Avoiding Common Types of OSHA Violations in Facilities Management

Facilities management is a tough job no matter what industry you work in. Whether your building(s) is a hospital or if it supports the manufacturing of automotive parts, there is always something to install, repair or optimize. With so much activity, health and safety concerns may be difficult to prioritize, but failure to do so puts facility managers and companies at serious risk of committing various types of OSHA violations and injuring workers.

Ensuring worker safety is the most important part of any safety program and a visit from the Occupational Health and Safety Administration (OSHA) should be a positive experience. Especially if you have done your due diligence in creating a safe workspace. Following OSHA’s regulations shows that you are committed to worker safety. I make a point to tell the employers we work with that it also shows you are serious about achieving your business goals. Not only can OSHA fine your business for safety violations, but you could lose valuable production time as you update your practices to comply with their requirements. 

From my experience, everyone benefits from a well thought out safety program that is clearly communicated and supported by management. Here are some common safety challenges I’ve seen employers struggle with and ways to prevent them from turning into types of OSHA violations. 

 

What Are The Common Health and Safety Challenges In Facility Maintenance?

For more than 8 years, I’ve been helping facility managers and employees enhance their safety programs and safety culture to prevent all types of OSHA violations and employee injury. I’ve discovered that this industry faces challenges that are not exclusive but are more frequent. Here are those that I have encountered most often. 

Changes In The Work Environment

Industrial worksites aren’t static spaces. There are several ways a work environment can change, and each presents a potential safety risk. This could be changes in personnel or changes to the building. Ensuring your workforce understands your safety processes is a full-time job. New workers need to be educated and even seasoned workers need to be reminded of safety protocols periodically. 

Changes to the building can also make it difficult to ensure safety. In many industries, new equipment is routinely introduced, older machinery is often moved to increase efficiency and new opportunities for violations and injuries are created. New equipment and layouts may require the employer to update their safety process to comply with OSHA standards and ensure worker safety. Reeducating and enforcing these changes are difficult tasks. 

Communication

Your workforce is comprised of different types of people. Some may be well educated about safety practices and enthusiastic about doing their part to avoid violations and injury. While others may require more frequent reminders and training to keep them in the loop.

To ensure each employee is aware of and follows safety practices, employers must communicate effectively about potential hazards, PPE and reporting procedures. This involves creating a psychologically safe environment where employees feel empowered to raise and discuss their safety concerns.

Going Beyond The Minimum

You can meet all of OSHA’s requirements, but still not be considered 100% safe. Unfortunately, this is where many employers stop their efforts, but there is always room for improvement. Working to comply with agencies like the National Fire Protection Agency (NFPA) and the American National Standards Institute (ANSI) will help you ensure you are doing everything possible to improve your safety program.

Examples Of OSHA Violations In Facility Management And How To Avoid Them

Along with the common challenges I’ve witnessed, I’ve also noticed that certain safety violations are more common in facility management and maintenance industries. Here are a few things that employers should focus on to better comply with OSHA regulations.

PPE

PPE is a common violation across industries. Some of the most common types of OSHA violations in facility management include aspects like fall protection and hazard communication.
To avoid violations or injuries related to PPE, invest time and energy in regularly communicating the reasons why the equipment is needed. Tell workers how it benefits them directly. They may not understand how a workplace injury can impact their life at home or prevent them from engaging in their favorite weekend activities. Your workforce should also be educated on when to wear PPE and how each piece should fit. 

It’s also important to make sure your supervisors and managers are setting a good example. Enforcing correct PPE usage is made more difficult if workers see their leaders disregarding the rules. The leaders on your team play a valuable role in creating a safer workplace and a more positive safety culture.

Machine Guarding

Employers must provide one or more methods of machine guarding for their equipment. When equipment is repaired or moved, it can be difficult to track if the new setup or location complies with OSHA regulations. New workers who are less familiar with your equipment and safety processes can also create opportunities for safety errors. 

When new machinery or workers are introduced be sure to communicate to your team any changes in your safety program, procedures, or team structure. This will help keep everyone on the same page as you adjust to the updates. It’s also important to resist the pressure or incentives to bypass machine guarding in favor of meeting production goals. To create a safety-first work environment, the health and well-being of your staff is the primary objective. 

Lockout Energy Control

We understand. You don’t want to spend a lot of time repairing your equipment that is necessary for your business. However, properly shutting down the equipment and communicating that someone is repairing it prevents serious injuries. 

This is another area where communication is key. Managers and workers need to follow the lockout /energy control procedures for each piece of equipment and ensure they are updated when new equipment is introduced. Also be sure to train employees on the hazards and the reasons for using lockout/energy control correctly. Double-check that they have the proper equipment and devices to complete the procedures. 

Electrical Hazards

Facility maintenance workers operate on energized equipment. Therefore, safety violations and injuries related to electricity are quite common. This can be from the lack of or improper PPE, poor cord management, failure to install barriers around exposed and energized parts or other issues. 

Proper training is a great starting point for bringing your team up to date on how they can help prevent electrical hazards. There are certain instances where you’ll likely need to invest more resources in communicating specific hazards. Such as when a machine cannot be locked out, needs troubleshooting or to be tested before repair. Everyone should be protected from accidental activation or exposure to energized parts, and it may require more training, or additional safety devices or policies to create safe working conditions. 

Fall Protection

In 2022, over 850 workers perished due to falls in the workplace. That doesn’t include the thousands that were injured and missed time from work. In facility management, your staff is likely required to work at different heights. Are they consistent in how they apply their fall protection? Who oversees verifying that the right fall protection is being worn for the specific task?

Facility managers must prioritize fall protection to safeguard employees, comply with OSHA regulations and maintain a reputation for safety and reliability. Implementing comprehensive fall protection systems shows your workforce you are serious and committed to their safety which can improve morale, retention and help foster a positive safety culture.

Preventative Measures Help Create A Safety-First Workplace

We covered some of the common types of OSHA violations that occur in facility management, but there are other ways to get your facility and team as close to 100% safe as possible. These involve getting ahead of any issues before they become a violation or cause an incident. As they say, an ounce of prevention is worth a pound of cure. 

Hold Safety Meetings

Starting every shift with a safety conversation keeps your workforce educated and engaged. This can include updates or demonstrations for any new technology you have or plan to introduce. This can also be a time where workers can voice any questions or concerns they may have about safety at work. 

If you’ve taken the time to keep your safety policy updated (as you should), these meetings can be used to communicate that a safety audit was completed and relay what exactly has been changed.  

Don’t Rely on Signage

Communicating hazards and safety procedures through work safety signs has been an approach used for decades. While it is necessary to use signs to provide a constant reminder of potential risks, they shouldn’t be your only method of communication. 

Workers get used to the work safety signs being present and they may eventually fail to read them due to familiarity or if they feel they aren’t relevant. Invest in regularly training your workforce and having safety talks on proper safety procedures to consistently educate and remind them about how they can stay safe on the job. 

Avoid Blaming the Worker

When an incident occurs, it may feel natural to assume the employee is complacent or careless. This is a common pitfall in facility management and across other industries. There are many factors that can influence safety, such as conflicting goals, production demands, working environment and personal well-being. To grasp why the incident happened, examine deeper than just the employee's actions — consider the context, contradictory objectives, and underlying causes. Investigate the systems, technology, protocols, or absence thereof, which might lead to a comparable result even with another employee under alike circumstances. This can help you eliminate problems before others experience similar incidents. 

Conclusion

Facilities management is a complex field with numerous safety challenges that must be navigated carefully to avoid OSHA violations and employee injury. From the ever-changing work environment to the need for effective communication and beyond-the-minimum safety measures, facility managers have a critical role in maintaining a safe workplace. By prioritizing safety through regular training, proper equipment usage, and a culture that values prevention over reaction, facilities can not only comply with OSHA regulations but also protect their most valuable asset — their workforce.

Embracing a safety-first approach is not just about avoiding fines — it's about fostering a work environment where employees feel valued and secure, ultimately leading to a more productive and successful business.