How to develop a general health & safety policy

What is a Health & Safety Policy and do I need one?

Your Health & Safety policy is the cornerstone of a safe workplace. It's a formal document that shows your commitment to providing a safe environment and outlines exactly how you will manage health and safety in your café. If you employ five or more people, you are legally required to have a written policy. Even if you have fewer staff, creating one is a vital step to ensure you have considered all potential risks and have a clear plan to control them.

A good policy isn't just about avoiding fines; it's about protecting real people from harm. It demonstrates to your staff that you care about their welfare and gives them clear instructions to follow, reducing the chance of accidents that could injure them or your customers, and damage your business's reputation.

The Three Key Parts of a Health & Safety Policy

Your policy doesn't need to be overly complicated, but it must cover three distinct areas. The Health and Safety Executive (HSE) provides excellent templates on their website which you can adapt for your café.

1. The Statement of Intent: This is a short, simple declaration of your commitment to managing health and safety. It should state your overall aims, such as preventing accidents and complying with the law. It must be signed and dated by the most senior person in the business – in most cases, that’s you, the owner.
2. Responsibilities: This section details who is responsible for what. It should be crystal clear.
   • You (The Owner): You have the ultimate responsibility for all health and safety matters.
   • Managers/Supervisors: Detail their duties, such as day-to-day safety checks or staff training.
   • All Staff: Outline their responsibility to take reasonable care of their own safety and that of others, and to follow the procedures you've put in place.
3. Arrangements: This is the most detailed part of your policy. It explains the practical steps you will take to eliminate or control risks. It's your rulebook for staying safe.

What to Include in Your 'Arrangements' Section

This section should be tailored to your specific café. Think about your daily operations and what could go wrong. Your arrangements should cover, as a minimum:

• General Workplace Safety: How you'll prevent common accidents like slips, trips, and falls (e.g., 'spillages will be cleaned immediately' policy), and safe manual handling techniques for lifting heavy items like flour sacks or boxes.
• Fire Safety: Your procedures for fire drills, regular testing of smoke alarms and fire extinguishers, and keeping fire exits clear.
• First Aid: The location of the first-aid kit, the name of your 'appointed person' or qualified first-aider, and the procedure for reporting accidents.
• Staff Welfare: Your commitment to reasonable working hours, providing required breaks, and maintaining clean and functional staff facilities like toilets and changing areas.
• Equipment Safety: A commitment to ensuring equipment is used correctly and safely. While the specifics of equipment maintenance might be in another schedule, the policy should state your commitment to it.
• Hazardous Substances (COSHH): Your policy should mention that you will assess and control risks from cleaning chemicals.
• Staff Training: How you will provide health and safety training to all staff when they join and provide regular updates.

How to Get it Done

You don't need to start from a blank page. The best approach is to:

1. Download a Template: Go to the official HSE (Health and Safety Executive) website and find their policy templates. They have different versions to suit different businesses.
2. Customise It: Walk around your café and think about your specific layout, equipment, and tasks. Add details that are relevant to your business. For example, if you have a specific coffee machine, mention the need for training on its safe operation.
3. Involve Your Team: Ask your staff for their input. They are on the front line and may spot hazards you haven't considered. Involving them makes the policy more effective and shows you value their perspective.
4. Sign and Share: Once complete, sign and date the Statement of Intent. Make sure every single member of staff has read and understood the policy. Keep it in a place where it can be easily accessed by everyone.

Top Tip: Your Health & Safety policy is a living document, not a one-time task. You should review it at least once a year, or any time your business changes significantly, for example, if you buy new equipment or change the layout of your café.