7 Best Ways to Optimize Your Company's Safety Protocols

Srushti Shah
August 16, 2023
min read
January 22, 2024
Photo credit
Discover top strategies to enhance your company's safety protocols, ensuring a secure and productive workspace for all. Your safety is our priority!


Inadequate safety measures can have devastating consequences, including injuries, legal issues, and reduced productivity.

This article offers practical tips to analyze and enhance your organization's safety protocols. Follow these strategies to cultivate a culture of safety and vigilance:

  • Understand why safety protocols matter
  • Evaluate your current safety protocols
  • Leverage employee training
  • Hold routine safety audits
  • Invest in safety equipment & technology
  • Establish clear safety policies & procedures
  • Maintain emergency preparedness

1. Understand why safety protocols matter

Robust safety protocols are fundamental to protecting a company's most valuable asset - its people.  Depending on the nature of a business, safety protocols may vary. In the context of SaaS marketing agencies, such protocols might involve providing clear guidelines for remote work, enforcing strong password policies and multi-factor authentication, utilizing encrypted communication tools, and educating employees about cybersecurity best practices.  Other organizations may need protocols in place to protect privacy. 

📌 ‎Related resource: Challenges & Solutions: SOPs for Agencies

According to a Bureau of Labor Statistics report, over 2 million U.S. workers suffer job-related injuries annually. Workplace accidents cost businesses over $170 billion per year in compensation, medical bills, and legal expenditures. Beyond financial impacts, injuries can devastate families and employee morale.

Investing in comprehensive safety frameworks mitigates these risks through preventive action like hazard identification, training, protective gear, and audits. While safety protocols require resources, benefits include:

  • Fewer accidents, deaths and injuries
  • Lower insurance premiums
  • Less downtime and overtime
  • Increased productivity
  • Improved employee retention and satisfaction

In short, sound protocols create more stable, profitable, and ethical workplaces.

2. Evaluate your current safety protocols

An honest assessment of current safety practices is the first step toward improvement. This process should involve:

  • Walkthroughs of all work areas, noting risks like frayed electrical cords or blocked fire exits.
  • Anonymous employee surveys to gather on-the-ground perspectives on potential hazards.
  • Reviews of training programs, emergency plans, and incident reports to identify protocol gaps.
  • Benchmarking against industry best practices to surface enhancement opportunities.

An independent safety consultant can lend expertise. Key assessment questions include:

  • Is required protective gear provided and consistently used?
  • Are facilities, equipment, and hazardous materials properly maintained and stored?
  • Are emergency contacts and response procedures clearly posted?
  • Are safety protocol compliance and training tracked?

This fact-based analysis highlights areas needing policy or procedure updates, training enhancements, infrastructure investments, or increased enforcement.

3. Leverage employee training

Even the most comprehensive protocols are ineffective without thorough employee training. According to the National Safety Council, businesses that implement robust training programs have marginally fewer accidents than those that do not prioritize education.

Training should cover:

  • Hazard identification - Empower employees to spot risks like damaged ladders or frayed electrical cords before an incident occurs.
  • Safe equipment use - Demonstrate proper handling of machinery, harnessing, chemical containers, vehicles, or any hazardous materials.
  • Emergency response - Ensure everyone knows protocols for fire, weather events, chemical leaks, workplace violence, medical events, etc. Drills are essential.
  • Current policy education - Educate on required protective gear, hazard reporting, safe lifting techniques, lockout/tagout, etc.

Multimedia formats like videos keep training to engage across learning styles. Refreshers should occur regularly, not just at hiring. Foster open communication around safety, encouraging employees to voice concerns or suggestions.

4. Hold routine safety audits

Even robust protocols can deteriorate over time without monitoring. That's why regular safety audits are indispensable. Audits verify that policies and procedures remain current, enforced, and effective.

Conduct audits at least annually. In higher-risk environments like construction, more frequent inspections are prudent. In addition to internal reviews, consider third-party audits to lend objectivity.

Key audit activities include:

  • Inspecting equipment for safety issues like damaged cords or missing guards.
  • Ensuring first aid kits are fully stocked, and workers are first aid/CPR trained.
  • Confirming personal protective equipment is provided and utilized.
  • Check that emergency exits are clearly marked and unobstructed.
  • Monitoring work processes to identify non-compliance.
  • Documenting any protocol gaps or action items.

Here's a Scribe on how to create and customize an audit.

By making audits routine, organizations reinforce that vigilance is an ongoing endeavor.

While audits require investment, they can prevent far costlier incidents. One tip is using checklists to ensure consistency.

5. Invest in safety equipment & technology

Investing in safety equipment and technology is also key. For example, ergonomic tools reduce strain injuries. Anti-fatigue mats prevent slips. Sensor-enabled machine guards can halt operation if a person gets too close. Camera systems, such as parking garage security cameras, enable businesses to monitor a wide range of environments in both indoor and outdoor conditions. Although pricey, such upgrades usually pay for themselves by averting accidents.

6. Establish clear safety policies & procedures

Furthermore, establish clear written safety policies tailored to your workplace.

Use a tool like Scribe to quickly build and share policies and procedures for your team.

Scribe is an AI-powered tool that documents your unique processes for you, SOPs, policies and handbooks in minutes.


Here are some things to consider in your policy:

  • Required protective gear.
  • Safe operating procedures.
  • Hazard reporting.
  • Emergency response plans.
  • Training mandates.

Update policies regularly and ensure visibility through training and posted reminders.

7. Maintain mergency preparedness

Preparedness for emergencies like natural disasters, fires, or chemical spills is likewise critical.

Response plans detailing evacuation routes, assigned roles, communication chains, and first aid provision can save lives. Drills ensure readiness. Also, maintain adequate accident response supplies like spill kits, eyewash stations, and fire extinguishers.


Overall, understanding the importance of employee safety will save business owners and management a lot of money in the long run. There's nothing more important than keeping people alive, even if it costs more. In the name of safety, you should never cut corners.

It's crucial that both you and your team understand the importance of safety protocols and, every once in a while, go over those protocols and give them an assessment. Are there protocols that we can improve? Is everyone trained on these policies?

Having someone come by and complete a safety audit will ensure that you keep your workplace safe in the long run. These auditors can recommend some of the newest and safest technology, such as dropping saw blades so employees don't lose a finger while slicing wood. 

Finally, having everyone be prepared for emergencies will save lives. Emergencies don't happen very often, but when they do happen, it's best that everyone knows what to do and how to act fast.

Ready to try Scribe?

Scribe automatically generates how-to guides and serves them to your team when they need them most. Save time, stay focused, help others.