How to improve workplace health and safety for SMEs

Health and safety is the responsibility of every employer, but in many small and growing businesses, it doesn’t sit with a dedicated expert. Responsibility often falls to HR, operations, or office managers who juggle several roles at once, or to business owners who manage it alongside everything else.

While employees must take reasonable care of their own safety and their colleagues, the overall responsibility sits with the employer. It’s down to you to identify risks, manage them, and keep them to a minimum, so your people can work safely and confidently.

This article looks at practical ways to improve health and safety in your workplace, without adding unnecessary complexity. We’ll also explore some of the most common health and safety mistakes employers make, with expert insight from Greg Guilford, CEO of HR Solutions.

 

Skip to:

• 5 practical ways to improve health and safety in the workplace 
• 4 workplace health and safety mistakes to avoid
• Who needs health and safety training and who delivers it?
• Make health and safety feel manageable 
• FAQs about improving health and safety at work
  

5 practical ways to improve health and safety in the workplace

 

You don’t need to overhaul everything at once to improve health and safety at work. In most SMEs, small, consistent actions make the biggest difference, especially when responsibility for health and safety sits alongside other roles.

The five steps below focus on practical improvements you can build into everyday working life, helping you reduce risk and support your people. 

 

1. Carry out regular risk assessments and workplace checks

 

Whether you’re starting from scratch or reviewing your existing health and safety policy, regular risk assessments and workplace checks are a practical way to understand where risks exist and how they affect your people.

Start by identifying any hazards or risks that put your workers in danger. This could be anything from trip hazards, like loose cables, to dangerous substances, such as cleaning fluids or asbestos. 

Once you’ve identified these health and safety risks, you’ll need to establish who would be at risk from these hazards. For example, Suzie, who works in HR, is most at risk of bad posture as she sits at her desk all day. James, who works in the warehouse, risks back strain or injury when lifting heavy loads.

 

 

2. Take steps to control the risk

 

Health and safety law doesn’t expect you to eliminate all risks from your workplace. But it does require you to reduce risks as far as is reasonably practicable. So, once you know where risks exist, put control measures in place to protect your workers’ health and safety. 

These will look different depending on your workplace, but often include:

• Removing the hazard altogether where possible

• Changing how your employees carry out their tasks 

• Introducing physical controls, such as guards, barriers, or better equipment

• Providing clear instructions 

• Supplying personal protective equipment (PPE) where needed

After introducing controls, review them regularly to make sure they’re still effective, particularly if roles or work patterns change, or after introducing new equipment. 

For practical guidance on choosing and applying control measures, the Health and Safety Executive helps employers prioritise the most effective actions.

 

3. Keep health and safety records clear and up to date

 

Health and safety checks are only useful if you record the outcomes. Clear records help you track what you’ve already identified and the action you’ve taken to protect your workers. They also highlight what still needs attention. 

Accurate record keeping applies to: 

• Health and safety policies 

• Risk assessment findings

• Inspection and maintenance records

• Incident and near-miss logs

• Health and safety training records

In practice, this is where many small to medium businesses struggle. When Breathe surveyed managers and leaders in SMEs*, they found that 45% had at least one or more key health and safety documents out of date. Regular inspections were the least well-documented task, with only 44% fully recorded. 

Creating and maintaining documentation can feel time-consuming, and it’s easy to let this task slide if you’re busy. But without the right records, it’s also harder to spot gaps or prove you’re managing risks correctly and consistently.

As a best practice, take time to complete the next steps after identifying any risks:

• Record your findings clearly 

• Note what actions are needed and who's responsible

• Review records regularly so they stay relevant 

 

4. Take incidents and near misses seriously

 

When something goes wrong at work, it’s important to take it seriously, even if no one was hurt. But as teams grow, reporting responsibilities can become unclear or inconsistent, particularly if processes rely on information or manual steps. 

It’s important to keep investigating incidents and near misses to help you understand what happened and how to avoid a repeat incident. 

The goal is to identify:

• What caused the incident or near miss

• Whether existing control measures worked as expected

• What changes, if any, are needed to reduce the risk in future

Having a structured process in place for assessing and logging incidents makes this much easier. 

 

5. Support your employee's mental health 

 

Mental health is an important part of workplace health and safety. According to the mental health charity Mind, around one in five people experience a common mental health problem in any given week in England. Many of the factors that contribute to stress, anxiety or burnout are linked to how work is organised and managed. 

Under the Health and Safety at Work etc. Act 1974, employers have a legal duty to protect their employees’ health and wellbeing, so far as is reasonably practicable. This includes managing work-related stress and other risks to mental health in the same way you would manage physical risks.

Supporting mental health at work means taking small, consistent actions that create a real difference, such as:

• Encouraging regular breaks and proper rest during the working day

• Making workloads and expectations clear and realistic

• Leading by example when it comes to switching off and taking time away from work

• Creating space for open conversations, including regular manager check-ins 

• Arranging internal mental health groups or signposting external support 

The Health and Safety Executive provides additional practical guidance on managing work-related stress, including how to identify risk factors and using Stress Talking Toolkits to reduce the impact.

 

 

 

4 workplace health and safety mistakes to avoid

 

Health and safety also tends to sit outside the areas that visibly drive revenue, which can make it feel less urgent than other business priorities. But when health and safety isn’t taken seriously, the impact can be far more disruptive and expensive than many employers expect. 

Drawing on his experience supporting employers, Greg Guilford, CEO of HR Solutions, shares his perspective on some of the most common health and safety mistakes he sees, and how employers can avoid them. 

 

1. Not prioritising fire risks 

Fire safety is an integral part of workplace health and safety, regardless of a business’s size or scale. During 2024-25, the Office for National Statistics (ONS) reported 26,000 fire incidents in non-domestic buildings. Some common causes of fires include: 

• Faulty electrical equipment, such as damaged cables, overloaded sockets or poorly maintained appliances

• Poor storage and housekeeping, including the build-up of combustible materials

• Human error, where clear procedures or training could have reduced the risk or limited the impact

• Deliberate fire-setting (arson), which is less common but still a factor to consider, particularly around site security

A fire risk assessment is an important starting point, but you should tailor it to your workspace and back it with clear guidance so employees understand what’s expected of them. Fire risk assessments aren’t a one-off task. Reviewing them at least annually, and whenever there are changes to your workplace or working arrangements, keeps them relevant and effective.

 

2. Not reporting health and safety risks 

 

Report hazards early to prevent accidents, and make sure people know how to reduce the risk.

Whether your workers see boxes obstructing walkways, a spillage on the stairs, or an unstable ladder, voicing concerns is always better than bearing witness to them later. 

The HSE recommends four key steps for health and safety communication: Plan, Do, Check, and Act. Here’s what this looks like: 

• Plan: Decide how risks and concerns should be reported, who to report them to, and how quickly to take action. This could be as simple as a clear reporting process that everyone understands.

• Do: Put this into action. Make sure employees know how to report hazards and feel comfortable speaking up when something doesn’t look right. 

• Check: Review what’s being reported and how issues are handled. Are concerns being logged? Are actions being taken promptly? Are the same issues coming up repeatedly?

• Act: Use what you’ve learned to make improvements. This might mean updating health and safety procedures, improving communication, or providing extra guidance on reporting where needed.

3. Not having health and safety representatives 

 

When organisations don’t clearly define health and safety responsibilities, important tasks can fall between roles. Unclear roles and ownership for health and safety was one of the top challenges reported by the SMEs we surveyed, with team leaders reporting the lowest confidence in understanding their health and safety responsibilities.

The Health and Safety at Work Act etc. 1974 requires businesses of all sizes to identify a competent person to manage risks. You may need to demonstrate proof of competence and have it verified by a regulator or enforcement officers.

A suitable competent person could be someone within your team with the right training and authority, or external support if internal expertise is limited.

To check whether you can appoint someone internally, ask yourself the following questions:

• Have they or will they have the relevant training?

• Are they familiar with health and safety and fire regulations?

• Can they problem-solve easily in pressured situations?

• Do they know your business and its associated risks?

• Do they have the authority to make decisions quickly and minimise hazards?

To support day-to-day safety, employers may also need to assign specific health and safety roles, such as first aiders or fire wardens, depending on their workplace, the size of the business, and the level of risk. 

 

4. Not investing in health and safety training

 

Training plays a central role in effective health and safety management. As we’ve touched on earlier, anyone responsible for overseeing risks needs the right knowledge and skills to do so confidently.

Under the Health and Safety at Work etc. Act 1974, employers must provide appropriate information, instruction, training, and supervision to protect people at work. This applies across the business, not just to those in formal health and safety roles.

HSE advises that providing effective information and training helps you:

• Teach your employees how to work safely without risking their health

• Develop a positive culture where safe and healthy working is second nature

• Meet your legal duty to protect the health and safety of your employees

• Avoid the distress that accidents and ill health cause

• Avoid the financial costs of accidents and occupational ill health

Unfortunately, training is often treated as a one-off task. Breathe’s survey* found that almost half of employees haven’t had any refresher health and safety training since onboarding, even though those who receive training at induction and regular refreshers report the highest confidence in understanding their responsibilities. At the same time, lack of in-house expertise was another of the top challenges reported by managers and leaders when managing health and safety.  

Effective health and safety training should: 

• Reflect the risks people actually face in their roles

• Happen at induction, then be refreshed when risks change, following incidents or near misses, or as part of regular reviews 

• Include a variety of training methods, including in-person sessions, interactive training, and on-the-job training, with managers reinforcing safe behaviours in day-to-day work 

Remember, by setting aside some time and money to properly invest in your staff, you could save your company thousands by avoiding accidents. Those accidents affect your employees and could damage your brand reputation and credibility.

 

Who needs health and safety training and who delivers it?

 

Employers should make sure everyone undergoes training, including:

• Employees

• Contractors

• Managers and directors 

• Self-employed people working on your behalf  

How you deliver training depends on your organisation. Some businesses develop capability internally, while others bring in external support if they need specialist knowledge. The main point is to make sure the training is proportionate, relevant, and understood by the people it’s intended for.

Tip: Breathe Learn includes a range of health and safety training courses to help employees understand risks, responsibilities, and safe ways of working. 

 

Make health and safety feel manageable 

 

Health and safety can feel daunting alongside a slew of other responsibilities. But being proactive can make health and safety easier to manage and more effective over time. Here’s a quick health and safety checklist you can work through to keep your people safe and supported. 

And if you want more advice from health and safety experts, Breathe’s on-demand webinar ‘How safe are you, really? SME health & safety risks in 2026’ features real insights on typical health and safety blind spots in SMEs and practical tips on how to strengthen your approach before small gaps turn into larger issues. 

 

 

FAQs about improving health and safety at work

 

What are the 5 C's in health and safety?

The 5 C’s are a helpful framework employers can use to think about health and safety. Different organisations may use slightly different wording, but most versions include a combination of:

• Culture or commitment: Encouraging leadership buy-in and shared responsibility for safety

• Competence: Having the right knowledge, skills, and training in place

• Communication: Sharing health and safety information openly

• Controls: Using practical measures to reduce and manage risks

• Co-operation or consultation: Involving employees and encouraging people to work together on safety

 

How do you raise health and safety issues in the workplace?

Everyone within an organisation should feel comfortable raising health and safety concerns as early as possible. Employees can usually do this by speaking to a line manager or team leader, contacting a named health and safety lead, or using a straightforward reporting system. 

 

What are the 7 key areas of health and safety?

The main areas of health and safety vary by workplace, but common areas include:

• Risk assessments and control measures

• Fire safety

• Workplace equipment and maintenance

• Manual handling

• Display screen equipment (DSE)

• Incident and near-miss reporting

• Employee wellbeing, including mental health

These areas allow businesses to manage both immediate risks and longer-term health concerns.

 

What are 10 safety rules?

The most effective safety rules are those that people understand and apply day to day. 10 common rules include: 

1. Reporting hazards and near misses promptly

2. Following safe working procedures, including correct posture 

3. Using tools and equipment correctly

4. Keeping work areas clear and tidy

5. Taking breaks, managing fatigue, and staying hydrated 

6. Attending required training

7. Following fire safety guidance

8. Using protective equipment as needed

9. Speaking up if something feels unsafe

10. Looking out for colleagues 

 

Do health and safety rules apply to hybrid work?

Yes, health and safety rules still apply to hybrid working, including when employees work from home for part of the week. Employers need to consider risks linked to hybrid work, such as workstation setup, display screen equipment (DSE), and work-related stress. 

When we surveyed SME employees, we found that half of remote or hybrid workers hadn’t completed a DSE assessment or didn’t have the right equipment, highlighting how easy it is to miss risks when people split their time between home and the workplace. 

For further guidance on setting up safe, comfortable workspaces at home, Posture People provides a helpful overview in this guest post - Working from home: Health and safety guidelines for UK employers. 

 

*The surveys referenced in this blog are two surveys conducted by Breathe in December 2025, involving 100 managers, leaders and employees from UK SMEs with between 10-250 employees. The surveys were conducted to understand how small businesses manage health and safety in practice.