Where Should Labor Law Posters Be Displayed in the Workplace? – Best Practices for Placement

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If you’re wondering where to put your Labor Law Posters, you’re not by yourself. Every year, thousands of business owners have problems placing their labor law posters properly. If you make a mistake with your poster placement, it can result in the payment of a large penalty and create compliance issues for your business. In this article, we will cover the best practices for helping employers comply with Labor Law Posters and keep their employees updated.

Understanding the Basics: What Employees Need to See

Your employees have rights. Federal and state laws require you to inform them about those rights through properly displayed posters. Whether it’s safety information, minimum wage requirements, or anti-discrimination notices, these postings are more than just paperwork, they’re a legal requirement that protects both you and your workforce.

The goal is simple: make sure every employee can actually see and read the information without having to search your office like it’s a treasure hunt.

The Golden Rule: Conspicuous Placement

Labor Law Posters must be displayed in a “conspicuous place, somewhere employees will actually see them.” Think about the spots where your team naturally gathers throughout the day.

The best locations include:

• Employee Break Rooms and Lounges: This is the gold standard. Most employees spend break time here, so they’ll inevitably see your postings.
  
• Main Hallways and Corridors: If your office spans multiple areas, hallways are high-traffic zones where employees pass frequently.
  
• Bulletin Boards: Dedicated employee bulletin boards work well, especially if they’re positioned at eye level, where people naturally look.
  
• Kitchen and Dining Areas: Where employees grab coffee or lunch is perfect for visibility.
  
• Time Clock Areas: Since employees check in and out, placing posters near time tracking systems ensures visibility.

What doesn’t work? Tucking them inside closets, filing rooms, or manager offices where employees rarely venture. If it’s hard to find, it doesn’t count as posted in the eyes of regulators.

Multiple Locations Mean Multiple Postings

If your business has several buildings, multiple floors, or different work sites, here’s what you need to know: employees at each location need access to the posters. If your team members don’t regularly visit one central location, you’ll need to post labor law posters at each building, floor, or campus.

Consider a construction company with job sites spread across a region. Workers won’t trek back to headquarters just to see a poster. That’s why best practice means posting them where employees actually work.

Size and Readability Matter

The law isn’t vague about this either. Federal requirements specify that some posters like the OSHA “Job Safety and Health” poster must be at least 8.5″ x 14″. The intent is for employees to actually read the information.

Make sure your posters are in good condition too. Faded, torn, or damaged postings look unprofessional and may be considered non-compliant during an audit. 

Updating Your Postings

Here’s a detail many businesses miss: you don’t necessarily need to replace posters every year. However, you do need to check the validity dates. When federal or state agencies update posters, you’ll eventually need the new versions.

Subscribe to updates from your state labor department or federal agencies, so you know when changes occur. Outdated posters can result in violations, so staying current isn’t optional, it’s essential.

Remote and Hybrid Work Challenges

The workplace has changed. Many companies now have remote employees or hybrid arrangements. 

Best practice is to provide labor law posters electronically to remote workers. Send them via email or post them on your company intranet. While digital delivery doesn’t replace physical postings at your office location, it ensures remote employees still have access to their rights.

Some states, like New York and Illinois, now require digital posting specifically for remote workers. Check your state’s requirements to ensure full compliance.

The Cost of Non-Compliance

Let’s talk reality: what happens if you don’t post properly? Fines vary by jurisdiction, but they can be substantial. California might fine you up to $1,000 per violation for missing safety postings. Federal OSHA violations can reach $16,550 per offense. Illinois penalties start at $250 for missing posters.

Beyond the financial hit, failed compliance can create legal liability in other workplace disputes. During litigation, regulators may cite posting violations as evidence of broader negligence.

Creating a Compliance System

Make it easy on yourself:

• Audit Regularly: Every quarter, walk your facility and verify all required labor law posters are displayed and in good condition.
  
• Document Placement: Take photos of your postings for your records. This documentation proves compliance if questions arise.
  
• Stay Updated: Follow your state labor department and federal agency websites for poster changes.
  
• Provide Copies: For remote workers or traveling employees, maintain digital or printed copies accessible to all staff.
  
• Keep Records: Document when you distributed digital posters.

Final Thoughts

Making sure that labor law posters are displayed in areas that employees frequent is simple, however, you must also keep up with changes and update your posters when they become outdated or unreadable. As an employer you must display posters for remote workers as well. Also ensure that you do not consider it a waste of time, but rather a way to protect your business while providing employees with their employment rights. Staying compliant and following through with what you have posted is essential to informing your employees and complying with labor laws.