Wellness at Work A workplace gym can do wonders for health and morale — but it also comes with responsibilities.

Many companies are embracing onsite workplace gyms to boost employee health and morale. It’s easy to see why – a convenient office gym can improve fitness, reduce sick days, and make employees feel valued. In fact, improved workplace health is linked to reduced absenteeism, higher productivity, and better team engagement. A workplace gym can also be a recruitment and retention drawcard, signalling that you care about staff wellbeing.

However, along with these benefits come important safety and legal responsibilities. Before you roll out the yoga mats and weight machines, it’s crucial to understand the potential risks and compliance requirements. In a conversational yet professional tone, let’s explore how to balance the positives of an office gym with the precautions needed to keep everyone safe and your organization out of legal trouble.

The Upside

The Benefits of an Onsite Workplace Gym

On the upside, a workplace gym can be a win-win for both employees and the company. Some key benefits include:

Better Employee Health

Easy access to exercise helps staff improve their fitness and manage stress. Healthier employees often means fewer chronic health issues and less time off work.

Higher Morale and Engagement

Group workouts or even just the option to exercise at work can boost team spirit and job satisfaction. Employees appreciate when their company supports their well-being, leading to improved morale and loyalty.

Increased Productivity

Exercise is known to sharpen focus and energy. A quick gym session can refresh employees, potentially increasing productivity and creativity when they return to their desks.

Talent Attraction and Retention

Offering wellness perks like a gym helps position your company as an “employer of choice.” It signals a positive culture. Current staff are more likely to stay, and candidates find it appealing that you invest in employee wellness. It’s a growing trend to see corporate wellbeing programs (from onsite yoga to subsidized gym memberships), and these programs are indeed beneficial

In short, a well-implemented office gym can contribute to a healthier, happier workforce. But – and this is a big “but” – to enjoy these benefits, the gym must be introduced thoughtfully, with safety in mind. As HR or Safety professionals, you’ll need to ensure the gym doesn’t become a source of injuries, liabilities, or regulatory violations. Let’s talk about what can go wrong and how to prevent it.

Australia & NZ Compliance with WHS Legislation

 

When you set up a workplace gym in Australia or New Zealand, it’s not just a “perk” – it becomes part of the work environment that you are legally responsible for. Under Australian Work Health and Safety (WHS) legislation, employers (or PCBUs – Persons Conducting a Business or Undertaking) have a duty to ensure the health and safety of workers and others so far as is reasonably practicable. This duty explicitly extends to anyone who could be affected by the business’s operations, not just employees. In other words, if you provide a gym on your premises, you must take steps to keep it safe for employees and any visitors or contractors who might use it.

New Zealand’s Health and Safety at Work Act 2015 sets a similar expectation. Employers (PCBUs) must provide and maintain a work environment (which includes facilities like gyms) that is without risks to health and safety, so far as reasonably practicable. In both countries, that means you cannot treat the gym as a free-for-all zone; it falls under the same safety framework as the rest of your workplace.

Practical implications

You’ll need to incorporate the gym into your safety management system. This includes conducting risk assessments, implementing control measures, and complying with any relevant codes or guidelines (for example, equipment standards). It also means providing appropriate training or instruction to workers about the gym, just as you would for any work task or tool.

Remember, having a proper WHS plan isn’t optional. Failing to meet your WHS duties in a gym can lead to regulatory action, just as in any other part of the business. For instance, all fitness facilities (including a company gym) have a duty of care to ensure the premises and equipment are safe to use. If an employer neglects this duty, they could face investigations, fines, or prosecutions under WHS law. In one case, a non-profit organization in Queensland was prosecuted under the WHS Act (Category 2 offence) after a tragic incident in its gym – a sober reminder that regulators take gym safety seriously.

Lone Worker Risk: Unsupervised Gym Use

One commonly overlooked issue with workplace gyms is the “lone worker” or unsupervised use risk. Unlike commercial gyms, an office gym may not always have a trainer or supervisor on duty. Employees might use it early in the morning, late in the evening, or on weekends when few people are around. This scenario raises several safety concerns:

Risk of Injury with No Help Nearby

If someone injures themselves while lifting weights or using a treadmill incorrectly and no one else is present, they might not receive immediate assistance. For example, consider the danger of a heavy barbell mishap – there have been cases where individuals got pinned under weight equipment with nobody around to help. In one tragic Australian incident, a teenager was bench-pressing alone in a gym; the bar fell and trapped him, and he was only discovered about 20 minutes later owhsp.qld.gov.au. Quick rescue can make a huge difference in such situations, and a lone user might not have that lifeline.

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Medical Emergencies

Even if an exercise is being done correctly, health emergencies like heart attacks or fainting can occur. Without a buddy or staff member to call for help, a medical emergency can turn deadly. A person collapsing in an empty gym may lie there too long before help arrives. This is especially a concern for those with underlying health conditions exercising alone.

Delayed Emergency Response

In the event of a fire, electrical accident, or other emergency in the gym, a lone user might not be able to quickly raise the alarm or might be unaware of how to respond. The absence of staff could delay evacuation or first aid.

Security Issues

An unattended, always-open gym could attract security risks. If your company allows 24-hour access, an unsupervised facility might become a target for vandalism or unauthorized entry, potentially endangering the lone exerciser (think of someone walking into an isolated gym late at night).

Mitigating Lone-User Risks

 

To address these concerns, you might implement rules or technologies. Some companies only allow gym access during certain hours when others are likely around, or require a “two-person rule” (no using the gym completely alone, especially for heavy weightlifting). Others install emergency systems: panic buttons, intercoms to security, or wearable alarms that an employee can trigger. Surveillance cameras can help monitor the area (with respect to privacy, of course) and detect if someone is in distress. It’s also wise to post clear instructions in the gym on what to do in case of an emergency and ensure first aid equipment (like a stocked first aid kit and possibly an AED – Automated External Defibrillator) is available. If your building has after-hours security staff, make sure they periodically check the gym if someone is using it solo.

The key is to not leave employees’ safety to chance. If you’re giving people the freedom to work out on their own schedule, pair that freedom with safeguards and educate users on the buddy system and emergency procedures.

Common Law Liability and Duty of Care

Providing a gym for employees can blur the lines between work and leisure, but from a liability perspective, you may still be on the hook if something goes wrong. Apart from statutory WHS penalties, companies must consider common law risk – essentially, the risk of being found negligent if you don’t take reasonable care for people’s safety. Even if workers’ compensation schemes cover on-the-job injuries, serious incidents can lead to extensive claims or lawsuits, especially if negligence is alleged.

Courts have shown that employers can indeed be held responsible for accidents in workplace gyms or fitness activities linked to work. For example, there have been Australian cases where gyms (or their parent organizations) were held liable for injuries to users due to inadequate safety measures. In one notable Queensland case, as mentioned, an organization was fined $300,000 after a 15-year-old gym user died from an accident with a weights machine. The investigation found failures in enforcing safety policies, demonstrating how a lack of proper oversight can result in a devastating outcome and hefty penalties. Furthermore, even activities that occur outside the main workplace can fall under an employer’s duty of care if they are seen as encouraged by the employer.

A striking example is a case where a senior employee died of a heart attack while using a hotel gym during a business trip. The South Australian Employment Tribunal ruled that the employee’s family was eligible for workers’ compensation, essentially because the employer had “impliedly encouraged” the employee to use that gym by providing it as part of his work travel accommodation. The judge noted that by choosing a hotel with a gym, the company induced the worker to engage in that activity – making the workout effectively work-related in terms of liability. This precedent alarmed some employers, as it suggests that if you offer fitness perks (onsite gyms, subsidized memberships, wellness programs, etc.), an injury during those activities might be considered arising in the course of employment.

What about waivers?

You might wonder if you can have employees sign a liability waiver for using the office gym, similar to commercial gym membership agreements. While a waiver or disclaimer could have some legal effect, it absolutely does not override workplace safety laws or an employer’s fundamental duty of care. You cannot contract out of your obligations to provide a safe environment. In the case of the Queensland gym fatality, the gym did have a signed waiver from the user and a policy requiring minors to be supervised – yet the court found the organization at fault for failing to enforce safety, and proceeded with prosecution despite the waiver. In other words, a waiver is not a get-out-of-jail-free card if negligence is present. As an employer, you will be expected to do whatever is reasonably practicable to prevent harm, regardless of what papers are signed.

Bottom Line

From a liability standpoint, treat your workplace gym like part of the workplace (because it is!). If an employee or even a visitor gets hurt due to something you could have addressed – say, a faulty machine you neglected to fix, or lack of basic first aid arrangements – the company could face legal action. This might come as regulatory fines, workers’ comp claims, or even civil negligence claims in extreme cases. Protecting users protects your people first and foremost, but it also protects the organization’s interests.

Don’t Skip This! Conducting a Risk Assessment

 

Before you buy the equipment or open the gym doors, perform a thorough risk assessment of the proposed gym space and operations. This is a critical step to identify what could go wrong and how to prevent it. In fact, it’s not just good practice – it’s a legal requirement. Employers are legally required to carry out a risk assessment for the gym to pinpoint hazards and address them. Treat this like you would a safety audit for any other work process.

Risk Assessment Checklist What to include in a gym risk assessment:

 

  1. Identify Hazards: Walk through the area and list all potential hazards. These could include obvious physical dangers like heavy weights, moving machine parts, and tripping hazards, as well as less obvious ones like poor ventilation (think of a small space getting overheated), electrical safety of equipment, or hygiene hazards (sweaty shared surfaces can breed germs if not cleaned). Also consider human factors: is there a risk of overexertion or misuse of equipment by untrained individuals?
  2. Who Might Be Harmed and How: Consider everyone who could use the gym – employees of varying fitness levels, perhaps contractors or visitors if they have access, and even cleaners or maintenance staff. How could each of these be hurt? For instance, new or inexperienced users might be at higher risk of injury due to unfamiliarity with equipment. An employee with a medical condition could be at risk if they overdo it. Pregnant employees or those with disabilities might need special accommodations. Even consider scenarios like an employee using the gym after hours – what if they slip or have a medical event?
  3. Evaluate Risks and Decide on Control Measures: For each hazard identified, gauge the likelihood and severity of something bad happening. Then determine what measures will reduce those risks to an acceptable level. You should prioritize high-risk hazards. For example, if you identify that unsupervised heavy lifting is a high risk, a control could be installing safety rails on squat racks or requiring a buddy for free weight bench presses. If slips on a tiled floor are a risk, a control might be installing rubber mats or enforcing proper footwear. Examples of control measures in gyms include: clear warning signs on equipment (proper use instructions), regular equipment maintenance schedules, having a qualified person inspect machines, limiting access to certain high-risk equipment unless a person has been trained, and of course, supervision protocols. Even simple things like a sign reminding users to stretch and warm up can prevent pulled muscles. Also, think about emergency controls: having a fire extinguisher, first aid kit, and emergency contact info posted.
  4. Record Your Findings: Document the hazards you found and what you are doing about them. This doesn’t need to be overly complicated, but it’s important to have a written record. Not only does this help you track action items, it’s also something regulators will expect if an incident ever occurs. Keeping a record shows due diligence – that you didn’t just set up a gym blindly; you actively managed the risks.
  5. Review and Update Regularly: A risk assessment isn’t “set and forget.” Revisit it periodically, especially once the gym is in use. If there are changes – you add new equipment, or users report near-misses – update the assessment and controls. Regular inspections should be part of the plan. Also, if an incident does happen, investigate it and update your risk management plans accordingly. Continuous improvement is key to safety.

Think Ahead, Plan Smart

By doing a comprehensive risk assessment, you’ll likely catch many of the issues we’re discussing (legislation compliance, lone worker scenarios, etc.) as part of that process. It forces you to think through “What if someone gets hurt doing X? How do we stop or respond to that?” and come up with a concrete plan.

Implementing risk mitigation measures Risk Mitigation Strategies for a Safe Workplace Gym

After identifying risks, the next step is implementing practical risk mitigation measures. Here are some strategies and best practices to ensure your company gym remains a safe and positive perk:

  • Design the Space with Safety in Mind: Lay out the gym to prevent overcrowding and accidents. Ensure there’s enough room around each machine for people to move safely.  Install slip-resistant flooring, especially in areas where people might sweat or if you have showers nearby. Good lighting and ventilation are also important – nobody wants to exercise in a dark, stuffy corner (that could even be a health risk in itself).
  • Choose the Right Equipment and Maintain It: When purchasing equipment, opt for commercial-grade machines that have safety features (e.g., treadmills with auto-stop kill switches, smith machines with safety catches). Make sure new equipment meets relevant safety standards and is installed correctly. Create a maintenance routine – equipment should be inspected and serviced regularly to catch wear and tear before something breaks and causes injury. Keep an eye on things like frayed cables on machines, loose bolts, or damaged flooring. Have a clear process for users to report any equipment issues, and take faulty equipment out of service immediately until fixed.
  • Set Clear Gym Policies and Rules: Develop policies for gym use and communicate them to employees. These might include: hours of operation, any required orientation for new users, rules like “no using heavy free weights alone” or “use a spotter for bench press,” attire requirements (e.g. must wear closed-toe shoes), and age restrictions if, say, employees’ family members can access the gym. Post the rules prominently in the gym. Policies should also cover hygiene practices (wipe down equipment after use, etc.) to maintain a clean and healthy environment – important for preventing infections or illnesses.
  • Induction and Training for Users: Treat gym usage a bit like operating workplace machinery – folks need to know how to do it safely. You might require all employees to undergo a gym induction session before they can use it. In this induction, a qualified instructor (from Employ Health or a fitness professional) could show proper use of each machine, safe lifting techniques, and explain the gym rules. This onboarding helps prevent misuse. Emphasize things like warming up and stretching to prevent injuries, how to adjust machines to one’s body, and not to push beyond one’s limits without guidance. An induction is also a good time to screen for any health issues; for example, you could ask users to complete a simple health questionnaire (known as a PAR-Q) to flag anyone who might need medical clearance before exercising. In unsupervised settings, pre-screening users for underlying health risks and orienting them on safe gym use is especially important. Periodic refreshers or tips (via safety talks or company wellness newsletters) can reinforce safe habits.
  • Supervision and Staffing: Consider if you need to have supervision at certain times. Some companies enlist volunteer “gym champions” – employees who are knowledgeable and keep an eye on things during lunch hour workouts, for instance. Larger workplaces might even schedule a trainer to visit a few times a week for classes or oversight. If 24/7 access is allowed, perhaps limit unstaffed hours to cardio and machine equipment only, while free weight areas are closed when no supervision – depending on your risk tolerance and controls in place. The level of supervision should be determined by your risk assessment: higher risk activities = more oversight needed.
  • Emergency Preparedness: Make sure emergency protocols are in place and that users are aware of them. This includes having emergency contact numbers posted (security, first aiders, etc.), and ideally, training several employees in first aid and CPR. Given the gym context, having an AED (defibrillator) on site is a great precaution – sudden cardiac events can happen, and an AED in the first few minutes can save a life. Conduct drills or at least walkthroughs: e.g., “If someone collapses here, what do you do?” so that anyone using the gym knows how to react (call 000/111, alert security, start CPR, etc.). Ensure the gym address or location is clearly posted for calling emergency services. Also, install basic safety equipment like a fire extinguisher (if electrical equipment catches fire, you want an appropriate extinguisher handy).
  • Monitoring and Access Control: Use technology to assist where feasible. A swipe card system can log who accesses the gym and when – useful for both security and knowing if someone is inside (some systems even show occupancy). If your budget allows, some modern systems have safety monitoring for lone users (for instance, a device that detects if someone has not moved for a certain time and triggers an alert). At minimum, CCTV cameras can monitor the area and recordings can be reviewed if an incident occurs (just be mindful of privacy laws and inform employees if cameras are used). Also consider restricting high-risk equipment after hours – for example, maybe free weights are only available when more than one person is present.
  • Maintain a Clean and Safe Environment: Regularly clean the gym and equipment to reduce infection risks (sweaty mats and machines can breed bacteria). Provide sanitizing wipes or sprays for users to wipe down gear after use. Ensure adequate supply of soap/towels in shower areas if provided. Also keep the area tidy – clutter can cause trips. Mats or equipment should be stored properly. Good housekeeping is part of risk mitigation.
  • Consult and Engage Employees: Involve your workforce in safety. Encourage feedback – if an employee feels a particular machine is unsafe or notices a hazard, they should feel comfortable reporting it. Sometimes the people using the gym will have practical suggestions to improve safety or enjoyment. Engaging them creates a positive safety culture: employees become partners in keeping the gym safe, rather than seeing rules as a burden.
  • Document and Insure: Keep documentation of all your safety efforts – induction records, equipment maintenance logs, inspection checklists, incident reports (if any). This not only helps in continuous improvement, but also provides evidence that you are meeting your obligations. Finally, check with your insurance provider that your public liability or workers compensation coverage encompasses the gym and related injuries. It’s better to know in advance how an injury claim would be handled than to be surprised later.

Conclusion Wellness with Caution – A Balanced Approach

Workplace gyms can be a fantastic addition to an organization’s wellness program. They show a commitment to employee health, can improve morale, and offer convenient access to fitness. As we’ve discussed, the key is balancing the excitement of a new gym with a clear-eyed approach to risk management. HR and Safety professionals are instrumental in finding that balance – championing the positive aspects while also playing devil’s advocate about the “what ifs” and putting proper controls in place.

The message to take home is “Plan it out, don’t wing it.” Ensure compliance with WHS laws, do your risk assessments, and invest in safety measures just as you invest in the equipment. With the right precautions, you can avoid the common pitfalls and make your workplace gym a safe, successful benefit rather than a liability. As one safety expert put it, you hope an employee’s workout never becomes a work-related injury – but hope is not a strategy, preparation is.

 

An onsite gym with peace of mind Need help bringing your workplace gym to life safely?

This is where engaging experts can make a big difference. Employ Health can guide you through the entire process – from initial risk assessments and facility planning to staff training and ongoing safety management. We have extensive experience in workplace health and safety, and we understand the unique challenges of setting up corporate wellness facilities.

Our team can help you navigate Australian and New Zealand legal requirements, implement effective risk mitigation processes, and develop a gym policy that suits your organization’s needs. The goal is to ensure you and your employees can enjoy all the benefits of an onsite gym with peace of mind.

 

We’re here to help Reach Out to Employ Health

If you’re considering a workplace gym (or looking to improve the safety of an existing one), reach out to Employ Health. We’re here to help you create a fit, healthy workplace that’s also compliant and safe.

With the right guidance, you can flex those corporate wellness muscles confidently – knowing that you’ve got the risks under control and your people’s well-being at the forefront.

 

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