What You Need to Know
Work equipment brings productivity – but also responsibility. Anyone who provides machines, tools or equipment must instruct employees so that they can work safely and healthily .
In everyday language, instruction and training are often confused. For occupational safety, health protection, and liability, the difference is crucial.
Legal basis: Obligation to instruct employees according to § 12 ArbSchG and BetrSichV
Instruction is not optional, but mandatory. Employers must instruct employees on safety and health protection at work.
The instruction must be understandable , specifically related to the workplace and the area of responsibility , and repeated regularly as needed.
Obligation to provide instruction: What Section 12 of the Occupational Health and Safety Act requires
Section 12 obliges employers to provide sufficient and appropriate instruction to their employees.
The instruction must take place before the commencement of work and must be geared towards hazards , workplace and work equipment.
Instruction on work equipment and new technology according to the German Ordinance on Industrial Safety and Health (BetrSichV)
For work equipment, the following also applies: instruction must cover safe use .
This is especially true when introducing new equipment or a new technology – in such cases, instruction must take place before the work begins .
Accident prevention regulations and company rules in occupational health and safety
In addition to laws, accident prevention regulations , DGUV rules and operating instructions also apply.
In summary: Instruction is part of occupational safety measures and serves as prevention .
Importance of instruction: The goal of instruction in occupational health and safety
The aim of the instruction is for employees to recognize hazards, apply protective measures and behave in a safe manner .
It's not about "reading aloud", but about competence in the specific area of responsibility – including rules of conduct for emergencies.
Why training: Prevention, occupational safety and health at work
Why training? Because many accidents result from routine errors, incorrect assumptions, or lack of knowledge.
Good instruction reduces the risk of accidents , improves quality, and protects against downtime due to injuries.
Instruction must be adapted to the evolving hazards.
Training is not a one-off event. It must be adapted to the evolving hazards .
If workplace conditions, equipment, hazardous substance use or procedures change, the training must be updated .
Instruction: Practical, hands-on with the equipment, but not the same as formal instruction.
The instruction typically demonstrates the operation, functions, and safety features of a specific piece of equipment.
It is important, but it does not automatically cover the entire range of risks in the workplace and work context.
On-the-job training: typical content
Training often covers start/stop, emergency stop, limit values, indicators, typical errors and basic rules.
It often occurs during handover, commissioning, or equipment replacement.
Why briefing does not replace the instruction of employees
Initial instruction is usually equipment-related. Training additionally covers the workplace , the task , the environment, traffic, cooperation, and emergency procedures.
Legally, what ultimately matters is whether employees have received sufficient and appropriate instruction – including proof .
Employee training: types, frequency and minimum intervals
In practice, there are two levels: general and job/task-specific instruction.
Those who mix the two often provide instruction that is too general – and miss the mark.
General instruction: company rules, emergencies and health and safety
This instruction covers general topics such as alarm procedures, first aid, fire protection and basic rules.
It is the basis, but it does not replace specific instruction on work equipment and activities.
Workplace and task-related instruction: specifically tailored to the workplace
This concerns specific hazards in the employees' area of responsibility : routes, loads, procedures, traffic rules, protective measures.
This instruction is the crucial part for legally compliant work with work equipment.
However, at least once a year: repetition, changes and risk development.
However, training must take place at least once a year .
Additionally: in case of changes in the scope of duties , after accidents, with new work equipment, new technology or changed conditions in the workplace.
At least every six months: if hazards, hazardous substances or high risks require it.
In high-risk areas, more frequent training may be useful or necessary, for example at least every six months .
This often applies to activities involving hazardous substances , a high risk of accidents, or highly variable operating conditions.
Conducting the instruction: Who instructs, who is the instructor, who bears responsibility?
The responsibility for providing instruction lies with the employer.
The implementation can be delegated – the responsibility for organization and effectiveness remains.
Entrepreneurs, managers, supervisors: they have a duty to provide instruction.
Entrepreneurs and managers must ensure that training is planned, conducted, and documented.
Supervisors are often the most effective instructors because they have real knowledge of the workplace and the tasks involved.
Qualified persons and experience: who is allowed to provide instruction
Anyone who is competent and can assess the activity can provide instruction: managers, occupational safety specialists, qualified trainers.
It is important that instructors can explain content clearly and check practical implementation.
Temporary employment: hirer and lender – who trains employees?
In the case of temporary employment, the following applies: Whoever uses the work performance in the company (hirer) must ensure job-related instruction.
The temporary employment agency often provides general instruction. Specific on-the-job training regularly remains the responsibility of the client company.
Implementation and documentation: Proof, signature and written documentation
Without documentation, there is no reliable proof. In the event of an accident or inspection, what matters is whether instruction can be proven to have taken place.
Documentation must be so specific that the content, participants, and time are unambiguous.
Training must be documented: What belongs in the documentation
- Date , time, location
- Workplace and activity / area of responsibility
- Work equipment, new work equipment or new technology (if relevant)
- Contents: Hazards, protective measures, rules of conduct, emergencies, operating instructions
- Name of the instructor
- Names of all employees / participants
- Signature of the trainee and the instructor
Documentation as proof: typical errors that invalidate the training
Problematic are generic forms without reference to the activity, missing participant lists, or missing signatures.
Also dangerous: “Instruction carried out” as a substitute – without concrete instruction content.
Example: Record of an instructed activity on the work equipment
Workplace: Warehouse, goods receiving and dispatch
Tasks: Loading and unloading, internal transport, working with heavy loads
Equipment: Forklift truck / aerial work platform (depending on the application)
Contents: Risk assessment, traffic routes, protective measures, emergencies, operating instructions, PPE (e.g. protective equipment)
Instructor: Manager / expert
Proof: Participant list + signatures
Training content: Risk assessment, protective measures, operating instructions and rules of conduct
Good instruction follows a clear pattern: key message, rules, examples, practice, control.
It is specifically designed to address the workplace, activity, equipment and hazards.
Instruction following risk assessment: which hazards are real?
The hazard assessment defines which risks actually occur: crushing, falls, collisions, hazardous substances, noise, electrical hazards.
Instruction must derive concrete protective measures and rules of conduct from this.
Specific content according to work equipment and activity: loads, traffic routes, emergencies
Depending on the activity, the content becomes specific: securing loads, sight lines, communication, approvals, danger zones.
In case of emergencies, clear procedures must be in place: Stop, secure, alert, administer first aid.
Operating instructions, directions and explanations: understandable and practical
Operating instructions must not only be handed out, but also explained.
Good instruction translates rules into everyday actions: "What does that mean specifically in your workplace?"
Protective equipment and safe handling: PPE as part of the training
Personal protective equipment (PPE) is only effective if employees select and use it correctly: helmet, hearing protection, gloves, safety glasses, safety shoes.
The instruction clarifies: when it is mandatory, where it is available, how to check, how to replace.
Legal consequences: Why a lack of instruction and proof can be costly
If instruction is lacking or cannot be proven, the risk of fines, recourse and liability increases.
In the event of an accident, it will be checked whether employees had been instructed and whether protective measures were effectively organized.
Consequences in occupational health and safety: from fines to liability
Depending on the severity, it can range from official measures and fines to civil claims.
In cases of gross negligence or serious accidents, criminal consequences may also be relevant.
Case Study 1: Induction without employee training – the costly mistake
A company receives a rental machine. A technician explains its operation for 30 minutes (instruction), but there is no instruction on how to use it at the specific workplace.
An employee works outside the safe area, resulting in an accident and lost work time. Additional costs arise from downtime, replacement staff, and cleanup – the training required would have been minimal in comparison .
Case Study 2: Instruction without documentation – no proof, no defense
The manager says: "We explained it verbally." Written documentation and signature are missing.
In an audit, this is practically considered "not carried out" because the evidence is not reliable.
Case Study 3: Changes in responsibilities – training not updated
New technology is introduced, workflows change, hazards shift.
Without updated instruction, the behavior remains in the old mode – and that's precisely when typical errors occur.
Online training and learning modules: limitations, application and combination with practice
Online tutorials can efficiently convey theory, especially as learning modules with comprehension questions.
However, they do not automatically replace practical experience in the workplace, where operation, handling, or behavior needs to be practiced.
What works well online: legal principles, occupational health and safety law, basic rules
Suitable content includes legal principles, general rules of conduct, recognizing dangers, emergency chains and comprehension tests.
Online is also good for reviewing instruction and identifying knowledge gaps.
What's not enough online: operating work equipment, activities with high risks
Operating equipment, handling it safely, moving loads or working with hazardous materials requires practice and control.
Here, instruction must reflect the actual activity – including practice and observation.
Overview: Online vs. practical training of employees
| Theme | Suitable for online use? | Why |
|---|---|---|
| Legal basis / Occupational Health and Safety Act | Yes | Theory, comprehension test possible |
| General rules of conduct, emergencies | Yes | Repeat at regular intervals |
| Operating work equipment / Instruction on the equipment | No | Practice, techniques, and control are required. |
| Activities involving loads and traffic routes | Partially | Basics online, practical experience on the workplace mandatory |
| Hazardous materials work | Partially | Rules online, concrete application and PPE practice are necessary. |
Comparison: Instruction and training with documentation and proof
Instruction is device-specific. Training is more comprehensive and legally mandated.
The crucial factor is the combination: instruction on the work equipment plus instruction on the activity and hazards in the workplace.
| feature | briefing | instruction |
|---|---|---|
| Legal obligation | Additionally, depending on the context, it may be necessary. | Obligation to provide instruction (among others § 12 ArbSchG, BetrSichV) |
| time | Before initial commissioning / device replacement | Before commencing work, but at least once a year , in case of changes |
| Contents | Operation, functions, safety features | Risk assessment, protective measures, operating instructions, emergencies, activities |
| Goal | Operational safety | Occupational health and safety, safe behavior, prevention |
| implementation | Technicians, manufacturers, landlords, experienced people | Manager, supervisor, expert, trainer |
| documentation | Recommended | Written documentation with signature as proof |
| Legal consequences in case of default | Operational risk, operating errors | Risk of fines/liability, lack of proof in a serious situation |
Common mistakes: Why training sessions fail and how to ensure their success.
Many companies provide instruction "somehow," but it is not effective or verifiable.
This can be improved immediately with just a few standards.
Mistake 1: Instruction too general instead of specific to the workplace and the employees' area of responsibility.
General knowledge is good, but it does not prevent work-related accidents.
Instruction must be specifically tailored to the workplace, equipment, and activity.
Mistake 2: No repetition despite development of risk
When conditions change, instruction must be adapted.
Otherwise, behavior and protective measures will no longer match reality.
Error 3: Documentation without content or without a signature
A blank sheet of paper is not proof.
The signature of the trainees is crucial to prove that they "understood" and "participated".
Error 4: Execution without checking the skill
Instruction must assess whether employees can apply the rules.
Short practical checks in the workplace massively increase effectiveness.
Conclusion: Employee training is mandatory – instruction is supplementary, documentation provides proof
Instruction is the legal obligation and the core of occupational health and safety in the workplace.
Practical instruction supplements the use of the equipment – but does not replace the instruction of the employees.
Those who plan training in a workplace- and activity-related manner , adapt it to the development of hazards , and document it properly, protect people, reduce risks, and act in a legally compliant manner.
Share:
The 10 most common mistakes when using aerial work platforms
From railings to emergency stops: safety devices on work platforms
Our editorial quality standards
The subject content on biberger.de are editorially created, reviewed, and continuously updated. The basis is our daily work with aerial platforms, telehandlers, and industrial trucks – in rental, sales, operational planning, and technical support.
Each article draws on real-world experience and is editorially reviewed for clarity, accuracy, and practical relevance according to expert criteria. Technical statements are regularly compared against current industry standards and best practices.
The aim of our publications is to make reliable specialist knowledge accessible and to offer guidance to users, decision-makers and industry partners. BIBERGER sees itself as an independent information platform for safe, economical and modern height access technology – well-founded, comprehensible and free from advertising influence.