Preparing Your Workforce for Winter Weather

Winter weather doesn't wait for businesses to catch up, and in Ohio, conditions can shift from manageable to hazardous in a matter of hours. Ice, snow, and freezing temperatures create real risks for employees whether they work outdoors, drive for business, or simply walk through a parking lot at shift change. Taking a proactive approach now — before the first significant storm — can protect your people, reduce liability, and keep operations running smoothly through the colder months.

Assess Your Workplace Hazards Before Winter Arrives

Every worksite has its own set of cold-weather risks. A thorough hazard assessment gives you a clear picture of where employees are most vulnerable and where your prevention efforts should be focused.

• Outdoor and mobile workers face the greatest exposure to wind chill, frostbite, and hypothermia. Identify these roles and make sure supervisors understand the warning signs.

• Pedestrian surfaces — parking lots, walkways, loading docks, and building entrances — become slip-and-fall hazards when ice and snow accumulate. Know who is responsible for clearing and treating these areas, and when.

• Drivers operating company vehicles or driving for business purposes need clear expectations around when it is and is not safe to travel.

Document your assessment so you have a written record of the risks you identified and the controls you put in place. This documentation matters if a claim or inspection ever arises.

Update Your Policies and Train Your Team

A winter weather policy doesn't need to be complicated, but it does need to exist in writing and be communicated clearly before conditions deteriorate. Key areas to address include:

• Procedures for communicating weather-related delays, closures, or schedule changes

• Expectations for remote or flexible work during severe weather, if applicable

• Protocols for employees who feel conditions are unsafe to travel

• Requirements for personal protective equipment (PPE) such as insulated gloves, footwear with slip-resistant soles, and high-visibility outerwear

Training is equally important. Employees should know how to recognize symptoms of cold stress, how to report hazards like icy surfaces, and what steps to take in an emergency. A short toolbox talk or safety meeting at the start of the season can make a meaningful difference.

Review Your Workers' Compensation Coverage

Winter is one of the busiest seasons for workplace injury claims in Ohio. Slips, falls, and cold-related illnesses can lead to lost time, medical costs, and increased premiums. Before the season gets underway, it's worth reviewing your Ohio Bureau of Workers' Compensation (BWC) coverage and making sure your policy reflects your current workforce and operations.

If your experience modifier has been trending in the wrong direction, now is a good time to look at what's driving it and whether a managed care or group rating program could help. Employers who invest in safety training and injury prevention consistently see better long-term outcomes in their claims experience.

Build a Simple Winter Readiness Checklist

Preparation doesn't have to be overwhelming. A practical checklist keeps your team aligned and ensures nothing slips through the cracks:

• Confirm contracts or responsibilities for snow and ice removal on all company property

• Stock adequate supplies — ice melt, sand, shovels — before the first storm

• Inspect heating systems, ventilation, and any outdoor equipment used in cold conditions

• Verify that emergency contact lists and first aid kits are current and accessible

• Communicate the winter weather policy to all employees in writing

If you have questions about workforce safety planning, workers' compensation coverage, or building a stronger safety culture for your Ohio business, the team at Spooner Inc is here to help. Reach out to us and let's make sure your organization is ready for whatever winter brings.