Common Mistakes When Using PPE

Personal protective equipment (PPE) is essential for minimizing residual risks in the workplace. But PPE only works if it is appropriate for the risk, worn correctly, and demonstrably well-maintained. In practice, this is often where things go wrong. The result: a false sense of security, unnecessary exposure, and incidents that could easily have been prevented.

In this article, you’ll find the most common mistakes in PPE use, why they occur so frequently, and, most importantly, what practical measures you—as an employer, safety specialist, or supervisor—can take to demonstrably improve compliance and protection. We’ll focus on the Dutch context, covering the Risk Inventory and Evaluation (RI&E), the occupational hygiene strategy, and the obligations regarding information, supervision, and maintenance under the Working Conditions Act and the Working Conditions Decree. 

Why PPE Often Doesn’t Work Properly in Practice

There are several reasons why PPE does not work effectively in the workplace or during routine tasks. These are the most common:

1. PPE is the final line of defense in the occupational hygiene strategy

A classic cause of errors is that PPE is used as the first line of defense, when in fact it is the last line of defense. According to the occupational hygiene strategy, risks should preferably be addressed at the source, followed by technical or organizational measures, and only then by PPE. If a risk can actually be mitigated collectively (for example, through dust extraction, guards on moving parts, or noise reduction at the machine), but people rely primarily on PPE, the underlying risk remains high. In such cases, PPE merely reduces the harm—and only as long as it is used correctly.

To properly ensure compliance with this policy, refer in your own procedures to the Working Conditions Act and the Working Conditions Decree, and specify that the selection of PPE should only follow after source-based and collective measures, as recommended by the Dutch Labor Inspectorate.

2. Human behavior, routine, and the normalization of deviations

When work processes are repeated daily, habituation sets in. If “things always go well,” the norm shifts. Minor deviations become the norm: going without glasses for a moment, wearing hearing protection only halfway, taking off gloves “just to feel it,” or wearing a mask on the chin during meetings. This normalization of deviations is insidious because it only becomes apparent when something goes wrong. An effective PPE policy therefore requires not only resources but also behavioral changes: clear rules, exemplary behavior from managers, and consistent feedback.

3. Time pressure, comfort, and practicality

PPE that fits poorly, feels hot, fogs up, or restricts freedom of movement is worn less often. Under time pressure, this tendency increases. That’s why comfort is not a luxury but a critical success factor. The best PPE is the PPE that is actually worn, as long as the protection is demonstrably appropriate for the risk. A good fit, correct sizing, and a realistic trial period with user feedback make all the difference here.

Mistake 1: Not wearing PPE or wearing it incorrectly

This is the most visible mistake and, at the same time, often a symptom of a deeper problem: unclear rules, insufficient supervision, or PPE selection that does not match the task. Incorrect wearing takes many forms: a loose helmet chin strap, safety glasses worn on the head, ear muffs not properly sealed due to a hat, a face mask with gaps around the beard, or a harness that isn’t properly adjusted.

What helps in practice:

• Make PPE requirements task- and zone-specific, with clear pictograms at the workplace.

• Use brief work instructions: what to wear, when to wear it, and how to check that it fits properly.

• Have supervisors actively coach employees on proper use, not just on the presence of PPE.

• Make it easy: PPE in the right place, in the right size, and immediately available.

Tip for demonstrating compliance: document checks (observations/inspection rounds). This aligns with the legal requirement that employers must ensure effective information and supervision. 

Mistake 2: Choosing the wrong PPE for the risk

PPE can be worn perfectly and still provide insufficient protection. This happens when the selection is not based on the risks and exposure. A standard dust mask when a P3 mask is actually required, gloves that aren’t chemically resistant to the substance being used, or hearing protection with attenuation that doesn’t match the noise level or frequencies: it looks safe, but it isn’t.

Here’s how to prevent this:

• Base PPE selection on the Risk Assessment and, where necessary, on measurements (noise, dust, vapors). 

• Determine which standards and performance requirements are necessary (e.g., type of eye protection, cut resistance level, respiratory protection class).

• Take preconditions into account: eyeglass wearers, facial hair, heat, combinations with other PPE, and communication.

• Involve users and the occupational safety officer early in the process to prevent incorrect assumptions.

CE Marking and the PPE Regulation: When purchasing, always verify that PPE complies with European PPE regulations (CE marking and proper documentation). 

Important: Respiratory protection requires extra attention. Not every mask fits every face, and a poor fit means immediate leakage. A well-informed choice is essential, especially when dealing with risks involving hazardous substances. 

Mistake 3: Combining PPE without checking compatibility

In practice, you rarely wear just one PPE item. Think of a helmet with hearing protection, safety goggles with a half-face mask, or a welding helmet with breathing apparatus. Compatibility is crucial in these situations. Safety glasses can compromise the seal of a face mask, ear muffs can leak around a helmet or the temples of glasses, and a face shield can clash with a helmet, preventing both from fitting properly.

Practical approach:

• Select PPE as a system: test combinations in the work environment, not just individually.

• Use fixed sets for each task or role, including clear procedures for issuance and replacement.

• Check the fit and seal of the combinations, especially for respiratory and hearing protection.

• Document approved combinations in the PPE policy and communicate them clearly.

For hearing protection, it is advisable to align your selection with Dutch guidelines regarding workplace noise.

Mistake 4: Lack of instruction, training, and supervision

PPE may seem simple, but proper use requires knowledge and practice. Without proper instruction, mistakes can occur, such as incorrectly adjusting a harness, improperly inserting earplugs, insufficient cleaning of reusable masks, or failing to recognize wear and tear.

A good approach consists of three parts:

• Information and instruction at the start: why, when, which PPE, and how to check that it fits properly.

• Repetition and practice: short toolbox meetings, practical demonstrations, and targeted refresher sessions following incidents or process changes.

• Supervision and feedback: correct errors immediately and constructively, and identify structural causes (comfort, availability, scheduling).

You can’t improve PPE compliance with just a poster. You improve it with a workable system in which people know what’s expected of them, and in which managers consistently support those expectations. This can also be expanded to include information and compliance expectations from the Labor Inspectorate.

Mistake 5: Poor maintenance, contamination, and replacement too late

PPE ages over time. Elastic straps lose their tension, filters become saturated, helmets can develop micro-cracks, visors can get scratched—reducing visibility—and gloves lose their grip or durability. Hygiene is also a factor: contaminated PPE is less likely to be worn and can even pose additional risks.

Make maintenance concrete:

• Establish a maintenance and inspection schedule for each type of PPE: daily by the user, periodically by a designated person.

• Use clear criteria: when is an item damaged, when should it be replaced, and how do you document this?

• Ensure proper storage: dry, clean, out of direct sunlight, and protected from chemicals or mechanical stress.

• For respiratory protection: define filter replacement intervals, storage in sealed packaging, and cleaning procedures for reusable parts.

Note: For fall protection equipment (harnesses, lanyards, fall arrest devices), specific inspection requirements often apply as specified by the manufacturer and standards. Include these in your periodic inspection schedule and ensure proper documentation.

Mistake 6: Underestimating comfort and fit

PPE that pinches, chafes, is too heavy, or hinders communication is worn less consistently. This is a key predictor of compliance, especially during prolonged tasks. Comfort is also part of safety: fogged-up goggles or ill-fitting gloves increase the risk of errors, tripping, or getting caught.

Here’s how to handle it professionally:

• Offer a range of sizes and options (different sizes, fits, narrow or wide models).

• Have employees test the equipment in real-world work situations, including heat, movement, and use in combination with other PPE.

• Make room for alternatives that offer equivalent protection if a model is demonstrably ineffective.

• Pay attention to specific groups: people who wear glasses, women, people with smaller or larger sizes, and employees with sensitive skin.

How to Prevent Errors in the Use of PPE: A Practical Step-by-Step Plan

If you want to resolve individual errors, you need a comprehensive approach. This step-by-step plan works in most organizations:

1. Clearly identify risks through a Risk Inventory and Evaluation (RI&E) and a task-specific risk analysis for specific work activities.

2. Implement source and collective controls wherever possible, and only then define the residual risks.

3. Select PPE based on performance, standards, CE requirements, and compatibility. Document the standard set for each task.

4. Organize distribution, sizing, and availability. PPE left in a van or at the wrong location will not be worn.

5. Provide targeted instructions and training, including checks for proper fit and correct use.

6. Make maintenance and replacement part of the process: inspections, record-keeping, and inventory management.

7. Monitor compliance through workplace inspections and brief observations. Use findings to address root causes.

Proper PPE use makes all the difference

Proper PPE use is not simply a matter of “making it mandatory.” It is the result of a well-coordinated process: properly assessing risks, selecting the right equipment, ensuring it fits and is available, and guaranteeing that people use it correctly. Organizations that manage this effectively not only see fewer incidents but also lower absenteeism, higher quality, and greater trust in the workplace.

A practical tip: make PPE part of the job preparation process. If a pre-task briefing routinely includes checking the correct PPE set, you’ll prevent PPE from becoming a last-minute afterthought.

When is PPE mandatory in the Netherlands?

PPE is mandatory as soon as risks cannot be sufficiently prevented through source-based or collective measures, and a residual risk remains that requires protection. Employers must then provide appropriate PPE and ensure proper instruction and supervision. 

Employees are required to use PPE according to instructions. However, without proper instructions and resources, compliance is difficult to enforce. That is why compliance always starts with good employment practices: proper selection, availability, and explanation.

Maintenance and Inspection of PPE

A maintenance schedule only works if it is feasible. Therefore, distinguish between:

• User inspection: a visual check before use, for example, for cracks, deformation, contamination, proper functioning of fasteners, and service life.

• Periodic inspection: scheduled, performed by a designated person, with documentation of findings and replacements.

• Incident-driven inspection: following a fall, impact, chemical exposure, or doubt about the condition of the equipment.

Ensure that employees know what “rejection” means. A helmet that has sustained an impact, a filter past its replacement date, or a visor with deep scratches should not be returned to the workplace.

PPE obligations for employers: what you need to have in place

A professional PPE policy must include, at a minimum:

• A justification based on the Risk Inventory and Evaluation (RI&E) and task-related risks, including residual risks 

• A PPE matrix per position or task: what is required, what specifications apply, and which approved combinations are permitted

• Issuance and sizing, including replacement rules and inventory.

• Instruction, training, and verifiable information, appropriate to the language level and nature of the work.

• Supervision and enforcement: clarity regarding rules and consistent enforcement.

• Maintenance, cleaning, and inspection with clearly defined responsibilities.

When you have this in order, you not only prevent errors but can also demonstrate that PPE policy is more than just a box of equipment: it is a controlled safety process.

Make your PPE policy more practical right away

• Would you like to have your PPE matrix or issuance process reviewed? Gather your Risk Inventory and Evaluation (RI&E), task lists, and current PPE sets, and schedule a brief internal review with the safety officer and supervisors.

• Action for this week: Conduct 10 brief PPE observations (per department/shift) and note not only “worn/not worn,” but especially the reason (fit, compatibility, availability, time pressure).

Need help?

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