someone feeling alone.
- Lack of skills - People being asked to do a job for which they don't have experience or training.
- Adapting to change - Difficulty settling into a new promotion, both in terms of meeting the new role's demands and adapting to possible changes in relationships with colleagues.
- Job security worries - Concerns about job security, lack of career opportunities, or level of pay.
- Bullying or harassment.
- Blame culture - where people are afraid to get things wrong or to admit to making mistakes.
- Weak or ineffective management - this leaves employees feeling they don't have a sense of direction.
- Over-management - this can leave employees feeling undervalued and affect their self-esteem.
- Multiple reporting lines - unclear chains of command, with each manager asking for their work to be prioritised.
- Lack of communication - Failure to keep employees informed about major changes to the business, causing them to feel uncertain about their future.
- Poor physical working environment - eg excessive heat, cold or noise, poor lighting, uncomfortable seating, faulty equipment, etc.
Conflict at work can also be a common area of stress, see managing conflict.
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Workplace stress audit
Monitoring your business for potential sources of stress by carrying out a systematic stress audit using a checklist or questionnaire to consider key areas of stress.
Colleagues and managers may notice a range of signs from someone suffering from stress.
It can also help you to assess the risks of stress that people in your business may face as part of your health and safety risk assessment.
Carry out a stress audit
A stress audit involves talking informally to staff to find out if they have any concerns. This can be either individually or in groups. Let employees know why you are carrying out the exercise and what you're trying to achieve - ie that you hope to prevent future problems or cure any existing ones.
If you have safety representatives, involve them in your plans and decision-making. Always respect the confidentiality of staff.
A useful exercise is to ask staff to list the three best and worst things about their job and whether any of these put them under excessive pressure.
You can also use questionnaires to gather the same information. Although there's a range of commercially available questionnaires, you may be better off developing your own checklist to fit the particular needs and working conditions of your business.
There are a number of key areas you should consider:
- work scheduling and the type of work
- working relationships with colleagues
- the level of communication and reporting
- the physical working environment
- employees' expectations of their work
Don't forget to monitor your own stress levels. See manage your own stress.
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Signs of workplace stress
How to detect symptoms of stress in individuals and groups such as poor performance, tiredness and irritability and an increase in sick leave.
Colleagues and managers may notice a range of signs from someone suffering from stress.
These signs include:
- tiredness and irritability
- reduced quality of work
- indecisiveness and poor judgement
- loss of sense of humour
- physical illness such as headaches, nausea, aches and pains
- seeming jumpy or ill-at-ease, or admitting to sleeping badly
- increased sick leave
- poor timekeeping
- changes in working day patterns - perhaps by staying late or taking work home
Signs of stress in groups
You should also look for signs of more widespread problems among groups of employees, for example:
- arguments and disputes between staff
- general absenteeism
- an increase in grievances and complaints
- greater staff turnover
For information on identifying and managing some of the causes of stress managing conflict.
You also need to watch out for signs that your own stress levels are rising. See manage your own stress.
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Reduce stress in your workplace
How to reduce work-related stress levels in your business - from reducing employees' workloads to giving them more autonomy and ensuring holidays are taken.
Once you have found possible stress problems in your business, you can then take steps to tackle the causes.
Work-related stress
You can try the following measures to deal with work-related stress:
- If overwork is causing people to feel stressed, consider how you might reduce their workload. Ensure targets are challenging but realistic. Help people to prioritise work, cutting out unnecessary tasks and providing time-management training if necessary. Encourage delegation of work where possible, and try to delegate work yourself.
- Make sure staff take their holiday entitlement - and take your own.
- Check individuals are well-matched to the jobs you give them. Make sure your recruitment and selection procedures help you to achieve this.
- Make sure every employee has a well-defined role - and that they know what this is.
- Review people's performance so that they know how they're doing and you can identify any training they may need.
- Where possible give employees more autonomy, allowing them to plan their work schedule and decide how to tackle problems.
- Adopt a management style that encourages employees to discuss problems with you. Provide them with opportunities to feed back to you or express ideas about their work.
- Keep staff informed about your business' direction and make sure you tell them about significant changes to the business.
- Ensure you have effective disciplinary and grievance procedures to tackle bullying and harassment.
Non work-related stress
Consider the following ways of tackling personal-life stress:
- Encourage employees to achieve a better work/life balance. See promote healthy work-life balance in your business.
- Take a sympathetic and consistent approach to any personal problems that employees may have - for example a relationship break-up or family illness. See common causes of personal stress.
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Common causes of personal stress
Non-work factors can cause stress to your employees affecting their work, such as divorce, family illness, bereavement, moving house and debt problems.
Sometimes people may suffer from stress that isn't caused by work-related issues but instead has an external cause from their personal life.
Common external causes of stress include:
-
relationship difficulties or a divorce
- serious illness in the family
- caring for dependants such as children or elderly relatives
- bereavement
- moving house
- debt problems
Remember that personal life causes of stress can also affect you as an owner-manager or self-employed person. See manage your own stress.
How to manage causes of personal stress
Unlike workplace stress, you don't have a legal responsibility to tackle personal causes of stress among employees. However, but you should remember that issues can have a major impact on their performance and affect your whole company. So it's a good idea to adopt a sympathetic and understanding approach.
Offering employees paid time off, or suggesting more flexible working arrangements, can be practical ways to help them deal with their problems. Your approach should be consistently applied. You can develop a written policy if appropriate. See time off for personal commitments and emergencies.
You may want to suggest that an employee seeks professional help from their doctor. You could also point them in the direction of support groups such as Relate or Alcohol Concern.
However, there's a risk you could be seen to be interfering, so it's important to use your judgement to decide whether this is appropriate.
Always respect employees' confidentiality if they tell you about personal problems they are facing.
Stress - whatever its origins - can lead to mental ill health, including anxiety and depression. See supporting employees with mental ill health.
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Stress management training and counselling
How courses in time management and other skills, promoting healthy living and counselling services may help employees manage their stress more effectively.
Training courses may help business owners, managers and employees deal with work pressures more effectively.
Appropriate courses may include those covering areas such as:
- time-management
- leadership skills
- assertiveness
- communication skills
- relaxation techniques
You can search our Events Finder to check if there are any upcoming stress management courses.
Managers may also benefit from training to identify signs of stress in others and to assess the impact of their managerial style on staff.
Helping employees deal with stress
It can also be a good idea to promote healthy living, which can help people keep fit and deal with workplace stress more effectively. You might do this by providing health information and education - or perhaps by organising keep-fit, yoga or relaxation classes.
You may want to consider whether stress counselling would be appropriate for your business. Some organisations pay for confidential one-to-one counselling sessions for their employees, who can discuss both work and non-work related problems with a professional counsellor. But such schemes - known as Employee Assistance Programmes - can be expensive and are typically used by larger businesses.
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Manage your own stress
Identifying and tackling stress in yourself, including the common physical and emotional symptoms and tactics for coping with stress such as relaxation techniques.
Owner-managers and self-employed people need to learn to spot the signs of their own stress and take steps to tackle it.
Signs that you might be experiencing stress yourself could include:
- poor judgement and indecisiveness
- difficulty in concentrating
- a lack of assertiveness
- irritability, aggressiveness, depression or loss of sense of humour
- physical symptoms such as breathlessness, headaches, chest pains, nausea, sleeplessness, high blood pressure and constant tiredness
Stress can be worse if you work alone. If you have no one to confide in, it can be easy for things to get out of hand.
This can be a particular problem for owner-managers who don't have the support of a management team. They may feel under pressure to work through periods of stress to ensure the continuity of the business. Although employees expect the managing director to know what to do in a given situation, you may in fact need help yourself.
In addition, business owners often have significant capital invested in the business, putting added pressure on key decisions.
One way of dealing with this is to network with people running businesses of a similar size to talk through each other's problems.
You might even bring in a mentor to help you cope with the pressures of running your business.
How to cope with stress
If you are suffering from stress, you need to try to:
- identify and tackle the underlying causes
- practise relaxation techniques
- improve your diet and cut back where appropriate on smoking, alcohol and caffeine consumption
-
do regular exercise
- avoid regularly working long hours if at all possible
- make sure you take holidays
Find out about managing your own stress levels.
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Support people affected by traumatic events
What you can do to support and accommodate colleagues and employees after a traumatic event such as a natural disaster or serious accident.
A 'traumatic event' could be:
- a natural disaster, such as flooding or other severe weather causing injuries and deaths
- a terrorist attack or serious accident
- other situations in which a person feels extreme fear, horror or helplessness
It can be helpful for those who work with people who have been affected by a traumatic event or experience to try and understand the effects that this can have on people.
When dealing with someone who has been through a traumatic event, remember that people will react very differently. While some people may want to talk about their experiences, others may not. People are likely to experience a range of emotions and feelings.
If you do need to support people who have experienced trauma try to bear in mind the following:
- Be yourself - even if you don't know what to say. Acknowledging what they have been through can help.
- Ask how they are feeling, as it may not be obvious. Don't worry if they get upset - this is a natural reaction. Remember that they may not wish to talk about the incident. Ask them if there is anything you can do.
- It may be difficult for them to feel motivated or to meet deadlines, and their ability to concentrate may be affected. Allow them to work at their own pace and allow time off, or ask if they would rather work at weekends, when it may be quieter.
- With their permission, it may be helpful to inform colleagues about the situation. They may need information, advice and education about trauma and/or loss.
- Ask about arranging extra help and support for them. Let them know about any work support services or groups. It may be helpful for them to take short breaks.
- Understand that they may be dealing with a number of issues and emotions.
- Help by treating them the same as everyone else.
- Understand that their feelings are likely to change over time.
- It can be helpful to discuss with them setting new plans and challenging projects.
See managing employee bereavement.
Post-traumatic stress disorder (PTSD)
PTSD is a psychological and physical condition that can occur after experiencing or witnessing traumatic events. Northern Ireland has one of the world's highest rates of PTSD.
PTSD is not the only psychological condition that can result from a traumatic event. Many people will develop other conditions such as phobias, for example not wanting to get in a car after witnessing a major road traffic accident.
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Support employees with mental ill health
How you can support those with mental ill health, including depression and stress-related conditions including being flexible and seeking expert advice.
There are many common types of mental ill health. The most common forms include anxiety, depression, phobic anxiety disorders and obsessive compulsive disorders.
People with these types of diagnosed mental health issues may be regarded as having a disability under the Disability Discrimination Act. You must not treat a disabled person less favourably for a reason relating to their disability, without a good reason.
See discrimination against disabled people.
Mental health issues - which may be mild, moderate or severe - can affect anyone. These issues can be related to or triggered by a number of factors including:
- work-related stress
- relationship breakdowns
- bereavement
- other work or personal difficulties
For more information, see common causes of personal stress.
Mental health issues are one of the most common factors in long-term sickness absence. However, many employees with these conditions may continue to work without displaying obvious symptoms. For example, an employee with a depressive illness may work quite normally, particularly once any medication, counselling or other therapies begin to work.
As with many stress-related conditions, warning signs could include:
- irritability, tiredness
- erratic timekeeping
- neglecting appearance or personal hygiene
- being quieter than usual or being reluctant to participate in meetings, social exchanges or events
How you can help employees with mental ill health
As an employer, you can give special consideration to mental health issues by:
- keeping an open mind
- learning the facts about mental health disorders
- being flexible
- seeking expert advice and guidance
Your line managers' listening skills can be particularly useful for helping to manage mental health issues. You may wish to provide managers with specialist training in dealing with employees suffering from severe anxiety or depression.
If workers feel able to talk about their concerns, this should be encouraged.
You could arrange an informal meeting, perhaps over lunch or coffee, to find out what sort of support they may require.
Treat mental health in the same way as you would when dealing with other potentially sensitive issues at work. Workers may benefit from being asked open-ended questions which allow them to talk about what is happening and why, and being assured that all discussions are in confidence. It is important to remember that they may find it difficult to talk. You could arrange an alternative time and date to discuss the issue, and pose specific questions for them to consider and address when you meet again.
You can also help employees who are suffering from mental health problems by:
- enabling them to work flexible hours, so they can have time off if they need it, or during an especially difficult time
- making sure they can work in the most congenial space - this may mean enabling them to move their desk or work station to a place where they feel most comfortable and secure
See managing and supporting employees with mental ill health.
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Seven key ways to manage stress at work
Practical tips on how to effectively manage and reduce stress in your business to protect employee wellbeing and prevent productivity loss and sickness absence.
Work-related stress can cause major problems in a business. It could reduce productivity, lead to sickness absence and increase staff turnover. You have a legal duty to ensure that your employees aren't made ill by their work, including stress-related illness.
Dealing with stress helps to ensure the wellbeing of your employees and yourself. Follow these tips to effectively manage stress.
1. Carry out a workplace stress audit to find out if stress is a problem for your business. This can involve a questionnaire or talking informally to employees.
2. Look out for the signs of workplace stress. This can include irritability, increased sick leave and reduced quality of work.
3. Help staff prioritise their workloads, and set realistic targets. Make sure that no employee feels they have too much or too little responsibility.
4. Make sure that staff take their holiday entitlement. See know how much holiday to give your staff.
5. Where possible give employees more control - allow them to plan their work schedule and decide how to tackle problems.
6. Be sympathetic when employees are suffering from personal-life stress such as an illness in the family or a bereavement. Offering flexible working arrangements can help. See time off for personal commitments and emergencies.
7. As an owner-manager or self-employed person, it is important to manage your own stress. You can try practising relaxation techniques, living a healthy lifestyle and avoid regularly working long hours.
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RIDDOR: Keeping records of accidents and ill health
What should a workplace first aid kit include?
A list of what should be included in your business' first-aid box, such as plasters and dressings, and what you should not include in your first aid box
Your business must have a suitably stocked first aid kit. There is no set list of items to put in a first aid box as it depends on what you assess your needs to be.
A low-hazard workplace first aid kit should include at least the following:
- a leaflet giving general guidance on first aid
- 20 individually wrapped sterile plasters (assorted sizes), appropriate to the type of work (you can provide hypoallergenic plasters, if necessary)
- two sterile eye pads
- four individually wrapped triangular bandages, preferably sterile
- six safety pins
- two large, individually wrapped, sterile, unmedicated wound dressings
- six medium-sized, individually wrapped, sterile, unmedicated wound dressings
- a pair of disposable gloves
You shouldn't keep tablets and medicines in the first aid kit.
Make sure you tell your employees where the first aid kit is and put up notices to let everyone in your workplace know where to find it.
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First aiders and appointed persons
When your business will need a qualified first-aider or a person in charge of first aid arrangements and how to appoint someone and provide training
You need to appoint someone to take charge of first aid in your workplace.
Workplace first aiders
When you assess the first aid needs for your workplace you might decide that you need a qualified first aider. A first aider is someone who has undertaken training and has a qualification is approved by the Health and Safety Executive for Northern Ireland (HSENI). This means that they must hold a valid certificate of competence in either:
- first aid at work, issued by a training organisation approved by HSENI
- emergency first aid at work, issued by a training organisation approved by HSENI or a recognised awarding body
Appointed persons in charge of first aid
If you decide you don't need a first aider in your workplace, you should appoint someone to take charge of first aid arrangements. The role of this appointed person includes:
- looking after first aid equipment and facilities
- calling the emergency services when required
They can also provide emergency cover where a first aider is absent due to unforeseen circumstances (annual leave does not count). Appointed persons do not need first aid training, though emergency first aid courses are available.
There is always chance of an accident or illness, so you may consider providing qualified first aiders even if they aren't strictly needed. You do not need an appointed person if there are enough first aiders.
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RIDDOR: Reporting an incident
Your legal responsibilities to report accidents and illnesses under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR)
As an employer, a person who is self-employed, or someone in control of work premises, you have a legal duty to report and record some work-related accidents as soon as possible. The law is called the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations, known as RIDDOR.
If there is an accident connected with work, and someone is injured or killed you must notify the Health and Safety Executive for Northern Ireland (HSENI) or your local council without delay. Within ten days this must be followed up with a completed accident report form. This applies whether the person affected is an employee, self-employed person or member of the public.
What does RIDDOR apply to?
You must report the following incidents, whether they involve your employees or members of the public:
- deaths
- major injuries
- over-three-day injuries - where an employee or self-employed person is away from work or unable to work as normal for more than three days in a row (this doesn't include the day of the accident, but does include weekends and holidays)
- injuries where the person is taken from the scene of an accident to hospital
- some work-related diseases
- dangerous occurrences - where something happens that does not result in an injury, but could have done
Gas Safe registered gas fitters must also report dangerous gas fittings they find. Gas conveyors/suppliers must report some flammable gas incidents.
RIDDOR applies to all work activities but not all incidents are reportable. If someone has had an accident in a work situation where you are in charge, and you are unsure whether to report it, just call the HSENI Helpline on Tel: 0800 032 0121.
How to report an incident
You can report an incident to the HSENI:
- by calling the HSENI Helpline on Tel 0800 032 0121
- using the online form - report an incident online
- by writing to them at the following address - HSENI, 83 Ladas Drive, Belfast BT6 9FR
Information supplied to the HSENI in a RIDDOR report is not passed on to your insurance company. If you think your insurer needs to know about a work-related accident, injury, or case of ill health remember to contact them separately.
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RIDDOR: Keeping records of accidents and ill health
What records of accidents, injuries and ill health you must keep under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR)
You must keep a record of any reportable injury, disease or dangerous occurrence. This must include:
- the date and method of reporting
- the date, time and place of the event
- personal details of those involved
- a brief description of the nature of the event or disease
You can keep the record in any form you wish. For example, you could choose to keep your records by:
- keeping copies of report forms in a file
- recording the details on a computer
- using your accident book entry
- maintaining a written log
If you choose to report the incident by telephone or through the Health and Safety Executive for Northern Ireland (HSENI) website, the HSENI will send you a copy of the record held within the database. You will be able to request amendments to the record if you feel the report is not fully accurate.
Keeping records will help you to identify patterns of accidents and injuries, and will help when completing your risk assessment. Your insurance company may also want to see your records if there is a work-related claim.
Remember:
- make sure you protect people's personal details by storing records confidentially in a secure place
- if you have more than 10 employees, or own or occupy a mine, quarry or factory, you must keep an accident book under social security law
- you can buy an accident book or record the details in your own record system
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Consulting your staff on health and safety: the law
The benefits of involving employees in health and safety
Benefits of involving your employees in managing health and safety include gaining more information about risks and staff taking ownership of safety
Your employees influence health and safety through their own actions. They are often the best people to understand the risks in their workplace.
Talking, listening and co-operating can help to achieve benefits. Health and safety representatives can help you with workforce consultation arrangements.
Benefit from better worker involvement
Workplaces where employees play an active part in health and safety have lower accident rates. Collaboration with your employees helps you to manage health and safety in a practical way by:
- helping you spot workplace risks
- making sure health and safety controls are practical
- increasing the level of commitment to working in a safe and healthy way
In many cases this also leads to increased productivity, efficiency and quality.
Consulting with employees about health and safety lets them know you take their wellbeing seriously.
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Consulting your staff on health and safety: the law
Rules on consulting with your employees on health and safety, the regulations involved, how these may apply to you and where you can find further guidance
There are two main sets of regulations concerning your duty to consult your workforce on health and safety:
- the Health and Safety (Consultation with Employees) Regulations (Northern Ireland) 1996
- the Safety Representatives and Safety Committees Regulations (Northern Ireland) 1979
These regulations will apply to most workplaces.
The Health and Safety Executive (HSE) has developed easy-to-use guidance that shows the relationship between the two sets of regulations and how they may affect yourself and your workforce.
A workplace employee who can represent the views of their colleagues is a great way of involving your entire workforce in matters concerning their health and safety.
You may only have to consult under one set of regulations, or it may be both depending on circumstances.
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How to consult with your workers on health and safety
Practical ideas and hints on how to consult with your workers on health and safety and how different approaches will work in different work environments
Consultation involves you not only giving information to your employees but also listening to them and taking account of what they say before making any health and safety decisions.
You can either consult with your employees about health and safety directly, or through a health and safety representative. If you recognise a trade union, it may appoint a health and safety representative. Your workers can also elect a health and safety representative.
The Health and Safety Executive (HSE) provide guidance of consulting your employees on health and safety (PDF, 271KB).
What must I consult about?
You must consult with employees or their representatives about the following:
- any new measures that could affect their health and safety at work, eg equipment, technology or processes
- arrangements for getting competent people to help them comply with health and safety laws - see appoint a competent person for health and safety
- workplace risks and measures to reduce them – see health and safety risk assessment
- health and safety training
What information should I make available to my employees?
You must give your employees, or their representatives, the information necessary to allow them to participate fully and effectively in the consultation. Information should include:
- any workplace risks
- the measures to control these risks
- what they should do if they are exposed to a risk, including emergency procedures
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