Running a small business in the UK is challenging. Managing finances and operations can make it easy to forget about health and safety rules. However, having a good first aid setup is not just a legal requirement; it’s essential for workplace safety. Well-prepared small businesses are less likely to face costly accidents and can boost employee confidence.
No matter what type of business you have, whether it’s a bakery, an office, or a retail shop, it’s your job to be ready for first aid situations. This readiness protects your employees, your reputation, and your profits. You don’t need a big budget to create a plan, but you do need to put in consistent effort and pay attention to details.
Accidents can happen at any time. A customer may faint, an employee may trip, or a kitchen accident could escalate quickly. Having the right training and resources can turn a minor incident into a manageable situation instead of a major emergency.
Understand Your Legal Duties Under UK Law
Every employer in the UK must protect the health and safety of their workers. The Health and Safety (First-Aid) Regulations 1981 state:
- You must have the right equipment, facilities, and staff for first aid.
- You need to assess what is needed.
- You are responsible for all staff, including part-time workers, temporary workers, and visitors.
The law does not define “adequate” because every business faces different risks. This is why you need to assess your own risks (more details on this soon). Ignoring these responsibilities can lead to heavy fines, harm to your reputation, and even injuries.
Action Tip: Learn about HSE guidance on first aid rules and think about signing up your staff for our Emergency First Aid at Work Course in London to fulfil legal and ethical duties.
Start with a Workplace First Aid Risk Assessment
Every business is unique, so a risk assessment is important. A florist faces different risks than a coffee shop or a mechanic. Risk levels depend on tools, machinery, customer traffic, and your space’s layout.
In your assessment, answer these questions:
- What are the hazards?
- Who could be harmed, and how?
- What controls are already in place?
- What more needs to be done?
- How often should you review the assessments?
Remember to consider staff health, emergency exits, and accessibility. Write down your findings to create a first-aid setup guide. This will help you determine the size of your kit, training needs, and emergency plans.
Choose the Right First Aid Kit for Your Business
One size does not fit all. Your first aid kit should match the risks you find in your assessment. Check it regularly to ensure it is fully stocked and easy for all employees to access.
For low-risk workplaces (e.g. offices):
- Plasters
- Sterile dressings
- Eyewash pods
- Disposable gloves
- Safety pins
- First aid guidance leaflet
For high-risk environments (e.g. kitchens, construction):
- Burn dressings
- Trauma pads
- Finger bandages
- Eye shields
- Emergency foil blankets
- Shears and tweezers
If your building is large or your team works on different floors or locations, use multiple kits. Clearly label each kit, keep a checklist of what’s inside, and have someone check it every month.
Appoint and Train First Aiders
Depending on your business size and risk level, you may need one or more trained first aiders. These individuals should be confident, calm in emergencies, and ready to take charge.
For cost-effective, certified training, we suggest our One Day First Aid at Work Course in London. This course helps employees learn life-saving skills.
Tip: If you have fewer than 25 employees and low risk, one first aider may be enough. For higher-risk jobs or larger teams, you may need several first aiders and backups for when someone is absent.
Keep training updated regularly, and don’t rely on just one person; it’s smart to have backups.
Clearly Display Emergency Information
Even the best-run business can face chaos during an emergency without clear instructions. Time matters and panic can happen fast.
Put up signs in your workplace to show:
- Where the first aid kit is
- Names and photos of trained first aiders
- Emergency contact numbers (999, NHS 111, poison control)
- Fire exits and meeting points
Use posters, wall charts, and digital resources on staff devices to keep important information visible. Include first aid training in new staff orientations and review it during team meetings.
Keep Records of All Incidents
Always record first aid in a First Aid Book. This is important for any future medical care or legal issues and shows your commitment to health and safety.
Include these details:
- Date and time of the incident
- Name of the injured person
- Type of injury or illness
- First aid provided
- Actions taken (like calling an ambulance)
- Name of the first aider
Regularly reviewing this log can help you spot patterns, such as frequent cuts in one area or repeated injuries from lifting, allowing you to improve your business’s health plan.
Plan for Lone Workers and Remote Staff
Many small businesses in the UK have delivery drivers, remote salespeople, home workers, or contractors. These workers might experience delays in getting help, so first aid is very important.
Here are some suggestions:
- Provide small, personal first aid kits.
- Give them mobile apps with emergency instructions.
- Share a laminated emergency protocol card.
- Train them in self-care until help arrives.
- Ensure they know who to contact and how to reach support.
Our Emergency Workplace First Aid London course covers the best practices for lone-worker situations.
Schedule Regular First Aid Refresher Training
Skills can weaken over time. If your first aider was trained three years ago, they may forget important actions in a crisis. Quick responses are crucial, and practice builds confidence.
Consider these investments:
- Annual refresher sessions
- Roleplay drills and simulations
- Updates on laws and workplace risks
- Feedback sessions for improvement
Training keeps knowledge fresh, boosts team morale, and leads to better results in emergencies. Check out our training options, like the First Aid at Work Course in London, to find what suits your business best.
Integrate First Aid into Your Business Continuity Plan
Emergencies often happen alongside other issues like fires, gas leaks, or floods. That’s why your first aid plan should be part of a larger business continuity and emergency response plan.
Here’s a checklist for integration:
- Make sure first aid kits are easy to access during evacuations.
- Assign safety marshals who also know first aid.
- Create contact lists for quick mobilisation.
- Prepare for power outages or communication failures.
This integrated approach keeps your staff safe in any situation and shows that you prioritise workplace safety in the UK.
Use Technology to Boost Your First Aid Strategy
Today, smart technology can improve first aid readiness. Whether you manage a team of five or fifty, digital tools can make it easier to track training and communicate during emergencies.
Useful Tools:
- Online first aid courses allow for flexible learning.
- Digital logs track incidents and keep records of changes.
- Apps help lone workers by using GPS for safety.
- Emergency protocol documents can be shared and accessed in the cloud.
Creating a WhatsApp group for quick alerts or using Google Calendar reminders for kit inspections can make your system work better.
Don’t Forget Mental Health First Aid
First aid goes beyond treating cuts and bruises. Mental health issues are increasing in UK workplaces, especially in small teams under pressure. Supporting mental health should be part of your small business health plan.
Train a Mental Health First Aider who can:
- Spot early signs of stress, anxiety, and burnout
- Provide non-judgmental support and listen actively
- Encourage seeking professional help when necessary
- Promote a stigma-free environment
Develop a well-being policy and make mental health a regular topic of conversation.
Include First Aid in Health and Safety Policies
Your health and safety policy should clearly address first aid. Specific policies that everyone knows and understands work better.
Include:
- Names of first aiders and what they do
- Where to find and how to maintain first aid supplies
- Simple steps for reporting injuries
- Emergency contact procedures
Share the policies in print and online. Train all team members on updates and include them in the onboarding process.
Prepare for Inspections and Audits
You never know when an HSE inspector will come by. A good first-aid setup guide keeps you compliant and relaxed.
Make sure you have these items ready:
- Certificates for trained first-aiders
- Risk assessments on file
- Records of incidents and treatments
- Updated logs for your first aid kit
These documents show you are prepared and may lower your insurance costs. Conduct regular internal audits to stay ready for inspections.
Encourage a Culture of Safety Awareness
First aid planning should be a key part of your company culture, not just a way to meet regulations. When employees care about safety, the whole business becomes stronger.
Encourage your team to:
- Identify and report hazards early
- Suggest safety improvements
- Join in emergency drills
- Share how training has helped them
Bonus Tip: Celebrate your first aiders at staff meetings. Recognise their training efforts and show that their role is important.
Revisit and Revise Your First Aid Plan Annually
As your business grows, your first aid needs will change. New staff, new locations, and new services all add complexity. That’s why you need to review your first aid plans every year.
Here’s what to update:
- Your first aid risk assessment
- The number of trained first-aiders
- The supplies in each kit
- Emergency information that is displayed
- Company policies and procedures
Mark the review dates on your calendar and assign a health and safety officer or manager to take charge.
First Aid is a Business Essential
Creating a solid first-aid plan can be simple and affordable. With some planning, regular updates, and proper training, you can ensure your team is safe.
Health and safety are essential for a reliable and lawful business.
If you want to improve workplace safety and follow UK standards, check out our expert-led training, like our Emergency First Aid at Work Course in London. This course helps small businesses gain important life-saving skills. At Training 22, we believe everyone shares the responsibility for safety. Let’s work together to make small businesses safer and stronger.