How to Create Effective Workplace Safety Guidelines for Employees
Occupational safety instructions are essential documents aimed at ensuring employee safety in the workplace. They contain mandatory requirements to prevent accidents, occupational diseases, and emergencies. According to Article 212 of the Labor Code of the Russian Federation, the employer is obligated to develop and implement such instructions and ensure their application within the organization.
Legal Framework
The development of occupational safety instructions is regulated by the following:
- Labor Code of the Russian Federation (Articles 212 and 214) — sets forth the employer’s duty to ensure safe working conditions and inform employees about occupational risks;
- GOST 12.0.004-2015 — defines general requirements for occupational safety management systems, including documentation;
- Typical Occupational Safety Instructions, approved by the Russian Ministry of Labor — serve as templates for local-level development;
- Government Decree No. 2464 dated December 24, 2021 — establishes the procedure for occupational safety training and knowledge assessment, closely linked with the use of instructions.
When and for Whom Instructions Are Developed
Employers are required to develop instructions:
- for all job positions involving occupational risks;
- when introducing new equipment, technologies, or tools;
- when working conditions change;
- following the investigation of accidents or identification of violations.
Instructions are also mandatory for employees performing one-time hazardous tasks, as well as for temporary and seconded personnel.
Structure of the Instruction
A well-drafted instruction should be:
- clear — written in plain, non-legal language;
- structured — divided into logical sections;
- tailored — reflecting the actual specifics of the job or workplace.
Typically, the document includes the following sections:
- General Provisions
- Safety Requirements Before Starting Work
- Safety Requirements During Work
- Actions in Emergency Situations
- Requirements Upon Completion of Work
- Liability for Non-Compliance
Development and Approval Process
- Appointing a Responsible Person or Commission
Usually a safety specialist or occupational safety engineer. - Workplace Risk Assessment
Based on OSH management system (SOUT) and results of special assessment of working conditions (SOUТ). - Drafting the Instruction
With consideration of typical instructions, Ministry of Labor recommendations, and real workplace conditions. - Internal Review
By technical experts and legal advisors to ensure compliance and practical applicability. - Approval by Management
The instruction is formalized via an organizational order. - Employee Acknowledgment
Employees must be familiarized with the instruction upon hiring, transfer, or during routine safety training.
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Implementation and Control
Developing instructions is only part of the process — they must be properly implemented. Employers are required to:
- incorporate instruction requirements into safety training programs;
- conduct training and knowledge assessments (in line with Government Decree No. 2464);
- review and update instructions regularly (at least once every 5 years or after changes in working conditions).
An occupational safety instruction is not a formality — it is a vital tool for accident prevention. Well-developed and properly implemented instructions help reduce workplace injuries, ensure legal compliance, and protect both employees and the employer. An effective instruction system is the foundation of a truly functional occupational safety environment.