The hidden compliance risks in your business – and how to fix them

Let’s be honest, compliance isn’t exactly the most exciting part of running a business. However, ignoring it can lead to some serious headaches, from hefty fines to unexpected disruptions that throw your whole operation off track. The good news? Most compliance risks are avoidable if you are prepared.

What are the biggest compliance risks?

One of the biggest hidden risks is expired insurance and accreditations. Businesses rely on insurance policies and professional credentials that often have expiration or renewal dates. If no one’s keeping an eye on these, you could let these lapse or expire, putting your business at legal and financial risk.

Another common pitfall is missed safety inspections. Fire safety checks, electrical audits, and workplace hazard assessments aren’t just boxes to tick – they’re legal requirements. A single missed inspection can put your employees at risk and result in serious fines.

Keeping track of compliance can also be a nightmare if you’re still relying on outdated spreadsheets or scattered paperwork. Without a central system, it’s easy to lose track of renewal dates, certificates, and legal requirements. On top of that, workplace safety laws and environmental regulations change all the time. Without someone monitoring these updates, businesses can quickly fall behind, leading to unintentional non-compliance.

Supplier management is another common pain point. Many businesses work with multiple vendors for cleaning, maintenance, and security, but if there’s no organised central system to track contracts and accreditations, things can easily slip through the cracks.

A proactive approach to compliance

Deploying a more flexible facilities management (FM) service delivery can make all the difference. With the right FM approach, businesses can have access to real-time visibility of their compliance status, ensuring that certifications, safety audits, and other critical requirements are always up to date.

A proactive FM service helps businesses stay ahead of renewals and inspections by providing timely reminders and expert support. Instead of worrying about supplier risks, businesses can work with a vetted network of service providers who maintain current insurance and accreditations, reducing the chance of compliance issues. Additionally, managing suppliers and invoices becomes much easier when everything is consolidated into a single, user-friendly system.

Successful partnership with Embark

Many businesses have already seen the benefits of shifting to a smarter FM strategy. Kay Smith, former Group HR Director at Embark, said:

“What started as a three-month contract turned into a two-year partnership because Q3 consistently went above and beyond. They became a trusted part of our team, delivering not only the basics of compliance and safety but also strategic input that elevated our facilities management approach and aligned with our broader business goals.”

Pete Doherty, a former senior leader at Embark, explained:

“Our business was going through a major integration following an acquisition, and the support from Q3 meant the one thing we never had to worry about was FM support. That allowed us to focus on our core business objectives, safe in the knowledge that our spaces were compliant with the latest regulations.”

Read more about this partnership in our Embark case study.

Do you know your compliance status?

If you’re not sure whether compliance is under control in your business, ask yourself: Do your properties meet all current health and safety regulations? Are your suppliers properly insured and accredited? Is there a central record of compliance certificates and renewal dates? Have you had a fire safety risk assessment in the past year? If you’re hesitating on any of these, it might be time to consider a flexible FM approach that can help take care of these crucial requirements.

For businesses that don’t want to commit to lengthy contracts but that are looking for a simple, reliable solution, Q3’s FM On Demand is an option worth exploring. Offering real-time tracking, proactive support as and when you need it, and streamlined management, FM On Demand takes the stress out of compliance so you can focus on what truly matters – growing your business. If you’re interested in learning more, get in touch today to book an initial assessment.

You can reach out via email at info@q3services.co.uk, by phone at 020 3855 4521, or visit fill out a quote enquiry form and we’ll get back to you.