Skip to main content
search
Monthly Archives

April 2016

Apr 02
Love0

Eliminating Distraction in the Workplace

By Business Protection Bulletin

04-16-bb-4When it comes to certain jobs, a split second distraction can have dire consequences. If the job involves driving, operating power tools or machinery, if you work in a kitchen, near traffic, or around anything that’s hot, loud or heavy, you generally can’t afford to take your eyes off the task at hand. Unfortunately, daily life in the 21st Century is simply packed with distraction from the moment you wake up to the minute you hit the hay. Here are some tips for making sure that those distractions don’t affect the job.

Phone-Free Zones

An easy way to eliminate distraction numero uno: Simply don’t allow phones in any part of the workplace where you’re going to need to stay vigilant around forklifts, table saws and scaffoldings. Keep a plastic container, a shoebox or a desk drawer near the entrance so that workers and visitors can leave their phones somewhere handy without being distracted around hazards.

Sweat the Small Stuff

When it comes to minor annoyances throughout the day, it’s best not to get worked up about the small stuff. When it comes to workplace safety, on the other hand, it’s the small stuff that creates a domino effect that can lead to serious injury. Fuzzy dice dangling from a driver’s rearview mirror, for instance, can create a moment’s distraction when you need it the least. Somebody turning the radio up too loud in a loading zone can prevent them from hearing when you yell “duck!” Do a sweep of dangerous work areas now and then and make sure that there’s nothing to divide your employees’ attention.

Key Personnel Only

There’s usually nothing wrong with letting people visit you in an office setting, but you don’t want people visiting a warehouse or a factory or a construction site unless they absolutely need to be there. Letting friends and family members come and go from a dangerous work site as they please is a recipe for disaster. If someone doesn’t wind up being distracted talking to someone who shouldn’t be there, then the person who shouldn’t be there is likely to get hurt. If people need to visit, and they don’t absolutely need to be on the floor, let them do their visiting outside, in the lobby, anywhere but around the heavy machinery.

Keeping a distraction-free workzone really comes down to common sense: Do a walkthrough of the area, and anything that catches your attention will probably catch someone else’s attention at just the wrong moment.

Apr 02
Love0

How Could Anyone Possibly Get Hurt?

By Business Protection Bulletin

04-16-bb-3Okay, so you run a relatively low-risk workplace. Maybe it’s an office or a small retailer or a coffee shop, somewhere where you don’t need forklifts, power tools or deep fryers. These environments actually bring their own hazards in that we tend to be most vulnerable when we are least prepared. The simplest tasks are perhaps not quite as likely to lead to injury as, say, working in sanitation or long-haul trucking, but that doesn’t mean that the risk is completely non-existent. Here are a few tasks that seem easy enough, but where safety precautions should nevertheless be taken:

Walking

Okay, that one sounds ridiculous, right? But how many times have you walked through a cluttered room crossing your fingers that you don’t trip on something, or that nothing falls on you? Simple falls actually account for around $8.61 in costs a year, at 16.9% of all injuries. Simple falls are the number two cause of all workplace injuries.

Lifting and Carrying

Overexertion is the number one cause of on-the-job injury, and you don’t need to be working on a construction site for this to happen to you. How many times have you seen an employee trying to carry several boxes of files at once instead of just going to the janitor’s closet and grabbing a dolly? Overexertion related injuries from lifting, carrying, pushing, pulling or simply holding something too heavy make up around 26.8% of annual workplace injuries. Make sure your employees practice common sense and that they don’t try to lift anything they can’t comfortable carry.

Paperwork

The National Safety Council has pointed out that it’s actually surprisingly dangerous to leave a whole bunch of drawers open in a file cabinet. Remember that most of the weight in a file cabinet is in the drawers. Pop open too many at a time and these cabinets can become unbalanced and tip over, leading to serious injury.

Typing

Not all injuries involve a sudden accident. Carpal tunnel syndrome or CTS-like symptoms are said to affect around half of all office workers according to the National Institute of Occupational Safety and Health. Regular breaks and ergonomic equipment can help to prevent these symptoms from developing.

Sitting, standing, walking, typing, these all seem like safe enough activities, and there are more dangerous jobs, of course, but any time you’re using your body, there is the potential for injury if you’re not careful.

Apr 02
Love0

Developing Your Plan B

By Business Protection Bulletin

04-16-bb-2There are times when putting a project on hold simply isn’t an option. Something falls through, key personnel have to take leave, your budget is cut, but you need to keep moving forward. Business protection is there to cover losses, but what happens when you’re not after recompense for losses, but simply a way to take the next step, even though you’ve been handicapped by a significant setback?

Consider Your Ends

Has your business strategy been foiled by a recent setback, or do you simply need to shift your tactics a bit? You may need to rethink your approach, but you may find that there’s actually a simpler way to get where you’re going than you’d thought. Think about your end goal in terms of desired effect. Suppose that you need to have a prototype for a website in order to show your investors by the end of the week, but a hardware crash cost you several days worth of labor hours. You might not have time to build another prototype, but would a mockup created in Photoshop achieve the same end result?

In any event, your aim is going to be not so much to shift your end goal, but to reconsider what that end goal is on a more fundamental level. How can you achieve the same effect within your current means?

Consider Your Means

There are setbacks that will demand that you completely overhaul your way of developing a project. In any office there are those linchpins, the people who you could never really replace. Maybe you can hire a temp to do some of their work, but if they ever left for good, things just wouldn’t be the same. A project budgeted at $10,000 needs to seriously change in scale and scope when the budget is cut down to $5,000.

Be Flexible

In every industry we see the penalty for failing to adapt, whether to minor setbacks, such as when Terry Gilliam famously canceled his movie Man of La Mancha over changes in the weather, or long term changes, as we’ve seen with the record industry, which took about 16 years to catch up with how people were consuming music in a post-internet age.

When you experience a setback, minor or major, it’s not game over. You may need to rethink how you’re approaching your work, you may need to strip a project down to its essential components, but rare are the circumstances where your only choice is to simply give up. Keeping a contingency plan in place, and learning how to adapt on the fly will help you weather almost any setback.

Apr 02
Love0

Tips for Improving Employee Health

By Business Protection Bulletin

bb-1One of the best things that you can do to avoid injury and illness on the job is to simply encourage good health in the workplace. There are a number of ways to do this without breaking the bank, without having to hire a whole team of personal trainers, and truth be told, without having to put all that much effort forth. Here are a few tips to get you started:

Providing Healthy Food

Keeping healthy snacks stocked in the break room is a great way to encourage your employees to eat a little better. When you leave the office, hungry, looking for a bite, you’re likely to grab a pastry, a burger, a soda, but who can turn down a free meal at the office, even if that meal happens to be a salad and a bottle of water?

Rewards for Healthy Behavior

A fifty dollar gift certificate now and then is a small investment to make in order to encourage employees to stay fit. You can give out a monthly reward to workers who walk or bicycle to work or make the switch from coffee and energy drinks to water.

Underworked and Reasonably Paid

Some employers feel that they’re saving money by paying people less. The fact is that someone who will accept half as much will take three times as long to do the job. This is bad for your bottom line and bad for employee health. You need people who are efficient enough that they won’t need to do overtime and skip lunch breaks in order to meet a deadline.

Go Above and Beyond in Health Coverage

There are minimum requirements for certain businesses when it comes to employee health care. Meeting those standards is step one. You may be able to do a lot of good for your business and for your people by taking it to step two, and seeing where you can surpass expectations. Minimal coverage means that your people are covered should something happen. Going a little farther means that your employees won’t hesitate to get regular checkups and keep themselves in tip-top condition.

There’s that saying: An ounce of prevention is worth a pound of cure. Maybe you can, say, make accommodations for your assistant once they develop carpal tunnel, but it may be wiser to simply ensure that they take breaks now and then so that they never develop the condition in the first place.

Apr 02
Love0

Construction Workplace Safety Rules

By Risk Management Bulletin

04-16-rr-3Construction sites are some of the most dangerous worksites in the United States. Workers can be injured from falls, run overs, loose debris, fires, cave ins, repetitive motions, electrical shocks and other causes. If you supervise construction sites, safety rules are imperative. Achieve a safe environment and minimize risks when you prioritize safety, train your employees and follow construction workplace safety rules.

Wear Protective Equipment

The Federal Occupational Safety and Health Act (OSHA) mandates certain safety rules for the workplace. Protective equipment is included in OSHA rules, and all construction workers must be given access to and use the right clothing and equipment for their duties. Examples include hard hats, gloves, safety boots, coveralls, goggles, safety masks and protection harnesses. Lab coats, paper face masks and plastic gloves may be required, too, depending on the job.

Pay Attention to Height

OSHA regulations require different rules for work that’s done at different heights. Constriction site supervisors should know the rules and perform an on-site risk assessment, planning, organization and supervision to make sure they’re implemented.

In general, anyone who works at high elevations must be protected from falling any distance that will cause an injury. Scaffolds with a double guard rail can be used to meet this rule. Another safety guideline requires equipment to be in place that reduces the distance and impact of any falls that do occur. Harnesses and safety nets can meet this construction site requirement.

Provide Amenities

Several amenities are required on construction worksites. First, construction workers must have access to a steady supply of clean water and the proper first aid equipment.

Construction sites must also provide workers with a sheltered space where they can take breaks and enjoy meals. That break room has to be hygienic and pose no safety or health risks. If more than 15 workers are at the site, it also must have space for them to sit down, wash dishes, boil water and store food and utensils.

All sites must provide toilet access, too. It has to be private in a cubicle or room with a door, and ventilation and toilet paper are required.

Keep your workers safe and comply with OSHA regulations when you implement these safety rules on your construction sites. Train your employees and independent contractors to follow the rules and prioritize safety, too. You have adequate Workers’ Compensation insurance, but work together to prevent accidents and promote a hazard-free worksite that’s efficient and productive.

Apr 02
Love0

What to Look for When Hiring an Independent Contractor

By Risk Management Bulletin

04-16-rr-2The next time your small business needs a virtual assistant, a copywriter or someone to remodel your office space, consider hiring an independent contractor. Almost one-third of Americans consider themselves to be independent contractors, and they stand ready to help you and your business meet deadlines, perform specialized services or work in another professional capacity. Here are a few things to look for when you hire independent contractors.

Professionalism

Your employees and their actions, appearance and work reflect on your company. Even though independent contractors aren’t full-time employees, they should be completely professional. Look for this characteristic as you interview and assess potential independent contractors.

Responsiveness

From the time you schedule an initial meeting to the moment when you receive a proposal, look at an independent contractor’s responsiveness. You need to hire someone who is dependable and able to keep you in the loop about project progress. An independent contractor who takes days to return communications or one who isn’t on time to meetings will probably not respond better after the work begins.

Attitude

You expect independent contractors to display a proactive, decisive and determined person, but are they also team players, willing to take constructive criticism and able to compromise? The independent contractors you hire should have an attitude that fits with your company’s culture and values as you all work together toward achieving a common goal.

Experience

As you would inspect the resume of any potential employee, give your independent contractors’ resumes the same attention. Check references, ask to see completed projects and feel free to ask them to perform a test project to make sure the skills they claim to have are accurate.

Flexibility

Despite your best intentions, projects sometimes fall behind, the wrong products are ordered or other things go wrong. The independent contractors you hire should be flexible and able to go with the flow and adjust to get the job done.

Honesty

You wouldn’t dream of hiring an employee who lies, so don’t hire dishonest independent contractors. Anyone who wants paid under the table, asks you to fudge the books or lies about damages is not a good candidate for your company.

Before you advertise for another employee, stretch your existing staff thin or let important project go undone, check out independent contractors. They’re skilled professionals who can help your small business finish projects on time or fill temporary voids in your staff. These listed traits assist you in finding the independent contractors who are right for your business.

Apr 02
Love1

Tips for Writing a Help Wanted Ad

By Risk Management Bulletin

04-16-er-3Writing a good help wanted ad can help you fill open positions with the right people. Overall, it should be written to attract new employees rather than weed people out. Take a few tips into consideration as you write your company’s next help wanted ad.

Begin With a Headline That Grabs Attention

Use action verbs and positive language that encourages potential applicants to keep reading your ad. The headline should also mention something about the job and employer. Instead of saying, “Architect needed,” try, “Architect with a passion for detail, organization and customer service wanted for a busy downtown firm.”

Mention the Basics

Now that you’ve grabbed their attention, give readers more details about the basics of your open position. Include:

*Company name and location.
*Job title
*Specifics like full/part time, day/night shift, salary range and start date

Summarize Employee Skills

Include formal training requirement, certification, industry expertise, proficiency and other skills qualified applicants should possess. Try to avoid writing a laundry list in this section. That turns away candidates since it signals that you’re rigid and unbending. Plus, formal training, licensing and other professional training can be learned after the candidate is hired. Qualifications like flexibility, outgoing personality or sense of humor cannot be learned but are just as valuable.

Describe What Your Company Offers Employees

Sell yourself and your culture. In this section, you could include:

*Your company’s history or a link to your website where applicants can learn more
*Details about the culture, such as the flexible schedule, collaborative spirit or open-door management policy
*Benefits package details including insurance, 401K, incentive plans, advancement opportunities and monthly golf outings
*A standard equal-opportunity employer disclaimer that reminds applicants of your company’s commitment to non-discrimination

Close With a Call to Action

End the help wanted ad with instructions for how applicants can contact you. Include a phone number, email address or fax number.

As a caution, you should never mention legally protected statuses. That means you cannot mention that you have a candidate preference based on race, color, national origin, sex, sexual orientation, gender identity, age, religion, disability or veteran status. Also, avoid gender-specific language. As an example, use server rather than waitress.

A good help wanted ad attracts qualified candidates for the open positions in your company. Use these tips as you create your next help wanted ad.

Apr 02
Love0

70 Things to Deduct as an Entrepreneur

By Risk Management Bulletin

04-16-rr-1Since the tax filing deadline is April 15, you’ve probably already wrapped up your small business tax return for 2015. However, it’s not too soon to start preparing for next year. Consider several legitimate deductions you can take as an entrepreneur.

Accounting fees
Advertising and publicity
Amortization
Auto expenses for vehicles used for business purposes
Bad debts that you cannot collect
Banking fees
Board meetings
Building repairs and maintenance
Business association membership dues
Business travel
Charitable deductions made for a business purpose
Cleaning or janitorial services
Collection Expenses
Commissions to outside parties
Computers, electronics and tech supplies
Consulting fees
Continuing education to maintain your professional license and improve skills
Conventions and trade shows
Costs of goods sold
Credit card processing fees
Depreciation
Dining during business travel
Discounts to customers
Education and training for employees
Employee wages
Entertainment for customers and clients, up to 50 percent
Equipment and equipment repairs
Exhibits for publicity
Family members’ wages
Freight and shipping costs
Furniture and fixtures
Gifts for customers, up to $25 limit for each gift
Group insurance
Health insurance
Home office
Interest paid on business loans
Internet hosting and services
Investment advice and fees
Legal fees
License fees
Losses due to theft
Management fees
Materials
Maintenance
Medical expenses
Mileage
Mortgage interest on business property
Moving costs
Newspapers and magazines subscriptions
Office supplies and expenses
Payroll taxes for employees, including Social Security, Medicare taxes and unemployment taxes
Parking and tolls
Pension plans
Postage
Prizes for contests
Real estate-related expenses
Rebates on sales
Rent
Research and development
Retirement plans
Royalties
Safe-deposit box
Software and online services
Storage rental
Subcontractors
Taxes
Telephone
Utilities
Website design and related fees
Workers’ compensation insurance

The Internal Revenue Service doesn’t provide entrepreneurs with a comprehensive list of deductible expenses. Reference this list and talk to your CPA as you ensure you’re following all the IRS rules and taking only legitimate and qualified deductions.

Remember to keep good records, too. In case you’re audited, you’ll need to prove that the deductions on your tax return are legitimate. Save all receipts, and make sure they include the date of service, total and purpose of the expense. You may want to scan them into the computer or otherwise preserve them since paper can deteriorate over time and you’ll want to save all your records for up to seven years after you file your tax return.

Business deductions of legitimate expenses help you lower your tax bill. This list is a start as you find all the deductions you’re eligible to take as an entrepreneur.

Apr 02
Love0

Get the Budget and the Deadline You Need

By Construction Insurance Bulletin

04-16-con-4In any field of contract work, you’re going to run into clients who want to save time and money by pushing their freelancers to cut corners. They pit multiple contractors against one another in a bidding war or they get you invested in the project before telling you that their budget is only half of what you need to do the job correctly. Maybe you can pull a job off in less time and for less money than the next guy, maybe you’re just that efficient, but when you try to finish the job in less time and on a smaller budget than you’re comfortable with, you run into a whole host of problems.

  • You can’t do your best work. One of the most rewarding parts of the job is driving through town with a friend and saying “See that roof there? My team tiled it.” or “We installed the windows on that drug store across the street.” Good work is a source of pride, and a source of new clients. You don’t want a rushed job to your name.
  • An under-budgeted, time-crunch job usually winds up being more expensive and taking way too long because people wind up being injured, tasks need to be redone and everyone has to put in a whole lot of overtime in order to try and get the project finished under unreasonable restrictions. You’re not actually doing your client a favor by agreeing to a job that you know you won’t be able to finish with the time and money allotted.

You do have some bargaining chips in your pocket when a client is asking you to complete a job under unrealistic conditions.

  • They might just not realize how extensive a project is and might well be eager for your input. If they do worry that you’re overcharging, ask them to call some of your competitors and compare quotes.
  • You can always walk away from a job when you’re not confident that you can complete it safely, under budget, and within the projected timeframe. No matter how badly your crew needs the work, they don’t need the injuries or the stress.
  • Talk them down on the scale of the job. Maybe you can’t rebuild the entire kitchen for that price, but you can install a new floor and cabinets.

Even if it means passing on a job, you don’t want to go into a project without the time and resources that you need to do it properly. It’s not just your reputation on the line, it’s the safety of yourself and your crew, as well.

Apr 02
Love0

Projects That You May Want To Decline

By Construction Insurance Bulletin

04-16-con-3It’s always difficult to let a job go. You don’t want to pass on a decent paycheck, you don’t want to disappoint the client, you don’t want to leave your crew wondering when the next job is starting, but sometimes a project comes along that you really shouldn’t accept. Here are a few examples of jobs where you may want to take a pass:

You’re Not Seeing Eye To Eye With The Client

Maybe they don’t understand what the job really entails, maybe they’re being unreasonable or they’re a poor listener, or maybe you and the client just aren’t a good fit. There are instances where it’s not so much the job as the client that you want to avoid.

Some red flags for difficult clients include the following:

– They don’t like the idea of putting 10% down on the job or they try to argue about your requested payment schedule.

– They schedule you and a competitor for the same interview.

– They keep you waiting on signing the contract.

If a client is being a real pain, it’s best to abandon the job as soon as possible. Don’t try to reason with them, don’t try to make it work, just cut and run before they give you an ulcer.

The Budget Won’t Fit The Project

The quickest ways to squeeze a big project out of a small budget are to cut corners in safety or in craftsmanship. With the former, your crew gets hurt, and with the latter, your reputation takes a hit. If you can’t talk the client up to a bigger budget, you may want to skip the job entirely.

It’s Just Not Your Area Of Expertise

We’ve all done a little bit of work outside of our specialties. If you’re a cabinet maker, for instance, you might fall back on your electrical experience and do a little bit of rewiring here and there in order to make room for the new installation. When you’re looking at, say, extensive plumbing work, on the other hand, and nobody on your team specializes in that, you may want to simply recommend someone else to the client.

Taking on any work where you’re not comfortable with the job, the working conditions, the client or the budget rarely ends well. Challenge yourself, sure, but don’t challenge yourself in ways that could lead to serious harm to yourself, your income, your reputation or your crew.

Close Menu