Occupational safety system and legislation: What requirements must your company meet?

What is a workplace safety system?

The occupational safety system is an organization's systematic approach to ensuring employees' safety and healthy working conditions. It includes measures, practices, and processes designed to identify, assess, and control risks in the work environment. The occupational safety system can be voluntary for a company or it can be based on legislative requirements.

The purpose of the occupational safety system is to promote a proactive work culture where safety aspects are considered as part of daily operations. It might include, for example, risk management plans, training, regular inspections, and instructions for emergency situations. These actions not only reduce the risk of accidents but also improve employee well-being and productivity.

Companies that implement an effective occupational safety system can benefit in many ways. Reduction in accidents and absences, as well as an improved reputation as an employer, are just a few examples of the system's positive effects. Additionally, the system makes it possible to meet legislative obligations, protecting the company from legal consequences.

The key principles of occupational safety legislation

Occupational safety legislation forms the basis for protecting the safety and health of employees. In Finland, the Occupational Safety and Health Act (738/2002) defines the responsibilities and rights of the employer and employee. The main principles of the Act can be summarized as follows:

• Prevention: The employer must identify and assess hazards in the workplace and strive to eliminate them where possible. Prevention includes replacing dangerous equipment with safer alternatives and training employees.
• Participation: The Occupational Safety Act highlights the importance of employee involvement in safety work. Employees have the right to receive information about risks related to occupational safety and to participate in the planning and implementation of measures.
• Right to a safe work environment: Every employee has the right to a physically and mentally safe work environment. The employer must ensure that working conditions are as safe as possible and that the work does not endanger the employee's health.
• Monitoring and continuous improvement: The employer must monitor the effectiveness of safety measures and update systems as needed. This requires regular inspections and risk assessments.

Additionally, the legislation covers special requirements, such as chemical handling, ergonomics, and the safety of work tools. The employer must also ensure that external parties, such as subcontractors, adhere to the workplace safety practices.

Company's responsibilities and obligations concerning workplace safety

According to the Occupational Safety Act, the employer has a broad responsibility for the safety and well-being of their employees. These obligations include, among other things, assessing the risks in the work environment, implementing safety measures, and providing adequate guidance and training to employees. In practice, this means the following:

Risk assessment: The employer must identify potential hazards in the work environment and assess their significance for the safety and health of employees. Based on the risk assessment, plans must be developed to eliminate the hazards or reduce their impacts.

Safety of workspaces and tools: The facilities, equipment, and tools at the workplace must be safe to use. This also includes maintenance and repair measures to prevent accidents.

Training and guidance: Employees must be adequately trained in the job, tools, and workplace safety practices. This ensures that employees can act safely even in exceptional situations.

Monitoring employee health: Employers must monitor their employees' health and arrange occupational health services if necessary. This may include health check-ups and measures to improve ergonomics.

Accident reporting and investigation: If an accident or dangerous situation occurs at the workplace, the employer must report it to the appropriate authorities and initiate investigation measures. This helps prevent similar situations from arising in the future.

It is also the employer's responsibility to promote open communication and a safety culture. Improving occupational safety is an ongoing process that requires commitment from all levels of the organization. An effective occupational safety system is not only a legal obligation but also reflects the company's values and care for its employees.

Occupational Safety and Health Act (738/2002): What must every company know?

The Occupational Safety Act (738/2002) forms the basis for all activities related to occupational safety in Finland. The act clearly defines what is required from employers and employees to create a safe and healthy working environment. The employer's central duty is to ensure that working conditions are safe and that potential hazards are identified and managed. At the same time, the act emphasizes employees' right to receive information and participate in the development of occupational safety.

Companies have an obligation to also consider special groups, such as young workers, pregnant persons, and those with special health-related needs. Additionally, the law requires safety measures to be planned and regularly monitored and evaluated. It is important to note that violations of the Occupational Safety Act can result in significant penalties, such as fines or other legal consequences, making compliance with the law critical for every company.

Legal obligations are not limited to physical hazards. Mental well-being at work, such as stress or inappropriate behavior, is also covered by the law. The aim of the Occupational Safety and Health Act is therefore a holistic approach that prioritizes the safety and well-being of employees.

Risk Assessment: Legally Required Basis for Security

Risk assessment is the cornerstone of the occupational safety law. The law requires employers to identify hazards in the workplace, assess their significance, and plan necessary measures for risk management. This process is continuous and must be updated regularly, especially when working conditions change or new hazards arise.

The following process can be used in risk assessment:

• Hazard identification: Examine the work environment, processes, and tools used to detect hazards.
• Risk assessment: Evaluate how likely and severe the identified hazards are.
• Planning of actions: Deciding on necessary actions to manage or completely eliminate risks.
• Monitoring and evaluation: Monitor the effectiveness of implemented measures and make additional adjustments as necessary.

A well-conducted risk assessment not only improves safety but also enhances employee trust and job satisfaction. It is important that the process is documented so that the company can demonstrate compliance with legal requirements when necessary.

Employee onboarding and training: How do you ensure adequate expertise?

Induction and training of staff are key ways to ensure that employees have sufficient knowledge and skills for safe work. The occupational safety law requires that employers provide adequate guidance and instruction to both new employees and those whose job tasks change.

The induction must cover the workplace's general safety instructions, such as emergency exits, locations of first aid points, and procedures for hazardous situations. In addition, employees should receive detailed guidance on the risks related to their own tasks and how to manage them. For example, employees who handle machinery or chemicals should receive special training to work safely and responsibly.

Training should be continuous. This means that the employer must organize regular update training sessions, especially if new devices, materials, or work methods are introduced in the work environment. At the same time, employees have the opportunity to develop their own skills, which benefits both themselves and the company in the long run.

Effective onboarding and training not only reduce accidents but also improve employee motivation and engagement. When employees feel that their safety and well-being are priorities for the employer, the work atmosphere and productivity improve significantly.

Employee participation in occupational safety work

Active participation of employees is an essential part of occupational safety work. The Occupational Safety Act emphasizes that employees' opinions and experiences are valuable in developing workplace safety. The employer must create an open atmosphere where employees can express their concerns and improvement suggestions without fear of repercussions.

Engagement can be achieved in many ways. For example, occupational safety committees and representatives provide employees with a channel to participate in the planning and monitoring of safety practices. In addition, the employer can organize regular workplace meetings to discuss occupational safety issues and possible improvement measures.

Involving employees can lead to several advantages. Firstly, it helps identify safety risks that might otherwise go unnoticed. Secondly, employees' commitment to safety practices increases when they feel involved in the decision-making process. This not only improves workplace safety but also boosts job satisfaction and the smoothness of collaboration.

Finally, it is important that the employer takes the feedback from employees seriously and takes action to address identified issues. This shows that the employer values the contribution of employees and is genuinely committed to improving the safety and well-being of the work environment.

Occupational accident and disease insurance: What is required?

The occupational accident and disease insurance in Finland is a statutory insurance designed to secure employees' income in the event of accidents and occupational diseases. According to the law, every employer with at least one employee is obliged to take out the insurance. This applies to full-time, part-time, and temporary employees alike. The insurance covers both accidents occurring at the workplace and work-related illnesses caused by, for example, chemicals, noise, or repetitive strain.

The insurance is issued by an insurance company, and its coverage and costs are determined based on the danger of the work and the salary sum. It is the employer's responsibility to regularly report their employees' information and salary data to the insurance company. The insurance covers employees' medical expenses, possible loss of earnings, and compensation for permanent injuries or illnesses. Additionally, it includes a family pension and burial expense compensation in the event of death.

The existence of insurance is not only a legal requirement but also provides employees with financial security against unexpected situations. For the employer, it offers protection against financial consequences that might otherwise result from liability. It is important to ensure that the insurance covers all employees and is updated as necessary, for instance, if the organization grows or roles change.

Occupational Safety Supervision: How to Prepare for Inspections and Meet Requirements?

Occupational safety supervision is a way for authorities to ensure that workplaces comply with occupational safety legislation and meet prescribed requirements. In Finland, the supervision is conducted by the occupational safety authority, which can carry out inspections either with prior notice or unexpectedly. The purpose of the inspections is to ensure that the workplace conditions, work methods, and practices are safe and lawful. Additionally, the inspections provide employers and employees with the opportunity to receive guidance and advice on improving occupational safety.

Preparation for an occupational safety inspection begins with establishing a functional occupational safety system and continuously maintaining it. This means that workplace risks have been assessed and documented, hazards have been minimized, and employees have received adequate training. Work facilities and equipment must be in good condition, and safety instructions must be clearly accessible. Additionally, the employer must ensure that all legally required documents, such as risk assessments and occupational health plans, are up to date and easily accessible.

Occupational safety supervision is not merely a regulatory activity; it also offers an opportunity to enhance workplace safety and efficiency. Regular inspections help identify areas for development, and feedback from authorities can serve as a starting point for new improvement measures. Good preparation and open collaboration with the inspector ensure a smooth process and promote a positive safety culture at work.

ISO 45001 standard: Benefits of an international occupational safety system

ISO 45001 is an international standard for occupational health and safety management systems, offering companies a systematic approach to improving safety. Implementation of the standard helps companies identify and control workplace risks, comply with legal obligations, and develop the organization's safety culture. Its principles are based on a continuous improvement model where risk assessment, action planning, implementation, and monitoring form a cohesive process.

ISO 45001 offers significant benefits to companies. Firstly, it enhances the organization's reputation and trust among both employees and stakeholders. Customers and business partners appreciate companies that demonstrate responsibility and a commitment to safety. Additionally, the implementation of the standard can reduce costs associated with accidents and sick leave, as well as improve employee engagement and motivation. For many companies, certification also serves as a competitive advantage, especially in international markets.

ISO 45001 is not just a tool for large companies, but smaller organizations can also benefit from its systematic approach. The standard allows for the creation of a cohesive and effective safety system that scales to the organization's needs and resources. The certification process is demanding, but its benefits are reflected in a long-term increase in safety, efficiency, and responsibility.

Continuous improvement of occupational safety: How to meet legal and standard requirements?

Continuous improvement of occupational safety is a key principle in both legislation and standards like ISO 45001. It requires that companies not only adhere to minimum requirements but also constantly strive to identify new ways to reduce risks and improve the work environment. This may involve the implementation of new technologies, the development of employee training programs, or the updating of work processes to be safer and more efficient.

A key part of continuous improvement is the collection and utilization of feedback. Feedback from employees is valuable because they are most familiar with the work environment and its associated challenges. Additionally, reporting and analyzing safety events, such as near-miss incidents, provide insights into where there are opportunities for improvement in the system. Based on this information, concrete improvement measures can be planned and implemented.

Improvement also requires leadership commitment and perseverance. A safety culture does not emerge overnight but is built through daily actions and consistent decisions. Leadership can set an example by demonstrating that safety is a priority for the company. This reinforces the message that every employee is important and that safety is a shared responsibility of the whole organization.

Ultimately, continuous improvement in occupational safety not only creates a safer work environment but also brings financial and operational benefits. As accidents and absences decrease, the organization's efficiency and productivity increase. Therefore, continuous improvement is not just a requirement of law or standards, but also a strategic choice that supports long-term business success.