Transcript Slide 1

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:
o Lesson 1 - OSHA and the Importance of Having a
Safety Health Management System (SHMS)
o Lesson 2 – Management Commitment &
Leadership
o Lesson 3 – Worksite Analysis
o Lesson 4 – Hazard Prevention & Control
o Lesson 5 – Safety & Health Training
Lesson 2 Contents
1.
2.
3.
4.
5.
6.
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:
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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.
Poll Question #2
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:
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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.
Poll Question #3
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.
Poll Question #4
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:
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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
Poll Question #5
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.
Poll Question #6
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
Hazard: Noise in
facility is greater
than 85 dB
(time-weighted
average)
Scores:
Likelihood
of Hazard
Severity
Of
Hazard
Frequency
Very likely during
manufacturing
operations
Possible
Hearing
Loss
Continuously
during
manufacturing
operations
10
5
3
5
3
(a) Exposure = Number of employees
Exposure
(a)
Total
Score
16
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.
Poll Question #7
Employee Participation
• You can involve employees by asking them to:
– Participate in accident or incident investigations.
– Conduct workplace or departmental safety and health
inspections.
– Develop and/or evaluate written safety procedures.
– Participate in safety and health committees.
– Assist in safety training of other employees.
• Eliminate Barriers
– Top management must “walk the talk”
– Allow employees to attend meetings or training
sessions
Employee Participation
• Scenario CHC Focuses on Employee Participation
– Mary White has organized a safety committee to gain employee
involvement in the implementation of the SHMS. The committee
consists of four service technicians, the Operations Assistant, the
Sales Manager and Mary White. The meetings are scheduled the
first Friday of every month at 7:30 am.
– President Ben Smith attended the first meeting to show his
support and the value he places on the committee’s efforts. Mary
White presented the first agenda item—to decide the name of this
committee. After interesting discussions, the committee decided
to be named the Safety Improvement Team (SIT). For the
remainder of the meeting, the SIT discussed their role in the
SHMS and the specific responsibilities that they will have going
forward.
Management Review
• Requires a periodic management review process
to ensure the system is functioning as intended
and is adapting to changing circumstances.
• Review will help determine:
– Changes are needed to improve worker protection
– The organization's safety and health performance is
continuously improving.
Management Review
• It's important to document your management
review process, as you answer the following
questions.
– Is your SHMS suitable, adequate and effective?
• Review the status of the SHMS goals and objectives.
• Review workplace injuries and illnesses or other safety
performance measures.
– Are your S&H policy, goals and objectives and other
SHMS elements still relevant?
Management Review
• Each of the models for SHMS requires that a
management review be conducted at a
determined interval.
• The organization sets this interval based on
organizational needs and structure.
• Some management reviews are conducted every
6 months.
Management Review
• Management review will be conducted after your
SHMS has been implemented for some period of
time.
• This important component of management
leadership will be revisited at relevant points
throughout the rest of the series.
Poll Question #8
Conclusion
• This is the end of Lesson 2, please take the posttest and complete the lesson evaluation form.
• Sign up for Lesson 3 and subsequent lessons.
• In order to get your certificate of completion for
this series, you must complete all 5 lessons.
• This course, funded by an OSHA-sponsored Susan
Harwood grant, is designed to assist small and medium
sized businesses in developing and implementing an
effective safety and health management system.
• This material was produced under grant SH-17814-0860-F-24 from the Occupational Safety Health
Administration, U.S. Department of Labor. It does not
necessarily reflect the views and policies of the U.S.
Department of Labor, nor does mention of trade names,
commercial products, or organizations imply
endorsement by the U.S. Government.