EHS Written Programs: 3 Must-Have Policies for Auto Dealers

After completing your initial assessments and understanding what regulations apply to your facility, it’s time to put those findings into action. This is where written programs and policies come into play – and they’re more than just paperwork.

I’ve spent 18 years in EHS, and one of the most common mistakes I see is companies downloading generic templates from the internet, filing them away, and thinking “Great, we have a safety program now!” But that’s not how it works. A real safety program needs to be specific to your facility and something your employees can actually implement.

Let’s Start with the “Big Three”

When dealers ask me where to begin with written programs, I always recommend starting with what I call the “Big Three” – these are fundamental programs that nearly every facility needs:

Emergency Action Plan

If you have 10 or more employees, you’re required to have this in written format. Why? Because emergencies happen. You need a clear plan for situations like fires or evacuations. Your program needs to spell out exactly how employees should respond: Who’s handling small fires? When do we call the fire department? What’s our emergency alarm system – is it automated, or are we using air horns? Does the alarm mean that all employees need to evacuate or could it mean something else such as “seek shelter”. These details matter when seconds count.

Hazard Communication Program

Nearly every company handles chemicals in some way. Whether it’s cleaning supplies or specialized chemicals, you need a hazard communication program. This isn’t just about having Safety Data Sheets on file – it’s about ensuring your employees understand the chemicals they’re working with, their hazards, and how to find crucial safety information when they need it.

Personal Protective Equipment (PPE) Policy

You’ve already identified workplace hazards in your initial assessment – now you need a clear policy on how you’re protecting employees from those hazards. Your PPE policy needs to outline what equipment is required for specific tasks and how to use it properly.

In this pocket guide, we have broken down Hazard Communications into 6 easy steps for you.

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Building Beyond the Basics

Once you have these foundational programs in place, go back to your initial assessment findings. Do you have forklifts? You’ll need a forklift safety program. Are employees using respirators? That requires a respiratory protection program. Any unique process in your facility should have its own written procedure to ensure employees understand exactly how to perform their tasks safely.

Making It Work in Real Life

Here’s what separates effective programs from paperwork: They need to be something your employees can actually understand and implement. I’ve been in too many situations where beautifully written programs sit in binders while employees are left guessing about proper procedures. Your written programs should eliminate these information gaps and give everyone a clear plan to follow, especially when something goes wrong.

The key is creating facility-specific documentation that reflects your actual operations. Don’t just copy and paste from templates – think about how these procedures will work in your specific environment. Can employees actually follow the evacuation route you’ve mapped out? Do they know where to find safety information when they need it? If your emergency plan has designated a small breakroom as an inclement weather shelter, can all employees actually fit comfortably in that space? These are the questions that turn written programs into real workplace safety practices.

Remember, written programs and policies aren’t about checking boxes for compliance – they’re about creating a framework that keeps your employees safe and your facility running smoothly. Take the time to develop programs that work for your specific situation, and you’ll build a stronger safety culture in the process.

Complete Dealership Compliance from KPA

Keep your dealership safe from environmental factors that impact your workers’ and customers’ safety. KPA helps auto dealers maintain cultures of safety, streamline operations, and manage risk through a robust set of tools that includes a combination of consulting, training, and regulatory content.

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