Health and Safety
11 July 2024
Keeping you and your staff pain-free at work
Health and Safety often focuses on the more obvious – machinery that’s likely to cause accidents or working conditions with factors that are hard to minimise. But what if your business is primarily office or store based or your employees are out visiting clients? There are health and safety risks here that are often overlooked.
Optimise your office work space
In the office you’re often sitting for large chunks of time, so the health and safety risk is that you’re NOT moving or taking breaks. Long term this can create discomfort, pain and if left untreated - long-term injury to your neck, arm or hand. Here are some things to consider when optimising your work space:
- Incorrect chairs. Whether they’re at the wrong height, old, broken, or sloping, seat position is an easy fix and makes a huge difference. If you’re buying work chairs, check their seating tolerance. You need one that can withstand 6-8 hours of use. And choose one that is able to be adjusted in multiple ways.
- Screen height. Our bodies like to be neutral, not straining to look up, down, or on an angle for eight hours a day. Adjust your screen height so that your eye level is at the top of the toolbar. You can buy screen adjusters or prop your screen up (old telephone books are a favourite).
- Mouse overuse. The mouse is more problematic than the keyboard. By having your hand and finger poised to press the button, the muscles in your forearm are always activated. To avoid tendinitis, move the mouse closer to you and only use it when you need it.
- Posture. Make sure you work with a neutral posture. This means head and shoulders are lined up, and hips, knees and elbows are at 90-degrees.
- Lack of movement. Make sure you and your team are moving regularly, even if it’s just getting up for a cup of tea, chatting with workmates, or going outside for fresh air. Regular movements prevent injury and pain.
- Laptop users. Ideally, you have a laptop stand, separate keyboard, and foot stand to create an optimal sitting position.
If you’re out-and-about/driving, some things to consider are:
- Seat position. Getting this right is really important. Check lumbar support is adequate because if you’re sitting with arms and legs extended, it puts pressure on your nervous system and can cause back problems and sciatica.
- Steering wheel height. Some people get a sore neck after driving because they’ve had their hands on the steering wheel and their neck and arms are rigid.
- Stay neutral to avoid sore lower back and shoulders.
- Fatigue. If you’re slow to respond, have difficulty making decisions quickly, drifting off, or don’t notice you’re speeding (or getting somewhere and not remembering driving there), you need a break. Remember, it’s not the same as being tired, it’s when your brain isn’t processing things as it should be, and without awareness, you could make mistakes on the road.
Hospitality/warehouse/retail
If you’re on your feet a lot at work and walking around, you won’t have too much of an issue. However, it’s the static standing that can cause sore feet, knees, hip and back. Long-term effects can be debilitating, including inflammation to the arch of your foot (Plantar Fasciitis), which can cause so much pain it becomes impossible to stand, and it’s tricky to fix. The chance of discomfort, pain and injury is underestimated in workplaces where people are on their feet a lot, like in a warehouse.
If you stand a lot at work, some tips are:
- Footwear. Make sure everyone has appropriate, well-fitted footwear. Consider orthotics, heel cups, or gel inserts to take off some of the pressure.
- Movement. Make sure staff are moving and walking, not just standing.
- Rubber mats. Anti-pressure mats create a softer surface to stand on, which can make a huge difference. Or offer a seat so they can sit down and take a load off.
Health and Safety isn’t just about avoiding accidents, but about creating a work environment where your employees are prevented from long-term injuries is just as important. It also makes your employees feel valued and that you care about their wellbeing. Even implementing some of this suggestions in stages can have a positive effect in your workplace.
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As an employer, there are several obligations and expectations set by the Inland Revenue Department (IRD) that you must adhere to. Understanding these requirements is essential for maintaining compliance and avoiding any potential penalties. Let's take a closer look at what the IRD expects from you as an employer. Register as an Employer Before you hire your first employee, you are required to register as an employer with the IRD. This is a crucial first step in ensuring that you can meet all tax and payroll obligations. Accurate Record Keeping The IRD requires you to keep accurate and detailed records of all employment-related transactions. This includes: Employee personal details Wages and salary paid Payroll dates and methods PAYE deductions and remittances Details of benefits or allowances provided to employees Maintaining proper records helps ensure that you are reporting and remitting the correct amounts to the IRD. Deduct PAYE Tax You are responsible for deducting PAYE (Pay As You Earn) tax from your employees' pay. This involves calculating the correct amount of PAYE and ensuring it is deducted from each employee's salary or wages before their net pay is provided. Pay Employer Contributions In addition to PAYE, you may also be responsible for contributing to your employees' social security and retirement benefits, depending on the country you operate in. These contributions are typically paid in conjunction with PAYE tax. Issue Statements and Forms At the end of the tax year or upon employment termination, you should provide each employee with a statement showing their total earnings and PAYE deductions. Additionally, filing the appropriate end-of-year PAYE schedules with the IRD is required. File Employer Returns Employers are required to file regular returns with the IRD, which could be monthly, quarterly, or annually, depending on specific regulations. These returns should accurately report all payroll activities, including PAYE deductions. Handle Tax Codes and Changes It's crucial to apply the correct tax codes for each employee's circumstances. Any changes in employment status or tax code must be updated promptly to ensure accurate tax withholdings. Comply with Audit Requests The IRD may audit your business to ensure compliance with employer obligations. As such, being prepared to provide all requested information and records in a timely manner is vital. Adhering to these expectations from the IRD is not just about compliance; it's about fostering a transparent and trustworthy relationship with your employees and the tax authorities. If you need assistance with understanding or managing your obligations as an employer, consider reaching out to a professional accountant. Our team is here to help you navigate these responsibilities seamlessly, ensuring peace of mind and allowing you to focus on growing your business. Feel free to contact us for further information or assistance.
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