Safety & Health Management System Training

Safety & Health Management System Training Lesson 2 – Management Leadership

Safety Health Management System (SHMS) Webinar Series In this series of webinars developed under the Susan Harwood Grant, you will learn: • Lesson 1 - OSHA and the Importance of Having a Safety Health Management System (SHMS) • Lesson 2 – Management Commitment & Leadership • Lesson 3 – Worksite Analysis • Lesson 4 – Hazard Prevention & Control • Lesson 5 – Safety & Health Training

Lesson 2 Contents • Objectives • Management Commitment • Safety and Health Policy • Goals and Objectives • Employee Participation • Management Review

Objectives • Learn how to achieve support of management. • Learn the five main elements of management leadership in implementing a SHMS: • Safety & Health policy • Management commitment • Employee participation • Setting goals and objectives • Management review

Management Commitment • Ultimate responsibility for the effectiveness of your SHMS rest with top management • Top management demonstrates its commitment by: • Ensuring that business is conducted in a safe and healthy way • Providing financial, staff and organizational resources • Visibly participating • Holding employees accountable for their responsibilities

Poll Question #1

Management Commitment • Exercise • Instructions: Read the scenario below and determine whether or not Cozy Heating and Coolng (CHC) has adequate top management commitment to safety and health. • Scenario: The Sales Manager (Jim South) at CHC had been trying for weeks to secure a new industrial client for heating and air conditioning services. The potential client called unexpectedly and asked to visit a job site to observe CHC technicians at work. Jim gladly agreed and rushed to meet him at a nearby location. At the job site, the potential client asked Jim if there were any personal protective equipment (PPE) requirements prior to proceeding to the work area. Jim, eager to make the sale, responded that the two of them were not subject to any requirements for PPE, as they were simply going to observe.

Management Commitment • Exercise • The two proceeded to the roof of the building where the CHC technicians were servicing air handling units very close to the edge of the roof (less than 6 feet). The potential client noticed they were wearing safety glasses and safety harnesses that were appropriately secured to an anchor point. Jim walked over to them and asked if they would unlock their lockout devices on the air handling unit so the potential client could observe their completed work. The potential client suddenly indicated that he had a meeting with a competitor of CHC.

Management Commitment • Answer: Jim demonstrates a poor commitment to safety and health based on the these behaviors: • He proceeded to the work area with a potential client without determining the required PPE. Although he and the potential client were not conducting the work themselves, they were entering a potentially hazardous area and were responsible for following all safety work practices and policies.

Management Commitment • He proceeded to the work area, located near the edge of the roof, without appropriate fall protection. Either he was unaware of the dangers of working close to the roof edge, or he chose not to follow safe work practices. • He asked the technicians to remove their lockout devices from the air handling unit without ensuring that the servicing was complete. Equipment is required to be isolated from energy sources, or "locked out", during servicing or maintenance to prevent unexpected energization during servicing. Locks must remain in place until maintenance or servicing has been completed.

Management Commitment • Roles and Responsibilities - All persons involved with the SHMS should have clear assigned roles and responsibilities. • An example: • Top Management • SHMS Coordinator • Line Management • Employees

Management Commitment • Top Management • Has responsibilities such as authorizing the safety and Health policy • Ensuring the SHMS is properly implemented • SHMS Coordinator • Has responsibilities such as monitoring the overall operation of the SHMS • Reviewing the legal requirements and dissemination the information to relevant staff • Developing appropriate safe work procedures and practices

Management Commitment • Line Management • Has the responsibilities such as implementing and enforcing safe work procedures and practices • Be a good example • Employees • Have responsibilities of following safe work procedures and reporting unsafe conditions

Management Commitment • Documentation and Communication • Document and communicate in a variety of methods that reflects your organization (language barriers, disabilities, etc.) • Written safety and health procedures - Identify job positions rather than employee names to prevent frequent updates. • Job descriptions - Include specific safety and health responsibilities within job descriptions.

Management Commitment • Scenario 1 • Ben Smith of the CHC Company signed and issued the safety and health policy as revised by Mary White. • He also recognized the importance of assigning clear responsibilities for safety and health after losing a potential new client. • Mary White was named as the Safety & Health (S & H) Coordinator in addition to her role as HR Manager. • Her safety and health responsibilities include overseeing the implementation of the SHMS and disseminating safety and health regulations to the CHC Management Team.

Management Commitment • Scenario 1, cont. • The Management Team is responsible for ensuring that safety and health policies and procedures are effectively implemented, communicated and enforced in their departments. • All employees are expected to follow the safety and health policies and procedures. • To ensure that these responsibilities were clearly understood, all job descriptions at CHC were updated to reflect these responsibilities and were reviewed and signed by the employees.

Management Commitment • Your organization should assign clear responsibilities for the SHMS while promoting the idea that everyone is involved in safety and health. • Assigning responsibilities ensures there is accountability and clarifies roles.

Management Commitment Below is a strategy to consider when you assign responsibilities for your organization: • Identify the positions that ensure the SHMS is properly implemented, undergoes periodic reviews, and appropriate actions are taken where necessary. • Identify the positions that oversee the SHMS and develop appropriate safe work procedures and practices. • Identify the positions that review the legal requirements and disseminate the information to relevant personnel. • Identify the positions that implement and enforce safe work procedures and practices. • Identify employee responsibilities. • Document the responsibilities and communicate to employees in a method that is clear and effective in your organization.

Management Commitment • Two ways to establish accountability: • Job performance evaluations • Systems for enforcing safety rules • Job performance evaluations • Include a set of relevant safety and health performance criteria, employee will be evaluated on how safely they are working among other criteria pertinent to their job

Management Commitment • System for enforcing safety rules • Safety procedures and practices are effective only if they are enforced. • SHMS should describe a system for enforcing safety rules, such as disciplinary action, so that employees understand the consequences of not following these rules. • Supervisors and managers must recognize the important function of enforcing safety rules.

Management Commitment • Scenario 2 • CHC takes disciplinary action. Following the implementation of the new safety and health policy and the defined safety and health responsibilities, Mary White called a meeting with Jim South, the Sales Manager. She told him that one of his Sales Account Representatives, Mark Rebell, has been seen walking through construction job sites with customers without the proper hard hat or safety shoes. Because Jim must follow these safety rules as well as enforce them, Mary asked him to speak directly with Mark about this unsafe act.

Management Commitment • Scenario 2, cont. • She reminded him of the new disciplinary policy with respect to not following company safety rules: • The first instance is a verbal warning, • The second instance is a written warning, and • The third instance is termination. • Jim South agreed and left immediately to provide the verbal warning to Mark Rebell, realizing that he, himself, had committed a similar unsafe act only days ago.

Safety & Health Policy • Safety and health policy is: • A required component of an SHMS • Defines your company’s commitment to the management system • Describes the organization’s mission, core values and belief about safety and health • Informs the external public of the organization’s commitment to address safety and health concerns • Strive for continual improvement in this area

Safety & Health Policy • A strong safety and health culture is the result of: • Positive workplace attitudes • Involvement and buy-in • Safety and health improvement goals • Policies and procedures • Training • Responsibility and accountability • Used consistently and effectively = strong safety and health culture

Safety & Health Policy • When developing your safety and health policy consider including the following elements: • Management commitment toward safety and health • Management commitment towards protection of employees

Safety & Health Policy • Commitment to continual improvement • Commitment to compliance with safety and health regulations • Commitment to effective employee participation

Safety & Health Policy • Once your policy is written and is ready to implement follow these guidelines: • Obtain approval and signature from top management • Document policy in visible and accessible format • Communicate policy to all employees • Review policy periodically to ensure its relevancy

Safety & Health Policy Exercise • Instructions: Mary White has drafted the safety and health policy provided below. Does her draft policy meet all of the elements listed in the checklist on the left? • Draft CHC Policy: The CHC Company is committed to the safety and health of our employees and our community. We will strive to comply with federal, state and local occupational safety and health regulations. We will communicate our policies, procedures and goals to all employees to ensure a safe and healthful working environment.

Safety & Health Policy Exercise • Revised CHC Policy: The CHC Company is committed to the safety and health of our employees and our community. We will strive to comply with federal, state and local occupational safety and health regulations and to continually improve our safety and health performance. We promote employee participation in these efforts and will communicate our policies, procedures and goals to all employees to ensure a safe and healthful working environment.

Safety & Health Policy • Strategy to consider when you develop and implement a safety and health policy: • Involve top management, safety committee or safety team • Review existing policies (business or environmental) that have a standard template that can be used • Develop policy content based on required elements • Document the policy according to your current document control system • Communicate the policy to all employees in an accessible format

Safety & Health Policy – Examples • Company XYZ is committed to minimizing risks in the workplace to protect our employees and our neighbors. • Our commitment is supported by management and is the responsibility of each employee at Company XYZ. • We will implement our commitment through our safety and health management system to ensure continual improvement, to provide employee education and training, to comply with applicable regulations, and to institutionalize the value of safety and health throughout our company.

Goals & Objectives • Part of its overall management planning process. • Each of the models mentioned requires setting S & H goals and objectives • Are valuable benchmarks in which to measure actual S & H performance to determine if improvements have been made.

Goals & Objectives • Goals refer to a larger, more general target that an organization desires to achieve. (example) • Objectives refer to the specific steps that will be taken to achieve the stated goal. (example) • Once established communicate them.

Goals & Objectives • Establishing Goals and Objectives • Should be a joint effort between your organization's management and employees • Should be challenging, yet attainable • Should also be stated in quantifiable terms so that progress toward achieving them can be measured

Goals & Objectives • Difficult to attain goal: Company ABC will reduce its lost workday injuries down to zero in the first year of implementing the SHMS. • More attainable goal: Company ABC will reduce its lost workday injuries by 50% in the first two years of implementing the SHMS. • A more realistic goal + specific objectives to reach that goal = success

Goals & Objectives • Example 2 (Measurability) • Non-measurable goal: Company XYZ will operate more safely by the end of the year. • Measurable goal: Company XYZ will reduce eye injuries by 50% in the manufacturing area by the end of the year. • Establishing measurable goals in your company will allow you to track your progress

Goals & Objectives • Goals and objectives should be developed following a comprehensive worksite analysis. • Establishing priorities for S & H can be difficult because all reductions in hazards are regarded as improvements in performance. • Consider focusing on the goals that achieve the greatest improvement in the S& H performance rather than setting goals for every issue identified.

Goals & Objectives • Prioritization Strategies • Establishing priorities for safety and health can be difficult because all reductions in hazards are regarded as improvements in performance. • Some organizations develop a ranking process to determine which goals to act on first. • Occurs after the organization has conducted a comprehensive worksite analysis.

Goals & Objectives • Examples of criteria to utilize for ranking schemes include: • Likelihood or potential of the hazard occurring (very likely, unlikely, etc.) • Severity of the hazard (death, serious physical harm, etc.) • Frequency of the hazard (once per day, once per shift, etc.) • Number of employees exposed to the hazard (1,5,10, etc.)

Ranking Method for Hazards - Example (a) Exposure = Number of employees

Ranking Method for Hazards - Example • Each of the four criteria is rated from 0 to 5 based on the amount of risk the hazard poses. • Individual values are added across to obtain a final score for the hazard. • If you have many hazards to prioritize: • Focus on ones whose scores meet or exceed a certain value. • For example, any score over 12 warrants a high priority.

Goals & Objectives Scenario – CHC tries to Establish Goals and Objectives • During CHC’s first Safety Improvement Team (SIT) meeting, they decided to recommend safety and health goals and objectives to management. They realized that they needed more data before they could effectively set a goal and objectives. The following action items were established: • Mary White will bring the following workplace injury and illness data to the next meeting: the number of OSHA recordable accidents that have occurred over the past 3 years, and a breakdown of the types of accidents that have occurred over the past 3 years. • The SIT will conduct a worksite safety analysis to identify hazards in the workplace and areas that require immediate improvement.

Employee Participation • Value of Employee Participation • SHMS is effective only if all employees become involved and feel a responsibility for safety and health at your organization • Performing work safely is a daily activity for everyone rather than a separate, occasional activity for teams and committees • Employee participation in the SHMS goes beyond the employee right to notify managers of hazardous conditions

Employee Participation • Management – best way to encourage employees is to: • Become involved • Visibly participate • Provide the necessary time and resources for employees to participate

Employee Participation • What benefits do employees bring to your SHMS? • Employees know and understand the hazards of the work they perform. • Can provide possibly overlooked suggestions for improvement. • Well-trained employees can ensure that new employees are properly informed of workplace hazards during on-the-job training. • Top management support generally leads employees to minimize unsafe acts and therefore prevent accidents.

Safety & Health Management System Training