Workplace Compliance Explained Simply
- means that the workplace meets all legal, technical, and safety requirements that apply to it.
What Workplace Compliance Means for Small and Growing Businesses
Workplace compliance means ensuring your business follows all relevant laws, regulations, and company policies. This includes areas such as:
- Occupational Safety and Health (OSHA): Proper desks, chairs, lighting, ventilation, emergency exits, and employee safety training
- Fire Safety: Fire extinguishers, evacuation plans, and fire alarms
- Equipment and Inspections: Electrical inspections and routine maintenance of office devices
- Building Codes and Safety: Occupancy permits, safe stairways, adequate ceiling heights, and structural safety
- Sanitation: Clean restrooms, sinks, locker rooms, and proper ventilation
- Ergonomics and Workplace Conditions
- Accessibility and Signage: Compliance with the Americans with Disabilities Act (ADA)
- Environmental Protection: Waste management and energy efficiency
Workplace compliance means that the workplace meets all applicable laws, standards, and other requirements related to safety, health, or other regulations—such as having specific technology, cameras, or monitoring systems in place. These requirements may come from government agencies or internal company policies. A workplace is considered compliant if it:
- Is safe and protects the health of employees
- Is equipped according to all required standards
- Follows company policies and procedures
Maintaining workplace compliance helps protect businesses from fines, lawsuits, insurance claims, or losing contracts with clients who require specific equipment or technology.
- Employees must follow all instructions and guidelines when using the workplace
- Employees receive training and must understand company processes and policies related to their work
Who is responsible for workplace compliance?
In larger companies, the facilities manager, who collaborates closely with the compliance officer and the health and safety manager, is responsible for overall workplace compliance. In small and medium-sized businesses, the office manager, operations manager, or business owner is typically responsible.
How to Ensure Workplace Compliance
To maintain workplace compliance, you can use Aptien tools to focus on two key areas: making sure employees understand the procedures, regulations, and other important documents relevant to their roles, and using the job description and requirements catalog effectively.
- Use the room register, which you can customize based on your type of workplace (classrooms, workshops, production areas, etc.)
- Keep an overview of the equipment in each room, including safety and technical devices
- Use Activity Plans to schedule regular room inspections
- Refer to the job qualifications to define workplace requirements
- Use the job requirements catalog to set clear workplace standards