rules established in Setting Standards in workplace
- 2. 5 1 4 2 3 Written Standard Written Standard Communication Communication Training Training Evaluate Evaluate Acknowledge Success & Acknowledge Success & Make Improvements Make Improvements 5-Steps to Managing Health & Safety 2
- 3. Evaluation - What does this mean? • Verifying that the company’s standards are still current and up-to-date to both: – Legislation and – Company business practices • 2. Verifying that what is actually being done in the workplace meets the standards and company rules established in Setting Standards • “Is the workplace doing what it said that it would do?” 3
- 4. • Assess implementation of your element • Assess what’s working & what’s not working –Identify “gaps” in your health & safety program • Address workplace culture issues i.e. employee participation, supervisor support, functional JHSC • Record review opportunity re: standards, communication & training • Review accident/incident/near miss • Recommend improvements to H&S Program Benefits of Evaluation 4
- 5. Evidence of Evaluation – ASK – REVIEW / ANALYZE – REPORT • = EVALUATION • Collection of Data – Consider What/Why, How, When, & Who – i.e. Administer a Quiz to 50 staff. • Review or Analyze the data collected – Consider Who, When & How? – i.e. Score the quiz & tabulate the overall results and identified gaps. • Reporting the Results – Consider to Who, When, How & Where? – i.e. Quiz results are discussed at JHSC and minutes posted. 5
- 6. • The results of the Evaluation indicates “Negative Results” – For this element, “the company is not doing what the Standard expects it to do” • Is this still Evaluation (Step 4)? YES! • Negative results (or less than positive results) provide for “Opportunities for Improvement”. • This is the importance of EVALUATION. Negative Results 6
- 7. • Write method of evaluation in Standard ( who, what, how, where & when) – Include benchmarks in your written standards. – Set a schedule Best Practices 7
- 8. • Use or Add-to existing methods for Evaluation: – Include on JHSC agenda to review elements - Recommend actions; Record in JHSC minutes & Post; – Review elements at Management Meetings - Address recommendations; Action plan to improve & Minute meetings; – Use monthly Workplace Inspections - Complete checklist; Action items; Action taken; post results. – Regular worker observations - Set schedule; Ask supervisors to keep log books/checklists; include in inspection; internal audit. Best Practices 8
- 9. • Document all forms of evaluation – incorporate into existing methods • Aim to complete Evaluation by year- end. – If not, must complete by March of following year (prior to spot checks starting). • But - MUST have written plan of “how” element will be evaluated and completed by March to put “Y” on Year-end Report Program Requirements for Evaluation (Step 4) 9
- 10. • Based on the results of your evaluation: • Recognize everyone who contributed to a successful health & safety program by meeting & surpassing company standards, for example: – Letter/memo from the president – Newsletter – Health & Safety awards or certificates – Public recognition (i.e. coffee & muffins for JOHSC and/or employees) – Performance Evaluations • Accept negative evaluation results as opportunities for improvement - develop an action plan Acknowledging Success & Making Improvements 10
- 11. Interview/Survey Employees 1. Determine your objectives 2. Address all elements simultaneously 3. Identify required amount of participation 4. Develop list of questions relating to elements and your objectives 5. Questions can either be asked verbally one-on-one with staff or by handouts (Modified worker could do interviews) 11
- 12. • Health & Safety Policy – Does your employer have a H&S program- how do you know? – In your opinion are they committed to your personal safety- if so, how do you know they mean what they say ( e.g. how is this demonstrated to you by the company)? – How are you held accountable for your & others safety? SAMPLE Interview/Survey Employees 12
- 13. • Determine your objectives • Address all elements simultaneously • Determine participation level 100% – (mandatory or voluntary) • Develop questions specific to objectives and elements • Questions?? quiz format, multiple choice, true/ false, fill in the blanks, etc. Employee Quiz 13
- 14. SAMPLE: Quiz Examples Is PPE checked regularly for wear or defects, and replaced immediately if necessary? Yes No Don’t know The hazard reporting procedures allows for immediate reporting and corrective action without waiting for the next round of regular inspections. Yes No Don’t know Is the Health & Safety Representative selected by the owner? Yes No Don’t know 14
- 15. • include all 5 elements in monthly inspection report/checklist • ensure JHSC/representative or supervisor understands • Ask questions of workers • Have JHSC review results and make recommendations • Ensure recommendations are recorded in JHSC minutes Scheduled Workplace/Site/Shop Inspections or Tour 15
- 16. • JHSC must be an active participant in the safety group initiatives since the start of year – Discuss at meetings/record in minutes • Provide JHSC all pertinent information: meeting minutes, inspection reports, injury statistics, supervisor’s comments, training records, etc • Discussion to identify areas of improvement for next year and areas of success Joint Health & Safety Committee 16
- 17. • Management & supervisors must be aware and involved in safety group initiatives during the year • Hold meetings ( quarterly updates) • Present to management team the progress of the 5 elements and necessary documentation • Discussion – Areas of improvement – Areas of success – Next years elements Management Review 17
- 18. • Measure organization against external standards – Workwell Core Audit or corporate audit, CSA, other guidelines • Use entire audit or use portions of audit that apply to your element selection Internal Audit 18
- 19. Internal Audit • Sample Guidelines from Workwell Core Audit: • Early & Safe Return to Work – Roles & responsibilities – Contact with injured worker – Medical monitoring and treatment – Provisions for modified work – Re-integration of the worker to regular work – Reporting requirements to WSIB • Action Required with Target Dates – policy required: including roles & responsibilities 19
- 20. • Decide who and what will be observed • Physically observe activity being done – lock-out/tag-out, Fork truck, Emergency Evacuation, Confined Space • Conducted by supervisor and/or JHSC or worker on modified duties • Provide immediate feedback to employee • Can be used in conjunction with annual performance reviews Observations 20
- 21. SAMPLE Observation Example Forklift Procedures Date:___________ Observers’ Name: _________________ Operator: __________________________ Pre-Operation Check General Operation: operating around personnel, reversing, parking load handling: pick-up, placement, stacking, re-stocking loading /unloading operational maintenance: refueling Immediate Feedback: Operator Comments: Recommendations: 21
- 22. • Identify in advance how and what will be evaluated • Excellent resource document for year-end documentation Checklist Format 22
- 23. RTW Self-Assessment Guide http://www.wsib.on.ca/wsib/wsibsite.nsf/LookupFiles/ DownloadableFileRTWSelf_AssessmentGuide/$File/RT WSelfAssessment.pdf RTW Self-Assessment Guide 23
- 24. • Opportunity to measure the impact of completed elements on the injury/incident rates in the workplace • Consider using: – a historical comparison against previous years – a comparison by locations or branches within business – a comparison to your rate group Injury/Incident Statistical Analysis 24
- 25. • Analyze key indicators in your workplace: – Lost-time injuries – No lost-time injuries – First Aid – Near misses – Property Damage – Duration of WSIB claims SAMPLE Injury/Incident Statistical Analysis 0 10 20 30 40 50 60 70 80 90 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr 2003 LTI's 2004 LTI's 2005 LTIS 25
- 26. • Corporate auditor, health & safety association, safety group member, health & safety professional ( ergo, hygienist) • Benefits – Address all elements at same time – Auditor will provide insight and recommend improvements Third Party 26
- 27. Maintenance- Years 2- 5 September 2010
- 28. 1. Written Standard 2. Communication 3. Training 4. Evaluate 5. Acknowledge success & Make improvements 5 Steps 28
- 29. • OHSA • Section 25(2)(h) and 27(2)(c) – take every precaution reasonable in the circumstances for the protection of a worker; • 25(2)(j) – prepare and review at least annually a written occupational health and safety policy and develop and maintain a program to implement that policy Why Maintain? 29
- 30. HCRFR- Section 9(2-4) • (2) once a year review the measures and procedures for the health and safety • (3) review more frequently than annually if, • (a) the employer, on the advice of the JHSC determines that review and revision is necessary; or • (b) there is a change that may affect the health and safety of a worker. • (4) The employer must develop, establish and provide training and educational programs for workers in consultation with the JHSC Why Maintain? 30
- 31. • Ensure you are still meeting legislative requirements and best practices • Ensure the program is achieving what you wanted • Ensure you are not creating other hazards Why Maintain? 31
- 32. • Annual Review of company Standards: – Base on evaluation, were there gaps? – Do the improvements need to be incorporated (new “rules”)? – Do standards meet current business process? – Do standards continue to meet legislations? – When will this be done? (several dates/times is easier) – Who will review the standards? Step 1 - Maintenance 32
- 33. • Recommend: – Date Standards – Use “issue / review (no changes) /revise (changes) dates” or an index page, or other suggestions? – Circulate policies & procedures for comment i.e. Management meetings, JHSC (document thru minutes & post); other suggestions? – Other ? How can we show Evidence…? 33
- 34. • Revisit communication: – if revise standard (“rules”) – need to communicate “new rules” to all staff – how are new / returning staff informed of past elements? – would staff benefit from ongoing or repeated communication? i.e. reminding staff on past heat stress standard during summer – Other ? Step 2 - Maintenance 34
- 35. • Recommend: – Include in Orientation training checklist – Include in employee handbook – Include in health & safety manual – Include in JHSC meetings & minutes (posted) – Include in safety talks, staff meetings, pay stuffers, newsletters, postings on H&S board – Other ? How can we show Evidence…? 35
- 36. • Review training: – Is additional training required? Have the “rules” changed? – Have new/returning/transferred staff been trained? – Do we have the required / appropriate number of trained personnel? – Has annual training been completed? – Is all training current (not expired)? Step 3 - Maintenance 36
- 37. How can we show Evidence…? • Recommend: – Include in safety talks, staff H&S meetings/training, one-on-one training, other? – Include in Orientation training checklists – Maintain a staff training matrix of all training and expiry dates – Post training certificates – Other ? 37
- 38. • Regular Evaluation of elements: – Are we doing what we said we would do…still? – Is it working for us? – What are the gaps? – Are changes needed? – Can we do something better? Step 4 - Maintenance 38
- 39. • Include on Workplace Inspection checklists -regular evaluation of past elements (x12) – Inspections are reviewed by JHSC – Recommendations made, post and note in JHSC Minutes • Use other internal/ third-party audits (i.e. ISO) • Regular observations of staff performing – (i.e. Body mechanics, lifts and transfers, PPE) by Supervisors, JHSC • Annual staff questionnaire, survey (part of Workplace Inspections?) • Others? How can we show Evidence…? 39
- 40. • Make improvements and acknowledge successes – based on evaluation and review of the first 3 steps make improvements where necessary and – acknowledge successes and employee’s contributions Step 5 - Maintenance 40
- 41. • Recommend: – Reports to / from Management – End of year newsletter, memo from leadership outlining specific improvements and successes – Recommendations from JHSC, noted in JHSC Minutes and posted for staff – Posted results from staff observations, questionnaire, survey etc. – End of year celebrations / gifts with link to elements (i.e. speech, agenda, minutes) – Others ? How can we show Evidence…? 41
- 42. Year-end Maintenance Report * Must be completed by Dec 31st Pg 1/2 Pg 1/2 42
- 43. • Visit the Focus Group for Maintenance or Evaluation if you want further guidance • Complete the Maintenance and/ or Evaluation form Activity 43
Editor's Notes
- #10: Use performance appraisals to acknowledge employees who contribute to successful prevention activities by meeting or surpassing company standards i.e.: following lockout procedures needs to be reviewed as part of performance appraisal personally thank staff(formally/informally written memo to staff can be sent by CEO, Owner, or JHSC if weak areas are identified, then improvements should be made This contributes to the continuous improvement of the health and safety program encourage participation from employees, JHSC, when reviewing standards for following year
- #11: Prepare: decide what and who to observe schedule the observation; in most cases inform the worker involved and explain the purpose review key facts; any follow-up from last evaluation, procedures and practices (you might want to take copies with you) Observe: stay out of the way; but make sure your in a position to see the “little things” minimize distractions; hold suggestions, discussion, and coaching until later focus your attention; observe what the person does in terms of proper procedures Discuss: give immediate feedback; thank the person for helping with the planned evaluation do any necessary on the spot corrections, feedback, and instructions Record: Maintain in the workplace a record of workers competency to operate a forklift. Write down today’s date, worker’s name, skill demonstrated, observers name, results of evaluation - Step 5
- #12: More example questions
- #14: These are a few examples of questions that can be used on surveys. Ask the group if they have used this method, How did it work? Did they learn anything? What are some examples of questions they have used?
- #15: Prepare good method of evaluation for firms who have been consistently inspecting workplace and job-sites if firms currently use an inspection checklist prepared by an outside resource such as CSAO’s checklist, then firms can convert the checklist to a Word document and include the additional items or add a checklist to their current form Observe / Discuss this may be new to the JHSC to actually interview or question staff the questions need to be clear, easy to understand and tasks to observed well outlined as to what’s expected Record must be included in monthly report forms and then summarized at year-end JHSC or Rep should include employee’s name in case follow-up required
- #16: Prepare when firm decides to join the Safety Group program, the JHSC need to be part of the process from the beginning to ensure total buy-in, commitment and involvement the start of year meeting of the JHSC should have Safety Groups on the agenda and information provided regarding the program and the 5 elements provide the JHSC copies of the completed workplace assessment, action plan, progress reports and year-end achievement report Discuss / Review emphasize that this should be happening normally Record all JSHC or rep activities should be posted in the workplace ask the question do you have a health & safety bulletin and the required information on the board
- #17: Good method for smaller businesses to review all elements or medium businesses can review leadership elements. Prepare same concept of JHSC review management must be knowledgeable of the safety group program and 5 element
- #18: You can check to see if the standard is being met anytime in the year, not just at year end Use inspection reports, accidents investigations and informal walk through as triggers for evaluation if the elements has only recently been implemented it is not realistic to evaluate by year end, then have a plan writing (how and when) to evaluate. In future, when documenting the maintenance of elements you will be expected to have followed your plan don’t be afraid of negative results. Use this as an opportunity to review weakness in standards that can be changed for the next year keeping track of these evaluations from year to year gives a history, which is helpful for predicting future success and challenges in the workplace
- #43: In your group, exchange elements with another organization and discuss and plan how to EVALUATE the element provided. 2. Discuss how you will show EVIDENCE / DOCUMENTATION of the evaluation? (Remember: “ASK – REVIEW – REPORT”) Discuss how you will acknowledge success or make improvements based on your evaluations.