Record Keeping

These days record keeping is a very important part of business.   It is one of the least liked parts of small business (mainly because the small business owner is the one tasked with this duty and can’t pass it off to anyone).

Knowing that you have to document just about everything you do can be a very daunting thought, but there is hope, my advice – just start.  Pick one area of your business and set up the required record keeping for that area. Once this has been successfully introduced, move on to the extra area of your business and just keep going.

Realise from the start that you are not going to have all the necessary record keeping introduced in a week (unless of course you purchase our ‘Safe Harvesting’ system).  These things take time and if you are doing it yourself, you will need to do a lot of research and design lots of templates, but it is possible.

As I said before, you will need to keep documented records for all areas of your business.

For example:-

  • do you sign your employees up on an employment agreement?
  • do you document when you give them the required employment documentation and get them to sign for receiving those documents?
  • do you conduct inductions with your employees?
  • do you have a document outlining what you include in those inductions and do you and the employee sign that document?
  • do your employees undertake any training?  Do you document this training and have it signed off by the employee?
  • do you document the chemicals stored and used within your business?

    Example of one record keeping document
  • what about your equipment?  Is it regularly tested and tagged and do you keep documentation of this?

These are just a few of the records you should keep, either under legislation or business best practice.

Once you have all the required record keeping implemented in your business, it really doesn’t take that much time, it is more about getting into the habit of doing it.

I find that having all the check lists and templates actually helps.  Say for instance I am doing an employee induction.  I have my induction booklet, the employee has their induction booklet and I have my employer checklist.  As I work through the booklet I tick each item off as it is discussed.  When the induction is completed both myself and the employee sign the induction check list and it is filed.  Having the checklists means that I don’t forget to discuss anything with the employee and it is all documented.

Should you have a reportable incident occur within your workplace, one of the first things the authorities  are going to ask you is regarding your records.  What do you have and do they comply with the legislation?  If you follow the ‘Safe Harvesting’ system you will be able to provide the authorities with everything they require and be confident that you have complied with current legislation.

Safety within any business should be a priority.  Not just because it is your legal obligation, but more so for the safety of you and your employees.  Everyone who goes to work deserves to go home after their shift.

So, start today.  Contact us about our ‘Safe Harvesting’ system, or start making a list of all areas of your business that you need to keep documentation for and get started.  Good luck and stay safe.

 

 

 

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