Workplace Etiquette Guidelines for New Employees and Those New to the Workforce

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

Starting a new job brings opportunities to learn and grow, but it also can be challenging for new employees to navigate if they are unprepared. Understanding proper office etiquette is key to finding success in the workplace. Office etiquette can include behaviors, communication styles, and social norms that can help maintain a respectful and efficient work environment.

Every workplace is different. So, to help new employees and those just beginning their careers, here are some essential office etiquette tips every employee should know:

1. Professionalism & Attitude

• Be punctual. Arrive on time for work, meetings, and deadlines.

• Take ownership. Follow through on tasks and meet commitments.

• Be adaptable. Welcome feedback and stay open to learning new things.

2. Communication Etiquette

• Use professional language and avoid slang. Be polite, clear, and concise in emails, chats, and meetings.

• Write effective emails. Include a subject line, greeting, and signature; proofread before sending.

• Be meeting-ready. Come prepared, avoid multitasking, and respect others’ time.

• Listen actively. Pay attention, don’t interrupt, and show understanding.

3. Respect & Collaboration

• Respect boundaries. Be mindful of personal space, noise levels, and others’ time to focus on their work.

• Work as a team. Offer help, share credit, and communicate openly.

• Handle conflict professionally. Address concerns calmly and privately.

4. Technology & Digital Conduct

• Follow company IT policies. Use devices and software responsibly and as directed.

• Keep it professional online. Maintain appropriate email signatures and chat messages.

• Limit distractions. Avoid excessive personal phone or social media use during work hours.

• Protect confidentiality. Do not share client or company information without permission.

5. Workplace Behavior & Environment

• Keep areas clean. Tidy up after yourself in shared spaces like the kitchen and restrooms.

• Be considerate of noise. Use headphones and maintain a respectful volume during conversations.

• Dress appropriately. Follow the company dress code and represent the company well.

• Use breaks wisely. Take appropriate breaks and be mindful of your schedule.

6. Office Culture & Participation

• Engage with the team. Attend meetings, trainings, and events.

• Understand the organization’s structure. Follow proper channels when communicating or escalating issues.

• Ask questions. Learning is encouraged and don’t hesitate to seek guidance.

• Don’t be the story. Represent the company professionally whether in person, by phone, or online.

• Be present. Turn your camera on and participate actively in virtual meetings.

• Stay accessible. Keep calendars and chat statuses updated.

In addition to this list, a Professional Etiquette online course is available through Rancho Mesa’s RM365 HRAdvantage™ Portal, and is a great resource for new employees or can be used to remind current employees of company expectations.

Practicing proper office etiquette is about more than just following the rules, it is a way to show respect and consideration for others. When employees communicate effectively and respectfully, behave professionally in person and online, and collaborate with coworkers, they help create a workplace where everyone can thrive. No matter where you are in your career, staying mindful of these guidelines can lead to a more productive and enjoyable work environment for you and your entire team.

Beyond Blood Sugar: How Diabetes Impacts Workers’ Compensation Claims

Author, Kevin Howard, Partner, Rancho Mesa Insurance Services, Inc.

November is National Diabetes month and a chance to pause and think about prevention, early detection, and long-term care. For companies, it is also a reminder that chronic health conditions can quietly influence safety, mental health, work performance and even workers’ compensation exposures.

A Closer Look at Diabetes

Diabetes is a long-term condition that affects how the body turns food into energy. When insulin is not produced or used properly, blood sugar stays too high and starts to damage blood vessels and nerves.

Roughly 38 million Americans live with diabetes, and another 97 million are in the pre-diabetic range. This is equal to one out of every three adults in the country. I am sure many readers including myself, are close to someone who is battling this condition. I am glad to shine some light on important details regarding diabetes and how this condition can create a worker’s compensation scenario/claim.

Crossing Into Workers’ Compensation

Most of the time, diabetes is considered a personal health issue. However, under California law, it can become compensable when credible medical evidence shows that job duties or an industrial injury worsened, triggered, or complicated the condition. A few examples of this include:

• A cut or puncture wound that heals slowly because of diabetes, delaying the employee’s return to work.

• A steroid prescribed for an accepted industrial injury that causes a diabetic episode.

• Rotating shifts or high-stress work that demonstrably throw off blood-sugar control.

• Foot or toe injury that has a heighted pain level if the worker is diabetic.

The standard test remains whether the condition arose out of and in the course of employment which is a decision that depends on medical documentation and timely reporting. Similar to any other claim scenario, the more information gathered, the better chance your carrier will have to determine if the condition worsened or arose from the course of employment.

What Supervisors Can Notice Without Diagnosing

For all business owners, supervisors and or safety directors are in a good position to spot potential trouble. Watch for employees who appear unusually tired, shaky, or disoriented, who take frequent breaks for water, or who suddenly have blurred vision. If you notice something is off, pause the task, call first-aid or 911 if necessary, and then notify HR or your claims contact. Do not try to label the condition; just keep the scene and your employee(s) safe.

Rancho Mesa’s Approach

Rancho Mesa  works with carefully selected workers’ compensation carriers and medical provider networks that understand complex health conditions like diabetes. Our in-house Claim Advocate, Jim Malone, brings deep field experience and a calm hand when claims become complicated. He assists clients and coordinates with adjusters and medical providers so cases move forward in full compliance with California regulations.

Four Practical Next Steps for your Team

1. Refresh supervisor training on health-related safety responses.

2. Make sure every manager knows how and when to deliver the DWC-1 form.

3. Double check that medical and personnel files are stored separately.

4. Reinforce wellness initiatives that make blood sugar management easier during work hours.

Diabetes is a complex pre-existing condition that can create complications with workers’ compensation claims. Like many other comorbidities, it can affect an employee’s recovery and overall productivity.

Reach out to me via email at khoward@ranchomesa.com to learn more about how Rancho Mesa’s approach can mitigate these challenges at your organization.

About the Author
Kevin Howard is a Commercial Insurance Broker at Rancho Mesa Insurance Services, Inc., specializing in risk management and insurance solutions for artisan contractors including solar, roofing, and other skilled trades. Based in San Diego, California, Kevin serves contractors throughout the Southern California region, helping them protect their businesses with tailored coverage and proactive support. His clients benefit from access to exclusive tools like the SafetyOne™ Platform, RM365 HRAdvantage™ Portal, and workers’ compensation claims advocacy services, designed to improve safety, streamline HR processes, and support better claims outcomes.

California Employment Law Updates for 2026

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

As California’s 2025 legislative session comes to a close, changes are coming to the state’s employment law landscape.

Governor Gavin Newsom has made his final decisions on a number of bills which introduce changes to workers’ rights, paid family leave, and recovery of lost wages, among others.

Some of the changes employers should be aware of for 2026 include:

Workplace Rights (SB 294)

Beginning February 1, 2026, Senate Bill 294 requires employers to provide an annual written notice informing employees of their rights, and requires an employer to notify the employee’s emergency contact if they are arrested or detained while at work.

Paid Family Leave (SB 590)

Beginning July 1, 2028, employees will be eligible to receive paid family leave benefits to care for a seriously ill “designated person” which can refer to any blood relative or someone who is deemed the equivalent of family although not related by blood.

Wages and Equal Pay Act (SB 642)

Senate Bill 642 updates the definition of “pay scale” in job postings, redefining it to mean “a good faith estimate of the salary or hourly wage range that the employer reasonably expects to pay for the position upon hire.”

This law also extends the statute of limitations for pay discrimination claims to three years and allows potential recovery of lost wages for up to six years.

Personnel Records (SB 513)

Senate Bill 513 expands the definition of personnel records to include training details. This includes certifications obtained from training, the name of the training provider, and the skills covered in the training.

Before these new laws take effect, California employers should begin reviewing workplace policies and procedures to stay compliant. Employers can take advantage of Rancho Mesa’s RM365 HRAdvantage™ to build and update a compliant employee handbook, create policies using sample documents, and receive alerts as laws change.

The laws in this article are only some of the changes employers will need to be aware of in 2026. For a comprehensive discussion of the most important changes to California’s employment laws, register for Rancho Mesa’s 2026 Employment Law Update workshop, happening on Friday, November 21st, 2025 from 10:30 A.M. to 12:00 P.M. at the Mission Valley Library.

Fleet Safety Starts with Strong MVR Guidelines

Author, Greg Garcia, Account Executive, Rancho Mesa Insurance Services, Inc.

One of the biggest liabilities that any landscape company faces occurs every day. This liability has nothing do with planting, mowing, trimming or irrigation work, in fact this exposure begins before any of the actual work takes place. Auto liability continues to be one of the most significant exposures every landscape company takes on when sending commercial vehicles out onto the road.

With increases to annual auto insurance premiums and the market continuing to harden, it is essential for landscape companies to be proactive to help mitigate these rising costs. Many landscape companies are now investing in safety technology such as GPS systems and dash cameras, but also conducting daily vehicle inspection reports to make sure the trucks are suitable for the road.  Implementing strong internal motor vehicle report (MVR) guidelines is another essential way for insureds to improve fleet safety while keeping insurance increases to a minimum. Insurance underwriters and carriers are placing increasing importance on fleet safety programs, and monitoring how a company is being proactive in trying to prevent claims.

Implementing and maintaining strong MVR guidelines is a critical component of any fleet safety program. Before any employee is allowed to drive a company vehicle, their MVR should be reviewed to ensure they have no major moving violations, their driver’s license is active and valid, and they have an adequate history of driving experience. The driving position in any landscape company is critical, which is why MVRs should be reviewed regularly and driver trainings conducted as often as possible.

Rancho Mesa offers a sample Driving Record Review policy through the RM365 HRAdvantage™ Portal to help clients establish their internal review policy. Online driver training courses through Rancho Mesa’s SafetyOne™ platform can also be incorporated into a company’s policy to ensure all drivers are well trained. Anyone can subscribe to Rancho Mesa’s weekly driver-specific toolbox talk emails.   

Building a strong fleet safety program starts with clear MVR guidelines and taking proactive measures that help reduce risk, protect your company from auto liability claims, and help control insurance premiums.

For questions about your auto liability, contact me at (619) 438-6905 or ggarcia@ranchomesa.com.

OSHA Requirements for Weekly Safety Meetings

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

Employee safety should always be a priority for business owners, and that means fostering a safety culture throughout the year. Weekly safety meetings are a great way to curb risk on a job site and ensure employees are prepared to handle an unsafe situation at any time.

At the federal level, the Occupational Safety and Health Administration (OSHA) does not require weekly-safety meetings. Even those the meetings are not required, they should be a regular part of an employer’s safety program in order to reduce risk.[BK1] 

Some states do have requirements for regular safety meetings, however. For example, Cal/OSHA requires a safety meeting at least every 10 working days. Employers should check with their state’s OSHA program for a list of requirements for each of the states where they operate, in order to stay compliant.

For employers, weekly safety meetings serve as an opportunity to check in with employees, mitigate hazards, and protect the business. For employees, they are a chance to ask pressing safety questions, learn important safety techniques, and serve as a reminder of proper procedures on the job site.

Here’s how to run an effective safety meeting:

1. Make the meeting easy to attend for all employees.

Host the meeting on the job site, at the start of a shift or after a break to increase attendance.

2. Research and choose a topic relevant to your industry.

Rancho Mesa’s SafetyOne™ platform hosts an extensive list of industry-specific topics for landscapers, tree care-professionals, drivers, construction, and general industry workers. For a total of 788 toolbox talk topics to choose from.

If a recent incident or near-miss has occurred on the jobsite, it is a good idea to use toolbox talks to re-enforce safety guidelines, or they can be used as general safety reminders.

3. Make sure the solutions or tips provided are practical and applicable to the jobsite.

Demonstrate proper use of equipment or PPE and safe work practices outlined in the toolbox talk.

Allow employees to share personal experiences as they have likely encountered the hazards or circumstances addressed in toolbox talks.

4. Ask follow-up questions to keep employees engaged.

Most toolbox talks on the SafetyOne platform include questions that can be asked during or after the meeting. These questions reinforce learning and encourage employee participation.

5. Keep the meeting short.

SafetyOne toolbox talks are designed to be covered in an average of 10-15 minutes. Shorter meetings help keep employees engaged and don’t take away valuable work time.

For assistance in accessing Rancho Mesa’s toolbox talk library, contact your client technology team member.

Kidnap, Ransom & Extortion Insurance: A Board-Recruitment Advantage for Nonprofit

Author, Jack Marrs, Account Executive, Rancho Mesa Insurance Services, Inc.

High-caliber directors—retired Fortune 500 leaders, public figures with reputational exposure do not join boards on faith. They review bylaws and audited financials, D&O policies and look for a solid approach to managing risk. Then they ask a practical question: “If I am targeted because of my role or if I travel on the organization’s behalf, how will you protect me and my family?” Having Kidnap, Ransom & Extortion insurance answers that question. It shows your organization has thought ahead and lined up real help if something goes sideways—not after the fact. And if you are trying to bring on seasoned, well-connected board members, that goes a long way.

What Does KR&E Provide?

KR&E solves two problems at once. First, it provides immediate access to specialist crisis-response consultants, 24/7, who help manage live incidents such as kidnapping, extortion (including threats), wrongful detention, hijacking, disappearance, and hostage events. Second, it reimburses costs such as crisis-consultant fees, security and medical expenses, travel and accommodations, and ransom/extortion payments. AIG’s CrisiSolution is a representative market offering with broad peril definitions, global reach, and round-the-clock support designed for organizations with people on the move.

A nonprofit with an AIG KR&E policy is not improvising translators, legal contacts, or tactics in an unfamiliar country. It comes with worldwide coverage and a 24/7 crisis-response team, people who speak the language, know local laws, and give directors confidence before they agree to joining your board.

Why Do Top Board Candidates Care about KR&E?

Seasoned directors evaluate mission and risk together. They want to see robust D&O, travel-risk protocol, and KR&E where international work may create exposure. When you can say, “Yes, here is our KR&E, our 24/7 number, and how it integrates with our travel policy,” you make it easier for the people whose time and networks you value to say yes. When you are recruiting, KR&E is a dead-giveaway that you take director safety seriously. If it is missing and your mission carries obvious risk, you are essentially asking directors to take on significant personal exposure without the right tools. The best candidates will not accept that risk.

Where Do Non-Profits Feel the Most Risk?

• International site visits and program launches. Work in parts of Latin America, East Africa, the Middle East, or Southeast Asia can increase the exposure

• High-profile Board and advisory members. Public figures and major donors can be targeted for their wealth or their influence.

• Fundraising travel and donor trips. These are exactly the kinds of situations KR&E is built for and it brings two things you need fast, people on the ground who know exactly what to do, and money to cover the costs so things do not spiral.

How To Present KR&E During Board Recruitment

1. Be upfront that Board service can involve travel and being in the spotlight. Your nonprofit has invested in protection to support directors and their families if something goes wrong.

2. Be specific about resources. Share the 24/7 hotline and what the response team actually does in the first hours—coordinating with authorities, retaining local counsel, managing secure communications, and arranging logistics.

3. Walk through pre-trip risk reviews, itinerary controls and emergency contacts.

Bottom line

KR&E alone will not close the deal, but it clears a major hurdle for top candidates who want straight answers and solid safeguards. If you want proven leaders on your board, make KR&E non-negotiable. Tighten up your travel-risk plan, give Rancho Mesa a call to learn more about AIG’s CrisiSolution. That alone can flip a hesitant maybe to a solid yes.

To learn more about how Rancho Mesa can support your organization’s needs, contact me at (619) 486-6569 or jmarrs@ranchomesa.com.

Avoiding Halloween Horrors: Tips for a Workplace-Friendly Halloween

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

Halloween is a fun and festive time of year, and many companies will choose to celebrate with decorations, costumes, and themed events. While embracing the holiday spirit in the workplace can boost morale, it’s important to prioritize safety, for both employees and clients. A thoughtful approach can ensure that Halloween celebrations remain inclusive, appropriate, and risk-free.

Do:

1. Have Clearly Outlined Policies in Place

A costume policy is not a requirement in a workplace, but it can help keep employees and clients safe. Remind employees that costumes and props can get caught in large equipment or machinery and cause injury. Avoid using open flames like candles or decorations that block emergency exits or create tripping hazards. Costumes can be a fun way for employees to express themselves, but should not interfere with the safe performance of work tasks.

2. Remind Employees of Proper Etiquette

Remind employees of company rules and guidelines ahead of time. One way to do this is to share a company-wide reminder detailing what is allowed and not allowed in your workplace. Make sure employees know if and when they are allowed to dress up, and what items they are prohibited from bringing to work, such as fake weapons or masks that can obscure identity.

3. Establish a Process for Reporting Issues

If an incident does arise, ensure there is a clear process for reporting and addressing issues. Have a plan in place in case of any unforeseen emergencies, and make sure temporary decorations do not interfere with emergency signage or escape routes.

Don’t:

1. Allow Offensive or Inappropriate Costumes at Work

Employees should be reminded that, if they choose to dress up in the workplace, professional expectations remain the same. Costumes that make fun of protected classes should be avoided. Employees should be reminded to steer clear from political costumes and outfits that show too much skin. Client-facing employees should have costumes and/or decor that reflect professionalism.

2. Force Employees to Participate in Workplace Celebrations

Some employees may choose to abstain from Halloween celebrations, including dressing up in costume, decorating their workspace, or participating in activities. Their decision not to participate may be for religious, cultural, or personal reasons. Employers should allow employees to opt out of any and all Halloween activities. Celebrations should also consider accessibility. Decorations or events shouldn't create physical obstacles that might be unsafe for employees or clients with mobility issues.

Rancho Mesa’s RM365 HRAdvantage™ is a great resource for Rancho Mesa clients who have additional questions about how to ensure their company is celebrating Halloween safely and professionally, or how to respond to an HR issue.

Private Equity and Bonded Contractors: Building a Foundation through Communication

Author, Andy Roberts, Surety Group Leader, Rancho Mesa Insurance Services, Inc.

Private equity firms have been actively purchasing construction companies. For the firms that are acquiring the construction companies that perform bonded work, it is highly important that they know there is a stark difference between how surety companies underwrite standard construction bond programs and how they underwrite private equity-owned construction bond programs. Matt Gaynor discussed this in detail in a previous article. Because of these differences, it important that the firms involve their agent and surety company early in the acquisition/due diligence process. This is to ensure the firms know the specific information that the surety company will want to see in order to advise regarding the impact the acquisition will have on the bond program.

As noted in the previously linked article, the financials from private equity-owned companies often carry more debt due to acquisitions, which often leads to a net loss on the income statement. It will be important that the firm can present a pro forma financial so the agent and surety can see how much the debt and goodwill will impact the statement going forward. If there is significant degradation, it can impact the amount of support the surety company may offer. 

Additionally, review of the work in progress (WIP) and backlog to identify how much of the work is bonded, or will need to be bonded, will be equally important. If the company that is being acquired relies on bonded work as their primary revenue source, an inability to get bonds after the acquisition would be detrimental to the business. For the current surety partnered with the company being acquired, it is important to know what their appetite for writing bonds is within the private equity space, and also how long the current management/ownership team will be staying on board to help with the transition. This last point is of the most importance, because the longer the involvement of the previous team, the smoother the transition tends to be.

For the private equity firms that are acquiring companies that rely on bonded work for their revenue, open and clear communication is critical between the firm, their surety agent and surety company. Knowing the questions that will be asked and what information the surety will want to see will help determine if the contractor can continue to get bonds post acquisition.

For questions on this or any other surety matter, please contact me at (619) 937-0166 or at aroberts@ranchomesa.com.     

Preparing the Next Generation of Construction Leaders

Author, Casey Craig, Account Executive, Rancho Mesa Insurance Services, Inc.

This year has brought significant challenges for many of our clients. Amid economic shifts, project delays, and labor uncertainty, one concern has become increasingly common in conversations with construction leaders: the difficulty of attracting qualified younger employees and the growing struggle to replace retiring leadership.

The aging workforce in the construction industry is part of a broader trend that has been developing for decades. According to the U.S. Bureau of Labor Statistics (BLS), the median age of construction workers has steadily increased from 38 in 2000, to 41 in 2010, and now 42 in 2024. As experienced professionals near retirement, many companies are facing a critical leadership gap, without a strong pipeline of younger talent to step into those roles.

Not only are there fewer young workers entering the construction industry who can grow into leadership roles over time, but the current aging workforce typically brings increased claim frequency and severity, elevating both operational and insurance costs.

How can construction companies proactively address this issue and build strong, future-ready leadership teams?

• Support a local construction-focused outreach organization
  There are many organizations across the U.S. that are actively working to promote the industry to younger generations. In San Diego, for example, the Future Construction Leaders Foundation (FCLF) provides opportunities for young people to investigate the construction industry as a potential career. Listen to our podcast episode #510 where FCLF talks about their mission to inspire the next generation through hands-on programs, impactful camps and mentorship.

• Educate young people on real earning potential
  Offer to speak at a local high school or community college about the strong wages available in the skilled trades, especially compared to many entry-level roles.

• Promote the advantage of debt-free career paths
  With local students, emphasize the ability to earn while learning, with little or no student loan burden.

• In job posts, position construction as a stable alternative to shrinking remote work opportunities
  As remote work availability declines across many sectors, construction offers reliable, location-based work with long-term security.

• Define clear growth paths within the company
  Young employees need to see what their future looks like if they were to stay with your company, long-term. Invest in mentorship, leadership development, and transparent career progression plans.

Some potential young employees may not see construction as a viable career path. To attract the best of the youth, they need to see construction as a career opportunity. While this is not an easy issue to fix, it is becoming more and more relevant. Staying ahead of this issue is paramount to the strength and viability of your company’s futures.

If you have any questions related to this topic or any other insurance issue, please feel free to reach out to me directly at (619) 438-6900 or email me at ccraig@ranchomesa.com.

Insuring the Future: AI Tools for Modern Brokers

Rancho Mesa President David Garcia sits down with Erik Vandermaus, Executive Vice President with BrokerPRO, a data and insight company that’s transforming the insurance industry, to discuss how their technology is empowering brokers to streamline workflows, personalize client interactions, and stay competitive in a rapidly evolving market.

Dave Garcia: Hi everyone, you're listening to Rancho Mesa's Studio One podcast, where each week we break down complex insurance and safety topics to help your businesses thrive. I'm your host Dave Garcia, and today I'm joined by Erik Vandermaus. He's the Executive Vice President with BrokerPRO, and today we're going to discuss this platform and what's on the horizon with it. Erik, welcome to the show.

Erik Vandermaus: Thanks so much, Dave.

DG: So, Eric, let's just jump right into this thing. What led you and your team to start BrokerPRO?

EV: Well, I really appreciate the opportunity here. And it all started with our president, Nezih Hasanoglu's vision back in 2023 to create an insight and automation company that would do just that, bring solutions to brokers that would more effectively harness, leverage, and monetize their data and then share that high quality trusted data with other like-minded brokers to create a national benchmark across P&C, EB, and other areas.

So Nezih is our president of BrokerPRO and then I lead our data product development efforts. And about two years ago, two and a half years ago, I was a managing director at Accenture, which is a global tech consulting firm, and I was creating those same data analytics, digital and CRM solutions for my clients in the insurance industry.

DG: Okay.

EV: And so now I get to bring those same technologies to the broker space.

DG: Awesome.

EV: Yeah, it's been such a blast to work with Nez and others in the space. And the key for me has really been the ability to make an impact and deliver value to those at the trading desk. Those that are producing and need an edge to increase their win rates, go up market, and free up time so they can spend more of it with their clients.

DG: So in working with Nez and looking around and doing your research, what were some of the biggest frustrations or inefficiencies you saw brokers facing in the insurance marketplace today and how do you think BrokerPRO’s going to be solving some of them?

EV: Yeah, great question. BrokerPRO is a data and insight company. And our mission is to digitally enhance the client experience by harnessing and leveraging data for value at the trading desk. And so we start with a phrase by brokers for brokers, meaning that it's in our DNA, our funding, our leadership is from the broker space. And why does that give us an edge? It means we're close to the problems because we see them when we walk down the hall and see someone spending hours creating a benefit guide, or see someone using other generative apps that really aren't tuned to the specific task and are inherently just not going to be as accurate as some of our solutions are. And so what we see for biggest frustrations, inefficiencies at the trading desk, there's so much unnecessary times moving things around, taking data from here to there, spending 10 hours creating a benefit guide, as I mentioned, or comparing two policies or a quote to a policy, or spreadsheeting information. It's time that could be freed up. And so this is why we created one of our products called GenPro, which I'll talk more about.

And second, brokers can no longer rely solely on the strength of their relationship with a prospect or client to win and keep their business. Yes, relationship will always be critical, but not sufficient. And that's really because of the buyer of today. And, you know, that new CFO, that's 35 years old, they went through college during the 2008 financial crisis. And they were trying to find their first job around that time. And that has significantly shifted how brokers need to approach them, more towards a strategic risk-aware partnership mindset. And they value resilience, data-driven insights, and long-term value. And so that's how we need to meet them, where they're at. And that's what BrokerPRO is doing.

EV: So you mentioned a lot of things there. And your customers will be brokers like Rancho Mesa, and other agencies across the country. And then we'll be able to deliver these benefits to our customers and clients and hopefully talk to prospects about the benefits of things as well. So is there, is that, do you have any success stories that I know, you know, what's the genesis of BrokerPRO? How long has it been out in the marketplace? And then maybe you can share a couple of success stories with us today.

EV: Yeah, we just started with our marketing efforts this year and we have six brokers on platform now and we're growing. And back to that CFO, they want a national benchmark and that trading desk wants efficiency. That's what BrokerPRO is solving for. And so I'll give you some numbers, success stories: 31, 106, and 20.

First, riffing off that national benchmark comment, producers that use BrokerPRO's data products see new business win rates 31% higher than those that don't.

What's more, producers that use our data products see their average win amount 106% higher than their peers. And that's because they're using data products within the pro suite benchmark, national benchmarking for P&C as well.

And a producer recently who was doing a P&C renewal, client wanted to change carriers. They weren't happy with the carrier from a work comp. claims perspective. But the producer was able to bring this trusted national benchmarking to show that their rate is lower than their peer. They argued that they shouldn't go to market and that the client immediately agreed. So again, back to that CFO, they want to see data to back up the recommendation.

Even more, brokers need to free up time. And so 20 comes from freeing up 20% of time at the trading desk when our generative AI GenPro is used. Users are saying that it's saving them on average an hour and a half per day. And that adds up over a week, that's 20% of your time for the week.

DG: So I know we're going to discuss some of the products specifically here in a second Erik, but I'm curious you've mentioned a lot about the producers and the impact to them. Do you see this as a tool that the client management staff will use as well? Maybe you can share a little bit about how they're using this in their day to day. I'm sure it's saving them time too.

EV: I love it. Yeah, absolutely. Yes, 100%. So GenPro, our generative AI app is tuned for the work that a client manager is doing all day long. And that's where we see the greatest use. And that that's where we see that hour and a half savings per day.

For an example, I was I was on with one of our subscribers. And the client manager was talking about a benefit guide accuracy check she was doing and she put it through GenPro and she found another claim in the template because the template is often reused. It happens and her manual check wouldn't find it but GenPro found it. Saved her a lot headache.

DG: Oh for sure. Yeah that's great. You mentioned GenPro. What else is contained in the BrokerPRO model?

EV: Yeah we talk about our pro suite starts with GenPro. That's private, secure, generative AI. It's tuned to perform like an insurance broker's assistant, and it's been configured to be accurate. So unlike Copilot or other Gen AI apps, we've turned its creative abilities all the way down. It is focused on accuracy and to sit alongside you, and that's what's driving the time savings. It's so fun to hear the users when they get into it, “It saved me 10 hours here. This is what I was doing.”

So, really fun and exciting to see what they're doing with it.

DG: Erik, you'll quickly recognize I am not a tech leader like you are. So, let me ask a couple of questions at my level of tech understanding. When we talk about GenPro, I'm concerned that you always hear, at least that I hear, is that somehow we're going to let information out of our office, out into wherever that goes, making it accessible to other types of AI products, can GenPro go out of the system to seek information, other than agency information?

EV: Great questions. The answer to the first question, no, it cannot leak data out because we take a copy of the large language model. And so whenever you're interacting with it, it's using a copy that it's talking to.

DG: I see.

EV: So that public model is never able to see anything you upload to it. So that's a really important piece. Users also have self-contained security. They can only see their own documents, et cetera. We don't want it to go out and find data externally. I will caveat that to say, though, although we are and we do have the ability to ask or have GenPro look at files coming from the AMS. So for example, one subscriber has over four million files that they've downloaded from Epic and GenPro is able to look at those and use those, but it's all contained, self-contained within that subscriber.

DG: Okay, so many of us—Epic for the audience is an agency management system that many agencies probably the 75% probably of the agencies in the United States use Epic. So what we're saying then, Erik, is that GenPro and Epic can communicate with one another? So the information that's in Epic is accessible to GenPro?

EV: Correct, it is.

DG: Okay. I'll tell you, as the agency owner here out in Southern California, that is one of our biggest needs is to, we've got these sources of data, whether it's in our agency management systems, on Excel sheets or wherever and finding some kind of a product that can talk with each of those and extract data from it and then put it into some usable, readable tool is huge.

EV: Yeah, so exactly.

DG: And maybe that kind of leads to my next question. How does BrokerPRO kind of stand apart from all these other insure-tech products? I get an email a day, you know, from the next greatest, you know, insure tech product. How does BrokerPRO stand apart from all of those?

EV: Indeed, there's so many options out there and brokers are spending so many hours just evaluating solutions and weeding through it. Here's BrokerPRO's superpower that cuts through all that. We're by brokers for brokers. By brokers for brokers. We were born from a top 50 broker here, M3 insurance. That gives us a tremendous edge over other insure-techs by being close to the problems that brokers face.

That said, we're also independent and we operate separate from the parent. And so we've solved the national benchmark data problem with high quality trusted data and efficiency with GenPro. And now if you start to put those two together, high quality national benchmarking with Generative AI, if you start to mix and match those tools, which you can do on BrokerPRO, that becomes a competitive edge over these other insure-techs that only do one or two or three things separately. We can mix and match those together.

DG: So Erik, as you grow this membership, I think you mentioned currently have six or seven agencies that are now BrokerPRO subscribers. Is there any abilities to use the data within that group as a benchmarking tool for all the members without obviously being account specific or something like that?

EV: Absolutely that's the beauty of our benchmark pro products both for P&C and employee benefits and that's the beauty of the BrokerPRO platform because we're able to share data with like-minded firms. And we de-identify, we anonymize that data so you can't see the actual name of that client, but you can benefit as a broker by calling up what that national benchmark looks like when you are competing for business and you want that broader perspective.

DG: Yeah, that's a big help for agencies like ourselves. As I mentioned, we're in Southern California is where our corporate offices are, but we do business in 22 different states, and you roll into a state that you're not familiar with, you've got an opportunity there, you really don't know the marketplace, what carriers are really active there, and what are not. So it sounds like this tool would be a big asset for us to say, “Hey, we're looking at a plumbing contractor in Missouri, can you give us an idea of which carriers are being active in that marketing space?”

EV: Yeah, and you can trust it because you know where that data came from. You know that that peer firms that aren't competitors with each other, but we're sharing data in order to help each other win against the national firms that just have national benchmarks just based on their size.

DG: Yeah, so, you know, I'm going to be selfish here for a second because this next question probably Fits myself and our agency, you know spot-on but give me a piece of advice that you give to other brokerage agency leaders like myself who are working on their AI strategy within their own firm. Most of us do not have somebody like Erik that we can just say, "Hey, Erik, can you look into this for us?"

What advice can you give me or give us all?

EV: Yeah, absolutely. So if you're evaluating insure-tech and AI, which most of us are, you're in this endless loop of analysis. There's just so many options. So I encourage you to prioritize the platforms that are scalable enough on the number of use cases they can solve for you versus having to evaluate and buy a separate solution for every use case problem you face. And that is one of the major benefits of BrokerPRO because we've got close to the problems, and we're able to see across those areas, P&C and EB then mix benchmarking with AI together. If you focus on those things, that will really accelerate your time to value in your shop, and selfishly, it will also lead you to BrokerPRO.

DG: Yeah, right, sure. Well, you know, I think, you know, I've had a few conversations about this, so you enlighten me to a lot, and I like the idea of kind of reverse engineering the needs basis, like what's the outcomes? What's the output we're looking for? And then is that something BrokerPRO can do? And if so, how does that works?

So--versus, and we've already sat through a number of different meetings with different other vendors and it's overwhelming, you know, they can all do everything, most of it we don't need and you get confused. And then, you know, I don't know if this is a real term when I made up, but I feel like there's AI stacking, you know, where you start laying product on top of product on top of product, and you don't know which one's doing what the best. So, sounds like BrokerPRO’s, I like the idea that it's reverse engineered from the broker standpoint. You know, it's written by our needs, and that's a consensus of needs. And then with the growing group of members, there's probably going to be new needs that are going to apply to all of us to help us. So that makes a lot of sense. So Erik, before we wind down, where's BrokerPRO going next? What are you guys working on? Give us a little tip.

EV: So, you know, even if your agency is growing 10 to 15 percent a year, there's likely friction points all over your agency, slowing you down from even that next level of growth. So think about all of those friction points. One of those that we've heard from our subscribers is benefit guide creation. We all know that it takes so long to create those things, and one client may have 10 different files that a client manager, someone at the desk, needs to look at to create one of those benefit guides. And so, how can you take that 10 hours of manual creation and use AI to bring that down to let's say an hour? We're solving that problem. We're actively in development on that. I can't wait to bring out to our subscribers to show them what we can do.

DG: So a little tease there, a little something coming. Stay tuned for the first episode of next season, sounds like. That's awesome. Anything else in the pipeline that you can mention or feel comfortable mentioning?

EV: Yes, there's so much on our roadmap and so many things that we're working on, but it's really important for us to prioritize based on what our subscribers are asking for. That is one of them, but there's a couple others that are on the burners right now.

DG: Okay, great. Well, listen, Erik, I've really enjoyed the time today. It's been super informative. We're looking forward to you and I and our companies having further discussions for sure, but if listeners that are out there are curious to learn more or to get started with you, what's their best first step? How can they reach out to you?

EV: Yep, go to brokerproai.com, and there's a way to request an invitation, and we would love to talk with you.

DG: Okay, that's is there before we end is there anything else you'd like to talk about or mention before we wrap up today?

EV: It's just, it's been an honor to be able to talk with you and to get this opportunity and we know that now being by brokers for brokers we're talking to those that are in the same boat they're looking for these solutions and it's tough it's tough to read through it so let us show you how we're different and how we're close to the problems that you need to solve.

DG: Great Erik, thanks so much for joining me today in StudioOne. I appreciate it.

EV: Thank you.

DG: And everyone out there, thanks for tuning in to our latest episode produced by StudioOne. If you enjoyed what you heard, please share this episode and consider subscribing. For more insights like this, visit us at RanchoMesa.com and subscribe to our weekly newsletter. Till next time, take care, bye-bye.

New AI Regulations for California Employers

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

On October 1, 2025 California employers with five or more employees will be required to follow new Artificial Intelligence (AI) regulations.

The amended regulations address the use of automated-decision systems (ADSs) in employee or prospective-hire evaluations, applying existing antidiscrimination laws to new AI technologies.

 Automated-Decision Systems

Employers will be required to comply with the state’s existing antidiscrimination laws when using an ADS. For work-related purposes, an ADS is defined as any computational process that makes or supports employment decision-making, including hiring, promotion, or termination. An ADS may use artificial intelligence, algorithms, or other types of data processing to: 

• Screen, evaluate, or make predictive assessments about applicants or employees, including their skills, abilities, personality or cultural fit.

• Share job advertisements or recruiting materials to certain groups.

• Screen resumes for key terms.

• Analyze observable traits from online interviews, including facial expressions, word choice, or tone of voice.

• Analyze third party data.

Accommodations

Improper use of ADS can lead to discrimination based on disability or religious creed. Individuals with disabilities could be placed at an unfair disadvantage if an ADS evaluates physical abilities or cognitive traits. An applicant’s or employee’s religious beliefs or practice could also conflict with the screening process used by an ADS. Employers should consider whether reasonable accommodations are required in either case before making a decision based on an ADS.

Recordkeeping

Data collected from an automated-decision system must be retained by employers for four years from the date the record was created or the date of the action taken as a result of the ADS, whichever is later.

To ensure your business is compliant with the new regulations, there are a few steps you can take.

1. Retain ADS data for at least four years.

2. Ensure HR and managers are aware of what accommodations for a disability or religious beliefs might be required, when using an ADS in employment decisions.

Resources for staying up-to-date with state and federal laws can be accessed through Rancho Mesa’s RM365 HRAdvantage™ portal. Rancho Mesa’s HR experts are also available for clients to answer specific questions about the new regulations and how they could impact your business through the HR portal.

Maintaining Strong Banking Relationships Supports Surety Bonding Capacity

Author, Josh Hill, Account Executive, Rancho Mesa Insurance Services, Inc.

Having a good relationship with your bank can pay dividends for your business when obtaining bonds from your surety. Managing that line of credit appropriately can be a resource of available working capital which surety carriers likes to see, but when it is not utilized as expected by your bank, it could become a substantial detriment to your operations and ability to secure bonds.

Many established businesses are well versed in what their bank expects from them and what they need to provide in order to keep their line of credit in place, which surety companies like to see. However, many smaller companies who have been in business only a handful of years have not necessarily thought about what they need to do to keep their line of credit in good standing and renewable for the foreseeable future.

Not keeping a line of credit in good standing often happens when banks are focused upstream on middle market companies where their seasoned bankers are dedicated to that space. Newer companies or smaller revenue businesses (i.e., $10MM or less) are often serviced by less experienced bankers that may not coach their clients on bank expectations as outlined in their loan documents to keep that line of credit in good standing.

A common pitfall I have noticed among less experienced bankers in my previous 18-year career as a commercial loan officer was that smaller businesses often did not understand that their revolving line of credit needs to actually, revolve. The line is designed to support short term working capital but when your business is in growth mode, that will deplete working capital and often the line of credit gets utilized to help alleviate cash constraints.

The problem, the line of credit gets maxed out and it stays there becoming, permanent working capital. If this occurs, when the line of credit comes up for renewal, banks will typically look at two solutions; the first is to term out balance on the line of credit over a 3 or 4-year period creating a hefty P&I payment to retire the debt in full; or, if the company is lacking collateral and/or cash flow, they may decide to turn the client over to their special assets division where they will work out a less favorable repayment plan possibly looking at the assets of the business owner(s) for repayment.

No one wants to find themselves in a situation where they need to worry about their ability to obtain bonds from their surety. That is why it is important to have a dedicated banker who understands your business and proactively communicates bank expectations so that as a business owner, you can renew that line of credit at each maturity date. This keeps the surety happy and it will keep you, as a business owner, focused on your business and not a potential workout with your bank. 

If you are a business owner who feels they could benefit from a good relationship banker or has questions about how to build your bonding program, I can be reached at jhill@ranchomesa.com or (619) 798-2819.

Doubling Down on Safety in California’s Janitorial Industry

Author, Jeremy Hoolihan, Partner, Rancho Mesa Insurance Services, Inc.

For those that run janitorial businesses in California, you have probably heard the news that workers’ compensation rates are on the rise. Insurance Commissioner Lara recently approved a recommended rate increase of 8.7% on average across all classification codes effective September 1st 2025.  For the janitorial industry specifically, the pure premium increase was 11%. These increases will result in higher costs for employers across the board.

In the janitorial industry, where the work is physically demanding and full of potential hazards, these rate increases hit especially hard. But the good news is, with a strong focus on workplace safety, you can help keep your claims down and your premiums more manageable.

The Most Common Claims

The janitorial industry has a unique set of risks that contribute to its workers’ compensation claims, including:

• Slips, Trips, and Falls: Wet floors, cluttered hallways, and stairs can lead to sprains, fractures, and plenty of lost days.

• Lifting and Overexertion: Heavy and improper lifting can cause painful back, shoulder, or knee injuries.

• Repetitive Motion Injuries: Tasks such as mopping, vacuuming, or scrubbing can result in repetitive strain injuries over time. Common injuries include carpal tunnel syndrome, tendonitis, and chronic back pain.

• Chemical Exposure: Regular use of cleaning agents like bleach, ammonia, and disinfectants can lead to rashes, eye irritation, or respiratory issues if workers are not properly protected.

• Cuts and Punctures: Broken glass and sharp edges can cause injuries. While often less severe, these incidents occur frequently and can result in infections.

 The Most Severe Claims

Some injuries may be less frequent but carry a much higher price tag. For example:

• Fall From Heights: Janitors who use ladders are at a higher risk of serious injuries such as fractures, head trauma, or spinal damage.

• Severe Back Injuries: Herniated discs or spinal injuries can sideline an employee for months or even end their career.

• Severe Chemical Exposure: Accidents with strong cleaning agents can cause permanent lung or eye damage.

These types of injuries not only impact your employee’s health, they also drive up insurance costs and are a big factor in the rate increases we are seeing.

Mitigating Common and Severe Claims

Maintaining a safe workplace is not just about compliance, it is also a financial strategy. Fewer claims and losses over time will help you control your premiums even in a rising rate environment.

A few key risk mitigation strategies include:

• Prevent Slips and Falls: Place “wet floor” signs immediately when mopping. Use slip resistant shoes and ensure adequate floor mats are in place.

• Teach Smart Lifting: Provide training on proper body mechanics and lifting methods.  Use carts or dollies instead of manual lifting whenever possible. Encourage team lifting for heavy or bulky objects.

• Reduce Repetitive Strain: Rotate tasks to reduce strains. Provide ergonomic tools such as lightweight mops, backpack vacuums, and adjustable handles.

• Protect Against Chemicals: Train employees on safe handling, storage, and mixing of cleaning agents. Make PPE (i.e., gloves, safety glasses, and masks) non-negotiable. And maintain clear Safety Data Sheets (SDS) for all products.

• Stay Sharp About Sharps: Provide puncture resistant gloves and safe disposal containers for broken glass or needles. Also train employees on safe handling procedures.

Develop a workplace safety program. Rancho Mesa’s SafetyOne™ platform is designed to administer an effective workplace safety program to ensure employees are getting the proper safety training, identifying hazards before an incident occurs, and investigating incidents to ensure they don’t happen in the future.

Final Takeaway

The reality is that workers’ compensation rates are firming in California. Your employees are your most valuable assets. By paying close attention to the most common risks and putting preventive measures in place, you will not only keep those employees safe but will also help minimize your frequency and severity of claims. The result will be fewer disruptions, lower expenses, and a more efficient business. 

Dealing with Employees Who Post Slanderous Videos Online

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

With today’s widespread use of social media, false or damaging claims from a current or former employee can pose serious risks to a company’s reputation. Slanderous online content can include text, videos, or images posted to social media platforms or blog sites that falsely accuse an employer of actions that can damage an individual’s reputation or the reputation of a company.

If a current or former employee is posting slanderous content online about you or your business, there are steps that you can take to prevent damages to your company’s reputation, including documenting evidence, reporting the posts, and seeking legal advice if necessary.

Company Policies

A good way to prevent a current employee from posting content online that could harm your business is to make sure your company has well-established social media use policies. This policy can provide guidance on conduct and define what content is acceptable for employees to share online. A sample social media policy is available through Rancho Mesa’s RM365 HRAdvantage™ portal.

Collect Evidence

If a current or former employee does post content online that you believe to be defamatory, screenshot or screen-record the posts or videos. Take note of the dates and times when they were shared. Having your own record of the slanderous content is important, because if the person making the posts decides to delete them, it will be difficult to recover evidence of the defamation.

You will also need to prove both that the statements made about you or your business were defamatory, and that you or your business suffered real damages as a result of the posts—in the form of financial loss or reputational damages.

Report Defamatory Content to the Host Platform

While social media companies and their sites cannot be held responsible for what users share on their platforms, most social media sites have policies prohibiting harassment and defamation, as well as a reporting process you can use to remove defamatory content. Report the posts directly to the platform where they were published using the platform’s reporting feature.

Seek Legal Advice

Consulting an attorney who specializes in defamation or employment law can help you build a case and prove damages.

If you are unsure about possible next-steps, you can also reach out to an HR expert through Rancho Mesa’s RM365 HRAdvantage™ portal.

Consult Your Insurance Advisor

If you suspect your business has suffered harm as a result of a current or former posting slanderous content online, it may be covered under your general liability policy for personal and advertising injury coverage. Reach out to your insurance advisor to confirm whether or not it is covered.

Success Soars with SafetyOne™: Improve Workplace Safety and Lower Costs

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

In today’s complex insurance environment, workplace safety is not just a regulatory requirement, it’s a necessary strategy to keep employees safe and costs low.

Rancho Mesa’s SafetyOne™ platform is transforming how businesses train their employees, providing access to proactive risk management tools that can improve compliance, reduce incidents, and lower expenses.

In a recent analysis of client data, Rancho Mesa found that clients who are frequent SafetyOne users see, on average, significant decreases in their X-MOD, incident frequency rate, and indemnity rate.

For clients who were shown to be active users of Toolbox Talks over a three-year period:

• Average X-MOD has decreased by 14%

• Average Frequency Rate Percent has decreased by 27%

• Average Indemnity Rate Percent has decreased by 4%

These impressive results can be attributed in-part to a consistent emphasis on workplace safety, strengthened by the tools that Rancho Mesa provides to our clients.

Toolbox talks are an excellent resource to ensure your team is equipped to handle all jobsite responsibilities safely and respond to unsafe situations. They can be used as weekly safety trainings or to correct unsafe actions observed on a jobsite.

Rancho Mesa’s vast library of toolbox talks includes general industry trainings as well as industry-specific content for landscapers, tree care companies, and company drivers.

Subscribe to receive Rancho Mesa’s weekly toolbox talk emails for your industry.

Navigating the Hard Market in Tree Care Insurance: What Business Owners Need to Know

Author, Rory Anderson, Partner, Account Executive, Rancho Mesa Insurance Services, Inc.

The tree care industry has always carried a unique set of risks, but in today’s insurance climate, business owners are facing challenges unlike anything they have seen before. What used to be a straightforward cost of doing business has evolved into one of the more complex and expensive aspects of running a company. Nearly every major coverage line is feeling rate pressure, stricter underwriting standards, and fewer carriers willing to take on the exposure.

This environment is what the industry calls a hard market. Knowing why this is happening and how it impacts your business is essential to navigating it successfully.

Auto: The Leading Cost Driver

Commercial auto has become the biggest pain point in insurance programs for tree care companies. Premiums are rising sharply due to:

• Vehicle costs - new trucks, parts, and repair expenses have jumped significantly

• Medical bills - post-accident treatment continues to escalate year after year

• Nuclear verdicts - jury awards in the millions, even for relatively routine accidents, have made insurers more cautious and aggressive with rate adjustments.

In response, many carriers are raising rates substantially and, in some cases, reducing coverage. For contractors that rely heavily on vehicles, this is creating major financial strain.

General Liability: The Long Tail of Claims

Tree care companies are also feeling pressure on general liability coverage. Carriers are dealing with:

• Rising medical costs for bodily injury claims

• Inflated property damage payouts as materials and labor costs climb

• Claims that appear years after work is completed. For example, if a company trims a tree and years later a storm brings it down, liability may still trace back to the original contractor.

These realities have not only led carriers to raise premiums, but also scrutinize operations more closely, sometimes declining to offer quotes on accounts they would have considered in the past.

Umbrella: Following the Trend

Because umbrella liability sits directly on top of auto and general liability policies, the pricing inevitably follows those trends. As underlying rates climb, umbrella coverage has become more expensive, and carriers are regularly reducing limits. This makes it difficult for companies to secure the higher levels of protection they need.

Workers’ Compensation: No Longer a Safe Haven

For years, workers’ compensation provided a soft landing spot in an otherwise tough market. That has changed.

The 2025 pure premium for class code 0106 (tree care) has increased 12% from $9.91 to $11.24. Pure premium is the baseline rate set by the state that reflects the expected cost of claims for a given class code, before carrier expenses, fees, and profit are added.

The primary drivers of this increase are rising medical costs, a surge in cumulative trauma claims, and higher wages which increase claim payouts since lost wages are a core part of workers’ compensation benefits.

Tree care companies that once relied on stable workers’ compensation programs are now seeing noticeable increases on this critical line of coverage.

Positioning Your Company for Success

While companies cannot control market cycles, they can influence how carriers view their risk. Strategies include:

• Strengthening safety programs - documented safety practices lower both claim frequency and severity.

• Prioritizing fleet management - clean driving records, ongoing training, and telematics can make your auto risk more attractive.

• Start early - the more lead time your broker has, the more leverage you will have with carriers.

• Choose a specialist - generalist brokers often miss industry nuances. A broker who understands tree care can align your program with carriers who know the risks.

The hard market is reshaping how insurance works for tree care companies. Rising rates and limited capacity are real challenges, but businesses that invest in safety, plan ahead, and partner with knowledgeable advisors can still secure strong and competitive programs. Now is the time to approach insurance with a proactive, not reactive, strategy.

For assistance navigating the hard market, contact me at randerson@ranchomesa.com or (619) 486-6437.

Using Rancho Mesa Resources for Return-to-Work Programs

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

Avoiding injuries on the job should be every employers goal but despite their best efforts, injuries can still happen. If an employee’s ability to work is limited for an extended amount of time, that employee could be at risk of leaving their job or dropping out of the labor force entirely. Return-to-work programs are essential in managing the impact of work-related injuries or illnesses, and to help your employees successfully reintegrate to the workplace.

In addition to reducing the number of weeks an employee is not performing their normal job duties, developing a return-to-work program can be a cost-saving tool for employers by lowering workers’ compensation costs and eliminating the need for a new or temporary hire. An effective return-to-work program will allow an injured employee to recover, while supporting continued productivity through modified duties.

Timely Reporting of On-the-Job Injuries

The first step of ensuring an employee can safely return to work after an injury is making certain the employee receives proper and timely medical treatment. When an injury or illness occurs on the job, having clear and up-to-date policies is a necessity.

A sample Injury and Accident Response and Reporting Policy is available on Rancho Mesa’s RM365 HRAdvantage™ portal.

You may also be required to log the injury or illness in your OSHA 300 and 301 logs. Recording of OSHA logs are also available within the RM365 HRAdvantage portal. Additional information regarding OSHA log requirements can be found on the Rancho Mesa website.

Returning to Work Safely

When an employee is ready to return to work, a Release and Return to Work Acknowledgement letter should be provided to the returning employee that outlines their modified duties and accommodations. A template is available through the RM365 HRAdvantage portal.

An employee may be required to perform modified or reduced duties while preparing to return to their normal job. It is up to the employer to decide what tasks to assign an employee. Temporarily working for a non-profit organization, or completing online safety training can be used as a task or transitional step towards getting the employee back to their normal job duties.

Rancho Mesa provides two extensive libraries of safety and professional development trainings that can be useful in a return-to-work program. These safety trainings can be accessed through the SafetyOne platform, while the professional development trainings are located in the RM365 HRAdvantage portal.

For questions regarding Rancho Mesa’s resources for return-to-work programs, contact your Client Technology team member.

Protecting the Organization and Employees When Offering Retirement Plans

Author, Sam Brown, Vice President, Human Services Group, Rancho Mesa Insurance Services, Inc.

In this competitive labor market, employers may offer ERISA (Employee Retirement Income Security Act of 1974) compliant retirement plans to draw and retain a talented workforce. It makes sense; data shows that retirement benefits reduce turnover, build employee trust, and offer predictable retirement savings.

Exposure to Liability

While an ERISA plan offers many benefits to an organization, savvy leaders understand U.S. labor code exposes employers to significant liabilities. This liability is due to the strict fiduciary duties the law requires of plan sponsors and fiduciaries. Under ERISA, a plan fiduciary is any person:

1. Exercising discretionary control or authority over plan management or administration,

2. Exercising any authority or control over the management or disposition of plan assets,

3. Rendering investment advice for a fee or other compensation.

According to the U.S. Department of Labor (DOL), within a leadership framework, fiduciaries may include plan trustees, plan administrators, members of an investment committee, investment managers, and corporate officers with plan oversight.

In addition, fiduciaries who do not follow established principles of conduct may be personally liable to restore any losses to the plan following a breach of fiduciary duty.

A complaint of a breach of fiduciary duty may allege imprudent investment choices, excessive fees, lack of investment diversity, poorly selected service providers, or failure to follow plan documents.

Addressing Exposures

Critical to the ERISA plan discussion is securing insurance to protect the organization, plan assets, and individual fiduciaries in the event of a claim or lawsuit from plan participants. An employer can accomplish this with two lines of insurance coverage.

To protect the ERISA plan’s assets and employee investments, crime insurance policies typically offer ERISA fidelity coverage. This will pay the insured for direct loss of money and securities belonging to an employee benefit plan caused by theft or forgery committed by a fiduciary. Minimum required limits are generally 10% of the plan assets with a $500,000 maximum. Limits can exceed $500,000 with underwriting approval. Additional information on ERISA bonds can be found on the DOL website.  

To protect the organization and individual fiduciaries against actual or alleged breach of responsibilities, employers would be wise to secure fiduciary liability insurance coverage. In the event of a claim, lawsuit, or government investigation the policy will pay on behalf of the insured all costs of defense and damages up to the limit of liability. It is important to remember the policy will not protect against intentional wrongdoing and does not cover claims against outside service providers.

As employers strive to attract and retain talent, ERISA plans may give organizational leadership a competitive edge in a tight labor market. In doing so, employers should understand and address exposures to liability. An experienced insurance professional will offer guidance and education when seeking the proper protections.

Please contact me at sbrown@ranchomesa.com to discuss these and other risk transfer solutions.

Training Your Team for Safer Driving This Fall

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

Summer break is coming to a close and as students return to the classroom, drivers can expect an influx of cars on the road.

Whether you’re dropping the kids off at school or operating a commercial vehicle, busier commutes mean more risk. Safe driving should always be a priority, but with more people rushing to their destinations, this is a time to be extra vigilant behind the wheel. Drivers will likely encounter more school busses, cyclists, pedestrians, and teenage drivers still getting the hang of operating a vehicle than in the summer months, which can pose additional hazards.

Unsafe driving practices can lead to property damage, injury, or even death. The National Highway Traffic Safety Administration (NHTSA) reports the rate of fatal crashes and crashes which resulted in injury in 2023 peaked in the months of September and October. Plus, with auto rates on the rise, on-the-job accidents can cause premiums to skyrocket. And for employees, a history of auto accidents on your personal driving record can hinder your chances of being hired for roles that include driving as part of the job.

To keep drivers safe and insurance premiums low, employers should take time to train employees on safe driving practices and highlight potential hazards they might encounter on the road.

Rancho Mesa’s SafetyOne™ platform offers a variety of safety resources including online training courses and a library of 52 driver-specific toolbox talks, in both English and Spanish. These trainings can be used as weekly safety refreshers, or to help correct specific unsafe actions. If you want to address the increase in traffic during the fall months, Rancho Mesa recommends these toolbox talks:

• Awareness of Pedestrian and Vehicle Traffic for Company Drivers

• Avoiding Distracted Driving for Company Drivers

• Handling Aggressive Drivers for Company Drivers

• Managing Following Distance for Company Drivers

• Right-of-Way Rules for Company Drivers

• School Zone Awareness for Company Drivers

• Sharing the Road with Cyclists & Pedestrians for Company Drivers

• Understanding Blind Spots for Company Drivers

To receive weekly driver-specific toolbox talks directly to your inbox, subscribe to Rancho Mesa’s free weekly Driver Safety newsletter.

The History, Importance and Value of Surety Bond Requirements for Contractors

Author, Anne Wright, Surety Relationship Executive, Rancho Mesa Insurance Services, Inc.

Surety bonds, in the world of construction, guarantee that the obligations of the contract will be properly completed and all costs paid.

The concept of surety – which is a guarantee of one party for another party’s debts or obligations – literally goes back to ancient times. Whether the story you might find is a farmer in Mesopotamia in 2750 BC promising that another farmer will deliver on their obligation – or more recently (1600s) a guarantee that a ship would safely arrive at its cross-ocean destination with the goods promised – civilizations have long realized that an instrument of protection was important to ensure something was delivered as promised.

Here in the US, Congress passed the Heard Act in 1894 requiring surety bonds to guarantee completion of any projects funded with federal dollars. This was revisited and updated in 1935, under the Miller Act, which you may have heard of. Today’s federal requirements require a form of surety guarantee (i.e., corporate or individual surety bonds) for any construction projects over $150,000.

Individual public agencies (e.g., states, cities, universities, school districts, etc.) set their own guidelines for bonding thresholds. These have been referred to as “Little Miller Acts” for the local jurisdictions.

When it comes to private construction projects, it is not mandated by law but, rather, determined by an owner or often a lending institution whether they want a guarantee from the general contractor to the project owner. This serves as a form of insurance that guarantees job completion and payment of all associated costs, thereby ensuring the project is finished without any liens.

The surety process itself is a useful tool for owners, general contractors, and contractors needing bonds in order to be considered a good risk.  Which means they have proper processes in place to ensure a productive and, in the end, profitable project.

The processes that are typically needed for a contractor to get the best support, and often rate, from their surety relationship, all serve the contractor well in their overall business, too.

The process might be seen as a prequalification of a contractor’s ability to perform, but it also can set a contractor apart from competition who cannot claim to be bondable.

To some, the surety processes (e.g., producing trackable financial information, perhaps annual financials prepared by a CPA, getting a bank relationship in place for a line of credit, etc.) may seem to be an extra burden for some business owners, a benefit to the contractor is that it provides the business owner with certain accountability tools to make sure their jobs are managed properly, and accounted for properly, and allow them to see their businesses flourish. This is a tangible value to the contractor, and we, as surety professionals, appreciate being able to facilitate these processes and witness that success.

While you can see that the history of suretyship really started to protect the owner’s dollars at stake in the project, it has also served construction companies well to help them manage their business and related performance indicators.

To see how Rancho Mesa can assist with your surety needs, contact me at awright@ranchomesa.com or (619) 486-6570.