Legal basis and obligations for instructions: What employers need to know
The legal basis and duties for briefings are critical for employers to ensure a safe and compliant work environment. This article highlights the key aspects that employers need to know and understand in order to fulfill their duties effectively and legally.
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Ivan Keskic
- 23/06/2023
- 10:07
Safety training is a crucial component of occupational safety and serves to protect employees from injuries and hazards in the workplace. Through a targeted transfer of knowledge, skills and abilities, employees are prepared for specific tasks, activities or working conditions and learn about possible risks, sources of danger and protective measures.
Successful safety instruction helps to prevent occupational accidents and work-related health hazards and to create a safe and healthy working environment. In addition, safety briefings also help to raise employee awareness and motivation by conveying the importance of occupational safety and health. But as a company, what needs to be considered in such a sensitive task?
Table of Contents
In Germany, there are a large number of regulations and laws that require companies to provide safety training. The Occupational Health and Safety Act (ArbSchG) forms the central legal basis here and obliges employers to take occupational health and safety measures and to inform employees about safety and health risks in the workplace.
In addition, there are a number of specific regulations that apply depending on the area of activity and working environment, such as the Ordinance on Industrial Safety and Health (BetrSichV) or the Ordinance on Hazardous Substances (GefStoffV). The employers' liability insurance associations and accident insurance institutions also have specific rules and regulations that companies must comply with. The exact application and implementation of the regulations depends on the individual situation of the company and requires a careful examination of the relevant regulations.
Successful safety training begins with careful planning. Planning should take into account the needs and requirements of employees and the work environment. Planning typically involves three steps: Needs analysis and goal setting, selection of training methods and content, and consideration of the role of managers and occupational safety professionals.
Needs analysis and goal setting
A thorough needs analysis is the first step in planning safety training. This involves determining the specific requirements and risks of the working environment and identifying the appropriate instruction topics. External consultants or experts can also be consulted in this process. Subsequently, clear objectives should be defined that are to be achieved as part of the safety instruction. These goals should be measurable and realistic to enable successful implementation and evaluation.
Selection of training methods and content
Suitable training methods and content must be selected for successful safety training. Here, the needs of the employees should be taken into account to ensure the highest possible acceptance and effectiveness. Possible training methods can include oral presentations, practical demonstrations or e-learning modules. The content should be based on the objectives and the needs analysis and should also be adapted to the individual work environment. For example, safety instruction in the office is structured differently than instruction in the production area.
Role of managers and occupational safety specialists
Managers and occupational safety specialists play an important role in planning safety instructions. They should ensure that the instructions comply with the specifications and statutory regulations and are tailored to the specific needs of the company. In addition, they can act as multipliers and help to anchor the importance of occupational safety and health within the company.
Implementation requires careful planning and preparation to achieve maximum impact. The following aspects should be considered as part of the implementation:
Tips for successful implementation of safety briefings
A clear structure and understandable language are just as important as a motivating atmosphere. The use of practical examples or interactive elements can also help to improve uptake and readiness. In addition, it should be ensured that participants have sufficient time to ask questions and express their concerns.
Dealing with difficult participants
Not all participants in a safety briefing are equally motivated or open to the topic. Some participants may behave in a disinterested, distracted or even hostile manner, for example. In such cases, it is important to remain calm and take the participant seriously. Through open communication and involving the participant in the instruction, many problems can be solved. If necessary, individual discussions or training can also be offered to address specific needs.
Use of software solutions such as Leanbyte to support implementation
Software solutions such as Leanbyte can be used to support the implementation of safety instructions. These solutions offer, for example, the possibility of carrying out, documenting and evaluating instructions digitally.
The creation and management of instruction records or occupational health and safety instructions can also be facilitated by software solutions. In addition, Leanbyte also enables simple management of training plans and training materials. The use of software solutions can thus help to reduce the administrative effort and improve the quality and efficiency of safety instructions.
Comprehensive documentation of safety instructions is essential to ensure compliance with regulations and laws and to enable complete traceability in the event of accidents or damage. As part of the documentation, instruction records and occupational health and safety instructions should be created and managed. Leanbyte offers an option for documenting instructions and signing them digitally, thus significantly reducing the effort required for documentation.
Importance of the documentation of instructions
The documentation of safety instructions is an important part of occupational health and safety and serves to ensure compliance with regulations and laws. Through complete documentation, companies can ensure that all employees have been informed and trained on important safety and health aspects. In the event of accidents or damage, documentation enables fast and effective tracking and analysis to prevent future incidents.
Use of instruction certificates and occupational health and safety instructions
Instruction records and occupational safety instructions are central elements of the documentation of safety instructions. They serve as proof that employees have been informed and trained about specific risks, sources of danger and protective measures. They also contain important information such as the date and duration of the instruction as well as the names of the employees and instructors involved. The use of instruction records and occupational health and safety instructions can help to keep track of instructions that have been carried out and ensure smooth cooperation with authorities or insurance companies.