If you’re setting up a company, one of your key responsibilities according to Act No. 124/2006 Coll. is to think carefully about occupational health and safety. It’s essential to ensure that both you and your employees have suitable working conditions and a safe work environment. In this article, we’ll walk you through what to consider step by step when it comes to occupational health and safety when setting up a company (OHS).
Step 1: Choosing a company that will provide you with the necessary formalities
Occupational health and safety when setting up a company (OHS) when setting up a new company, the first thing you should think about is securing a safety engineering service, which will provide you with preventive, protective but also advisory services during your business. You have two options for securing the service. Either you employ a person on a permanent basis to carry out the work, or you pay an external contracting company.
When choosing an external contracting company, take into account the type of business you run, the number of employees you have and whether you own the premises you are operating in or whether you are just renting them. We always recommend that you first compare the offers and conditions of several companies. This way you will be able to choose the most suitable cooperation for your company. However, make sure that the decisive factor is not the price, but the availability, quality and comprehensiveness of the services offered.
Also, decide in advance whether you want to pay the supplier company a monthly flat rate or whether itemised services will suffice. For you as an employer with fewer employees, an itemized payment is more advantageous. However, if you run a business with more employees, we recommend opting for a monthly lump sum as there are other benefits included.
When is a monthly lump sum worth it?
- You employ a larger number of staff
- you need to use the services more regularly, several times a month
- your company experiences frequent staff turnover
- you want to have a package of services
- you plan to use frequent consultations
For item services:
- you always pay for a specific activity individually
- you only pay for what you consume
Expect your chosen supply company to ask you to fill in input data to make you a quote. If you agree to the proposed terms and conditions, this is followed by signing the contracts, sending the order and then having the workspace audited by a security technician.
Step 2: Audit by a security engineer
The technician will carry out a thorough inspection of the workplace, checking the working areas as well as the safety features and checking the documents for the machines, machinery or other equipment that will be used in the work.
The technician will inspect the workplace by:
- A complete audit of the operation.
- Checking certificates for machinery and equipment.
- Inspection of the service books of the stands.
- Verification of manuals for the equipment and their availability in Slovak language at the workplace.
- Checks safety signage, the visibility of exit and stairway markings, fire alarms and the passability of all escape routes.
- Verify the availability of first aid kits and fire extinguishers in the workplace.
If the engineer finds deficiencies during the inspection, he/she shall suggest certain measures to be taken and the solutions shall be included in the documentation. For example, he or she may recommend that you position furniture more appropriately so that it does not obstruct the passageway, suggest the removal of certain obstructions, or advise that you mark barriers or escape routes more prominently.
Step 3: Elaboration of documentation
Documentation is compiled on the basis of the site audit. It includes descriptions of individual work procedures, work organisation and also regulates working conditions. It assesses possible risks and makes recommendations for the provision of work equipment and protective equipment for individual work positions. For example, the documentation also provides guidelines for handling and working with loads, imaging units, i.e. computers. It points out ways of eliminating work-related accidents. It is intended to ensure that the employee feels comfortable and safe in the workplace, but also protects the employer.
The documentation is issued only once and is valid for the duration of the business. It is only changed if there is a change in the ordinance, if your company’s work premises change, or if the technological process of production or the business changes. However, the documentation does not have to be rewritten. It is sufficient if an update is made.
It takes about a week to prepare the OHS documentation. The price for this service ranges from EUR 200 to EUR 500, depending on the type of operation. As the employer, you will confirm by your signature that you agree to the documentation. It must then be stored on the premises.
Step 4: Occupational health and safety and employees
In connection with your employees, it is essential to provide initial OHS and fire protection training, so-called OPP. Remember, however, that the training must be carried out before the employee ever starts work. The purpose of OSH training is to inform the employee about the possible risks arising from his/her job and the risks involved in the performance of the work. The OSH training also instructs the employee on the procedure for carrying out work tasks, on safety in the workplace and on breaks from work.
Employee training is repeated every 2 years, for work at height it is compulsory to re-train employees every year. If an employee is reassigned to a different job or if a change of work location is made, immediate retraining is required.
Last but not least, it is your responsibility to provide personal protective equipment and appropriate work clothing for all employees. Don’t forget the initial medical examination, which every employee should have by law. Why? Even if you judge and acknowledge that your employee has the professional classification to carry out the work tasks, you have no guarantee of his/her medical fitness. Therefore, it is advisable, before the employee starts the job, to confirm his or her ability to perform the various tasks with a doctor.
When are you obliged to ensure OHS?
– if you employ yourself,
– when you employ one or more full-time employees,
– if you employ both temporary and part-time workers.
Remember that the OHS engineer is an advisory body who makes recommendations to you as a business. Whether you accept, incorporate and put into practice the suggestions is up to you. However, bear in mind that you as the employer will be liable for any injuries or damages.
