Compliance in business: What it is and why it matters
Presented by Chase for Business.
Quick insights
- Business compliance means adhering to the laws, regulations and standards relevant to your company’s operations.
- Common compliance areas include industry-specific rules (regarding patient information for healthcare or data privacy for e-commerce, for example), as well as general obligations like payroll and tax filings.
- Staying compliant often involves clear policies, continuous training and tools to help support adherence.
Navigating compliance rules and regulations may feel overwhelming, especially if you are a small business owner focused on growing your business and serving your customers. But grasping what compliance entails is often essential. It can help safeguard your business, protect your profit margins and foster trust with customers and partners.
This article outlines key business compliance concepts and practical steps you can take to help manage your obligations effectively.
What is business compliance and why is it important?
Business compliance is the process by which your company works to ensure it operates according to applicable laws, regulations and industry standards. This encompasses everything from submitting required annual documentation to following safety measures and data privacy protocols.
Compliance can be crucial to business success because it often acts as a financial shield. It may help minimize risks such as legal penalties, fines or reputational damage that could impact your growth.
Compliance is an ongoing journey. Laws and regulations can change, so you may want to consult with financial and legal professionals to help ensure that you’re up to date on compliance standards and guidelines for your business and industry.
What are the risks of noncompliance?
Neglecting your business compliance duties may expose your company to risks, including financial penalties, legal proceedings or even forced closure. Noncompliance also might tarnish your brand’s reputation and undermine the trust you have worked to build with your strategic partners and clients. It has the potential to disrupt your daily operations and strain relationships with the people counting on your responsible management.
Compliance isn’t just for business owners; it’s something that employees and contractors should be aware of as well. They can have a role to play when it comes to a company’s compliance, especially if they oversee operations or have roles that intersect with human resources, finances or customer data, to name a few.
Common aspects and types of compliance in business
Business compliance spans multiple areas depending on your industry and business model. However, there are a few common types of compliance that apply to many industries and organizations, including:
- Finance and banking: This may include complying with anti-money laundering laws, ensuring accurate financial reporting and utilizing secure merchant services to help protect customer data.
- Human resources and payroll: Following state wage laws, respecting employee rights, handling accurate tax withholdings and managing benefits as your team grows are common compliance activities.
- Online business: For businesses that operate online, securing consumer data, observing multi-state e-commerce tax legislation and adhering to digital advertising standards can apply to your business’ compliance.
- Healthcare compliance: Healthcare industries often need to consider protecting patient privacy, adhering to health and safety standards and maintaining proper licensure when doing activities and creating processes to support compliance.
- Construction and manufacturing: Compliance in these industries can include observing safety regulations, environmental compliance and local building codes.
Knowing the specific compliance requirements for your sector may help you prioritize your efforts and potentially avoid costly missteps.
Who is responsible for business compliance?
Compliance accountability varies by the size and structure of your business. In small or solo LLCs, the business owner typically manages these activities. As your business expands to include teams and contractors, you may need to delegate compliance tasks to specific roles, such as office managers or human resources professionals. Larger organizations often have a compliance officer who is responsible for monitoring compliance and ensuring the company as a whole meets compliance standards.
While external advisors like accountants or legal experts can provide valuable support, internal responsibility is often key. Clear communication about your policies can empower those involved to understand their role in protecting the business.
How to implement and improve business compliance
It can be helpful to begin with a thorough understanding of your specific obligations. To start, consider identifying relevant laws, regulations and standards that apply to your business on the local, state and federal levels. It may help to consult with legal and finance professionals if you’re unsure what compliance standards your company needs to uphold.
Next, it may be worthwhile to create written policies and procedures detailing how your business plans to meet these requirements. Training your employees on these policies also can strengthen your overall compliance practices.
To enhance your compliance efforts over time, consider focusing on these strategic areas:
- Leveraging financial tools: Use business banking platforms and document management systems to track filings, automate payroll tax withholdings and manage bookkeeping efficiently.
- Establishing clear policies: Develop straightforward guidelines that reflect your current compliance needs.
- Ongoing training: Deliver regular updates and resources to keep your team up to date on regulatory changes. Monitoring and audits: Conduct periodic compliance checks and address any gaps in your processes.
Integrating compliance checks into your daily routines may help minimize financial risks and foster a culture of accountability.
Frequently asked questions
What is business compliance?
Business compliance refers to a company adhering to applicable laws, regulations and industry standards. This can include city, state and federal guidelines.
What can happen if my business is not compliant?
Failing to keep a business compliant could result in financial penalties, reputational damage and legal issues. If a compliance failure involves fraud, environmental violations, severe safety negligence or financial crimes, both the involved corporation and its responsible individuals can face criminal charges, heavy fines and incarceration.
Following compliance guidelines may help businesses avoid costly missteps and protect their profit margins.
Who manages compliance in a small business?
In a sole proprietorship, a business owner typically manages these activities. But as a business grows, it may be necessary to delegate tasks to other employees, such as human resources professionals. Maintaining and socializing written policies can help ensure employees understand their role in protecting the business.
How can I improve my company's compliance practices?
You might consider starting by identifying the specific local, state and federal regulations that apply to your industry. It can be helpful to consult with legal and finance professionals to identify your compliance obligations. From there, leveraging financial tools, creating clear policies and providing ongoing training can help streamline your compliance efforts.
