How agents can add
value with software tools
Supporting clients with OSHA compliance is more
than just checking boxes; it’s about setting up a safer work environment and preventing injuries.
By Randy Boss, CRM, MWCA, SHRM-SCP
In today’s regulatory environment, OSHA compliance isn’t just a requirement—it’s a fundamental aspect of creating safer workplaces. For us as business insurance agents, helping clients navigate OSHA standards is an opportunity to go beyond selling policies. It’s a way to become proactive partners in risk management and compliance.
By providing guidance and introducing OSHA compliance software, we can support clients in maintaining safer workplaces, avoiding costly penalties, and even reducing operational costs. This article will walk through OSHA compliance essentials, the benefits of using compliance software, and some effective strategies for agents who want to help clients manage this area smoothly.
Compliance in risk management
Supporting clients with OSHA compliance is more than just checking boxes; it’s about setting up a safer work environment and preventing injuries. I’ve found that when clients understand OSHA compliance from this angle, they start seeing it as a real asset. For agents like us, helping clients meet OSHA standards allows us to step into a proactive role.
Compliance isn’t just about avoiding penalties; it’s directly tied to operational efficiencies, safety improvements, and lower premium rates. By actively helping clients with OSHA, we position ourselves as trusted advisors who help protect their business and their employees.
An example that comes to mind is a senior care facility we work with. By loading all their previous paper logs into OSHA recordkeeping software, we were able to run analytics that revealed key areas for improvement. After implementing changes and monitoring the results, they cut their Incident, DART, Severity, and Lost Time rates in half.
This is now our third year with those improvements holding steady. The client is happy, and so is their work comp carrier.
Benefits for clients and agents
For clients, OSHA compliance goes beyond avoiding fines. By consistently tracking incidents, analyzing risk trends, and responding promptly to hazards, companies can see reductions in workplace injuries. This leads to increased productivity, better employee morale, and a reduction in insurance costs.
One study by the National Safety Council even found that companies using digital tools for OSHA reporting saw a 50% reduction in reporting errors and 30% faster responses to injuries.
For agents, helping clients navigate OSHA compliance is an excellent way to deepen relationships, build loyalty, and expand the services we provide. When we guide clients through OSHA requirements, we’re doing more than just supporting them—we’re positioning ourselves as advisors invested in their success, setting ourselves apart from those who only sell policies.
Recordkeeping and reporting obligations
OSHA requires that many businesses document work-related injuries and illnesses accurately. Key documents include the OSHA 300 Log, the 301 Incident Report, and an annual 300A Summary. Additionally, certain employers must submit this data electronically by March 2 each year.
Staying on top of these deadlines and maintaining accurate records helps clients avoid penalties and contributes to a safer workplace. In my experience, this deadline provides a perfect opening to connect with prospective clients and start a conversation around compliance.
OSHA’s deadlines are strict, and late or inaccurate submissions can result in penalties, legal issues, and even surprise audits. On top of that, OSHA has started publishing these records publicly, meaning anyone—from prospective employees and union organizers to insurance carriers—can access them.
Zero incidents don’t always equate to zero problems; OSHA may inspect companies with perfect records to verify accuracy. Compliance software helps clients meet these deadlines accurately, protecting them from fines and audits.
For us agents, supporting clients with these timelines reinforces our role as proactive advisors and builds trust, as clients know they have a reliable partner to help them stay on track.
The value of software in streamlining and simplifying compliance
OSHA compliance software transforms a process that’s often seen as tedious into something manageable. Digital tools allow businesses to record incidents in real-time, capturing accurate data immediately.
This level of immediacy helps ensure that records are accurate, complete, and OSHA-compliant. It also centralizes records, making it easier for clients to organize, update, and submit as required.
Personally, when I conduct audits of OSHA records, I often find inconsistencies—late reporting, missed incidents, and even over-reporting. Compliance software addresses these issues head-on, and clients appreciate the support in handling something that often feels like a burden.
Handling OSHA compliance manually is time-consuming, especially for small and medium-sized businesses. Compliance software automates much of the process, allowing clients to focus on their main business priorities. By simplifying monitoring and reporting, the software reduces the chance of errors and gives clients the freedom to grow their business without being bogged down by paperwork.
For us as agents, this support adds an extra level of service that goes beyond traditional insurance relationships.
OSHA compliance software is not just about logging incidents—it’s about gaining insights from the data. With this information, clients can track trends, identify problem areas, and implement preventive measures. This proactive approach not only improves safety but can also lead to lower claim rates and insurance costs.
I worked with a trailer repair facility that kept experiencing eye injuries despite mandatory safety glasses. By analyzing the incident data, we discovered the need for better-fitting glasses to prevent rust particles from entering employees’ eyes. They haven’t had an eye injury in two years.
When I conduct audits of OSHA records, I often
find inconsistencies—late reporting, missed incidents, and even over-reporting.
Best practices for supporting clients with OSHA compliance software
Customer education makes all the difference. Introducing clients to compliance software requires some guidance. Many clients aren’t familiar with the advantages of these tools and might feel uncertain about the technology.
A demo of the software’s key features, especially how it simplifies re-cordkeeping, is a great place to start. I like to follow up with hands-on training to ensure that the client’s team is comfortable with it.
For clients new to compliance software, a phased implementation often works best. Starting with something like incident reporting shows quick, practical value. Once clients see the benefits, we can introduce additional features, like automated compliance tracking or analytics. This approach gives clients time to adjust and helps them appreciate the impact without feeling overwhelmed.
Once the software is in place, showcasing early wins—like fewer reporting errors or meeting submission deadlines—is essential. Showing quick wins boosts engagement. When I’m working with potential clients, I often offer an OSHA recordkeeping audit and set up a software solution to help them meet electronic recordkeeping requirements.
This not only demonstrates the software’s value but also helps transition to discussing insurance needs. It’s about building trust and creating an opening for further collaboration.
Maximizing compliance as a growth opportunity for agents
Don’t overlook the ability to upsell and cross-sell with data-driven insights. OSHA compliance data can very clearly reveal needs for additional services or coverage. If the data shows a trend of machinery-related injuries, we can recommend specialized training or additional safety measures.
I recall working with a nursing home client whose incident rates were double the industry average. By reviewing their OSHA logs, we saw injuries related to patient lifting. With specific training and mandated hoist usage, their injury rate dropped below the industry standard, reducing their experience mod and ultimately lowering their premiums.
Retention also can be bolstered. Offering OSHA compliance software helps agents establish themselves as key partners in workplace safety. Clients who rely on us for compliance support see us as more than just insurance providers. This ongoing relationship keeps us engaged with clients beyond renewal periods, building loyalty and retention as we provide them with peace of mind in safety and compliance.
Next steps
There is strategic value in using OSHA compliance software. Helping clients with OSHA compliance isn’t just about regulatory requirements—it’s about creating safer workplaces, improving operations, and building trust.
For agents, OSHA compliance software offers a way to deliver proactive, results-driven solutions. By supporting clients in their compliance journey, we offer genuine value, helping them maintain accurate records, meet deadlines, and lighten the regulatory load.
For agents looking to grow their role in risk management, OSHA compliance software is an essential tool. Consider rolling out these solutions in stages, starting with clients who would benefit most.
Begin with incident reporting or compliance tracking, and let clients see the value unfold. This approach strengthens your impact and builds a lasting foundation in your clients’ safety practices and regulatory confidence.
The author
Randy Boss is a Certified Risk Manager at Ottawa Kent in Jenison, Michigan. As a Risk Manager, he designs, builds, and implements risk management and insurance plans for middle market companies in the areas of safety, work comp, human resources, property/casualty and benefits. He is the co-founder of emergeapps.com, web apps for insurance agents to share with employers. Randy can be reached at rboss@ottawakent.com.
