FAQ – Workplace Safety Explained Simply

Do you have questions about safety supervision, legal requirements, or your responsibilities as a business owner? Here you’ll find clear answers—concise and easy to understand.

Safety advice on the go

Safety starts where everyday life takes place—even when you're on the go.

❓ When is a certified occupational safety specialist required?

DGUV Regulation 2 stipulates that every employer must ensure that safety management services are provided. This applies as soon as you hire employees— starting with the very first position— regardless of the industry. The specific details depend on the size of the business and the potential for hazards. Of course, the actual effort required for these services also depends on the number of employees. Smaller companies have fewer needs than larger ones. We respond to this flexibly.

❓ As a business owner, can I handle occupational safety on my own?

In some cases, yes—but only under certain conditions. Under the so-called employer model , you, as the employer, can provide training and conduct risk assessments yourself, provided that you have completed specialized training and there is no significant risk involved.

❓ What is the difference between a safety officer and an occupational safety specialist?

The occupational safety specialist (Sifa) is required by the Occupational Safety Act (§ 6 ASiG). This specialist possesses specialized expertise and systematically advises the employer on all matters related to occupational safety.

The safety representative is required by law under § 22 SGB VII in companies with more than 20 employees on a regular basis. As a point of contact in day-to-day work—in addition to their regular duties—he or she helps identify and prevent hazards.

In short: The Sifa brings expertise to the workplace—the safety representative raises awareness of safety in everyday work.

❓ How much does an external occupational safety specialist cost?

Less than you might think. Since you only pay for the services actually provided, this model is significantly more cost-effective than an in-house solution, especially for smaller businesses. We’d be happy to provide you with a quote tailored to your needs.

❓ What is the difference between basic support and company-specific support?

Basic support covers general measures such as risk assessments, training, and site inspections. Site-specific support addresses specific hazards or additional requirements—for example, regarding machinery, hazardous substances, or construction sites.

❓ As a small business, do I also have to conduct a risk assessment?

Yes. The requirement to conduct a risk assessment applies to all businesses—even those with just one employee. The scope and documentation depend on the nature of the work. We can help you meet this requirement in a sensible and practical way.

❓ What happens if I don't hire a qualified professional or provide training?

You are liable in the event of damage. Without proof that you have taken the measures required by law, you may face fines, claims for compensation, and criminal penalties. Prevention is always cheaper than reaction.

❓ Why is workplace safety so important and required by law?

Occupational safety is not only a legal obligation, but also makes good business sense. According to a study by EU-OSHA, effective occupational safety management pays off in tangible ways through reduced absenteeism, higher productivity, and increased motivation. Because it protects people. Occupational safety measures prevent accidents, absences, and fines—and ensure the long-term sustainability of your business.
According to the study, every euro invested in occupational safety yields a return of €2.20.

❓ How do I get started with safety supervision?

It’s simple: Contact us for a no-obligation initial consultation. We’ll explain the requirements, outline your options, and guide you through the process step by step—in a pragmatic and practical way.

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Frequently Asked Questions on Occupational Health & Safety

How quickly can we commence occupational safety support?

Typically, we can commence work in your company within a few business days. For particularly urgent situations, such as inspections by the trade supervisory authority or a professional association, we offer a Quick Start Service, where our initial focus is on the most critical safety risks within your organization.

Typical Onboarding Process:

  • Day 1: Initial telephone consultation and appointment scheduling
  • Days 2-3: On-site visit for initial inspection and needs analysis
  • Days 4-5: Proposal generation and contract finalization
  • From Day 6: Commencement of systematic occupational safety support

During the Quick Start, we identify immediately implementable interim measures based on the STOP hierarchy (Substitution, Technical, Organizational, Personal protective measures) while simultaneously conducting a comprehensive risk assessment in accordance with § 5 of the German Occupational Safety Act (ArbSchG) and the Industrial Safety Ordinance (BetrSichV).

Do you operate nationwide, and how is remote support managed?

Yes, we provide support to companies nationwide across Germany and Austria. Leveraging our digital occupational safety tools and modern communication platforms, we can deliver many services remotely without compromising quality.

Remote Services include:

  • Digital safety training via our UnterweisungOnline-system
  • Video consultations for management and executives via Teams/Zoom
  • Virtual ASA meetings (Occupational Safety Committee) in accordance with § 11 of the German Occupational Safety Act (ASiG)
  • Online training for safety officers and first aiders
  • Digital document verification and risk assessment review
  • Remote support for the creation of operating instructions

On-site services are retained for: operational inspections, practical equipment testing (ladders, power-operated gates), construction site coordination (SiGeKo), industrial truck driver training, and emergency drills. We intelligently integrate these with digital components for maximum efficiency.

How is a professional risk assessment practically conducted?

We conduct a systematic risk assessment in accordance with § 5 ArbSchG through a structured 6-phase process, which considers both legal requirements and practical feasibility.

Our proven 6-phase system:

  • Phase 1 - Kick-off & Planning: Project initiation with management, definition of work areas, scheduling, and resource coordination.
  • Phase 2 - Systematic Inspections: On-site analysis of all workplaces, work equipment, and activities using structured checklists in accordance with TRBS/ASR.
  • Phase 3 - Employee Interviews: Surveying employees regarding work processes, identified hazards, and suggestions for improvement.
  • Phase 4 - Document Analysis: Review of existing documents (operating instructions, inspection reports, accident statistics, CE markings).
  • Phase 5 - Risk Assessment & Action Planning: Evaluation based on probability of occurrence and extent of damage, derivation of measures according to the STOP principle.
  • Phase 6 - Documentation & Completion: Creation of the GBU documentation, including action plan, responsibilities, deadlines, and final meeting.

We place particular importance on effectiveness control within a continuous feedback loop. After 6-12 months, we review the implementation and effectiveness of the measures with you. This fosters a dynamic occupational safety management system instead of a static file folder.

The entire risk assessment is digitally documented and readily available at all times for audits, inspections by the Employers' Liability Insurance Association, or the Trade Supervisory Office.

What evidence and documentation will I receive for audits and regulatory inspections?

We provide you with comprehensive documentation, suitable for audits and regulatory bodies, of all occupational safety measures, complying with the requirements of the Employers' Liability Insurance Associations, the Trade Supervisory Office, and ISO 45001.

Risk Assessment Documentation:

  • Structured GBU in accordance with § 5 ArbSchG, covering all workplaces and activities.
  • Assessment matrix for all identified hazards (mechanical, electrical, thermal, chemical, biological, psychological).
  • Catalog of measures with STOP hierarchy, responsibilities, and implementation deadlines.
  • Effectiveness control with review date and outcome assessment.

Training and Instruction Records:

  • Individual participation certificates for each employee, including date, duration, and content.
  • Digital instruction records via UnterweisungOnline with legally compliant archiving.
  • Documentation of knowledge level through knowledge checks and success monitoring.
  • Refresher intervals and automatic reminder systems.

Inspection and Maintenance Protocols:

  • Ladder inspection protocols in accordance with BetrSichV § 14, including photo documentation.
  • Inspection Reports for Power-Operated Gates according to DGUV Regulation 68
  • Industrial Truck Operator Certificates according to DGUV Principle 308-001
  • Inventory Management with QR Codes and Digital Inspection History

Additionally, you will receive a management overview featuring KPIs (Key Performance Indicators), a traffic light status for all measures, and a schedule for upcoming inspections and training sessions. All documents are digitally archived and readily available for audits via export.

Do you also provide ladder inspections as a recurring service with comprehensive management?

Yes, we offer an all-inclusive service for all ladder inspections in accordance with BetrSichV § 14, TRBS 2121, and DGUV Information 208-016. We manage all organizational and technical tasks, from initial registration to long-term inspection administration.

Comprehensive Services in Detail:

  • Inventorying: Registration of all ladders and steps with unique numbering and QR code labeling.
  • Digital Management: Establishment of an inspection database including photos, technical data, locations, and usage history.
  • Interval Definition: Determination of inspection intervals based on usage intensity and operating conditions (3-12 months).
  • Automatic Scheduling: Digital reminder system with defined lead times and escalation levels.
  • On-Site Inspection: Visual and functional inspection conducted by a qualified competent person in accordance with TRBS 1203.
  • Immediate Documentation: Mobile inspection reports via tablet, including photo documentation of defects and repair recommendations.

Scope of Inspection according to Latest Standards:

  • Visual Inspection: Damage, corrosion, wear, labeling
  • Functional Inspection: Locking mechanisms, spread protection, joints, fittings
  • Stability: Setup angle, ground conditions, fall protection
  • Completeness: Operating instructions, inspection tags, type plate

For identified defects, we categorize them by hazard level (immediate decommissioning, short-term repair, observation) and provide specific recommendations for action. Repairable ladders are marked accordingly, while irreparable equipment is recommended for professional disposal.

You will receive a quarterly management evaluation including inspection statistics, a cost overview, defect trends, and recommendations for new acquisitions. Optionally, we also train your employees to become competent persons for interim inspections.