introduction to safety management chapter 2. safety...

Safety Management Manual Version: 1.0 Feb 2010

Index Chapter 1. Introduction to safety management

Chapter 2. Safety policy of IHCL Chapter 3. Risk assessment and hazard analysis procedure Chapter 4. Common workplace hazards and control mechanism Chapter 5. Function-wise safety assessment Chapter 6. Safety training

Chapter 7. Safety consultation mechanism

Chapter 8. Safety documentation

Chapter 9. Emergency management procedure Appendix I: Register of regulations Appendix II: Forms & formats

Indian Hotels Company Limited

Safety Management Manual Page 1 of 44

Chapter 1

Introduction to safety management This safety management system will enable the Indian Hotels Company Limited to look assess problem areas with respect to employee, guest, community and asset safety and also establish a prevention system to safeguard the future. Establishing an effective and pro-active safety management program means prevention rather than action. There are several comprehensive management systems and tools available in the market. The decision as to which system is most appropriate depends on factors like organization size, structure, complexity and product or service delivery. Systematic management of the same can be achieved through determining the needs and then selecting or developing the most appropriate approach. At IHCL, the adopted approach involves development of a safety policy, hazard identification and risk assessment, development and implementation of risk control strategies, consultation and training, followed by promotion, maintenance and review of strategies. The safety management system is governed by the following principles:

commitment and policy

planning

implementation

measurement and evaluation

review and improvement. Commitment and Policy Commitment and policy will be defined and ensured by management. Participation and support from all employees has been planned through effective leadership, communication, delegation and appropriate resource allocation. The policy and program will be developed in consultation with employees and employee representatives to ensure effective implementation and monitoring. Once developed, the same will be available to employees and also be a part of induction and safety training session. Planning Planning will be required in order to implement policy, objectives and targets. Clear, measurable and specific indicators of performance will be deployed along with designation of responsibilities, time frames, methods and risk management processes. Contingency and corrective plans will also be developed.



Implementation Successful implementation of the safety management system will require appropriate human, financial and physical resource capabilities and organization support mechanisms. This will include training, effective supply and purchase of materials and services, communication and reporting mechanisms, records and information management. The risk management process (hazard identification, risk assessment and control) is a key part of implementing plans and will involve contributions from the all employees. Measurement and Evaluation Integral to an effective safety management system is the ability and opportunity to monitor, measure and evaluate organizational performance and take corrective action where required. Audits, inspections, investigations, testing and practical measurements of the environment will assist in this. Responsibility It is the responsibility of each and every employee to adopt safe working practices and report all possible areas of risk, near misses or minor accidents Review and Improvement Safety performance should be continually improving. To ensure this regular review of the whole safety system will be implemented on a formal basis, taking account of all factors that impact on the working environment. Definitions Incident: An incident is an accident or other occurrence that resulted in or had the

potential for causing a death, injury, occupational disease, or damage to equipment or property.

Near miss case: A near miss case is an incident in which there is no injury or damage but that could have resulted in an injury or death, or damage to equipment or property. Near misses may indicate hazardous conditions or acts that need to be corrected.

First aid case: An incident where a person is injured but is administered first aid on site and resumes work on the same day.

Medical treatment case: An incident where a person is injured and requires medical attention apart from preliminary first aid and resumes work within 48 hours from time of occurrence.



Restricted work case: An incident where an injury results in a person being physically or mentally unfit to perform all or any part of his/her normal assignment, and where the employee was either assigned to another job on a temporary basis, or the employee worked at a permanent job less than full-time duration, or the employee worked at his or her permanently assigned job but could not perform 100 percent of duties associated with it.

Lost time case: An incident where a person is injured and requires medical attention and resumes work more than 48 hours from time of occurrence.

Lost time: The time duration required by a person suffering from a lost time injury to recover from the injury and resume duty.

Fatal case: An incident where an injury results in death of a person.



Chapter 2

Safety policy of IHCL The Indian Hotels Company Limited is firmly committed to ensuring the occupational health, safety and well being of its employees, guests, contractors, visitors and property. In this regard our goal is for all aspects of IHCL' businesses to be conducted in compliance with applicable health and safety norms and regulations. All businesses are expected to adopt pro-active cooperative attitude towards health and safety and each employee plays a critical role in ensuring the safety of each IHCL facility. The management of IHCL is committed to protect the health and safety of its associates, guests, communities, and properties. Protection of employees from injury or occupational disease is a major continuing objective and we will make every effort possible to provide a safe and healthy work environment. Similarly, we have put in continued efforts to ensure a safe and secure environment for our guests and visitors. The primary objectives of this safety policy are:

To ensure through appropriate risk assessment that all activities are assessed and reviewed on a periodic basis for their hazard potential and subsequent hazards are either removed or controlled to ensure safe working conditions.

To ensure that all equipment provided is safe, fit for purpose and suitably maintained.

To ensure staff are fully trained in their responsibilities and given all the appropriate information, training and supervision in their track such that allows them to undertake such tasks in a safe manner.

To ensure regular and effective consultation is achieved through regular health and safety meeting held both locally and nationally.

To investigate all accidents and develop action plans to prevent recurrences. Safety management is an integral part of management responsibilities and applies to all persons and areas of operations within IHCL. In order to discharge its obligations and fulfill its commitment towards creating a safe work environment, IHCL has laid down actions and commitments and from time to time will amend or expand upon the actions and commitments required of its employees, contractors and managers. All employees and contractors have a responsibility to take care for the health and safety of their own and also of other people (including contractors and guests) who are at IHCL’s place of work and who may be affected by their actions or omissions. All employees are obliged to cooperate with IHCL or any of its delegated persons to enable compliance with IHCL's safety obligations.

Raymond Bickson Date: Managing Director



Chapter 3

Risk assessment and hazard analysis procedure

The Job Hazard Analysis and Risk Assessment tool is intended to assist in conducting a Job Hazard Analysis and Risk Assessment of the tasks at individual operations in order to identify potential hazards, and assess the risks associated with these potential hazards. The tool adopts the following work steps:

Job identification at location / function under consideration

Break down of each job into a sequence of steps or individual tasks by observations and people inputs

Identification of potential hazards of each task or step

Prioritize jobs to further assess high-risk areas Consider modifying practices and processes to improve potential hazard abatement.

While developing the risk assessment tool, following characteristics of the workplace have been considered:

The nature of interactions between personnel and customers, etc.

The attributes of workers: training and experience, age and gender, appearance, health, personality and attitude.

The nature of the work environment: work location, staff complement, workplace layout, lighting and security provisions, and hours of operation.

Past history of incidents in the workplace and similar operations: number or frequency, type and severity, time and location, job classification, attributes of the customer, nature of the interaction between the worker and the customer.

Following areas will be given primary importance during the risk assessment:

Accident frequency and severity analysis: jobs where accidents occur frequently or where they occur infrequently but result in disabling injuries;

Potential for severe injuries or illnesses: jobs where the consequences of an accident, hazardous condition, or exposure to harmful substance are potentially severe;

Newly established jobs: due to lack of experience in these jobs, potential hazards may not be evident or anticipated;

Modified jobs: new potential hazards may be associated with changes in job procedures;

Infrequently performed jobs: workers may be at greater risk when undertaking a non-routine job;

Employee concerns and/or reports: in the course of their work, employees/ workers have expressed concerns regarding potential hazards associated with certain tasks;



The risk assessment tool consists of 4 components:

Component 1: Involves identifying the different jobs in the operation.

Components 2 and 3: Involve identifying potential hazards with identified jobs.

Component 4: Involves the assessment of the identified risks.

Component 1: Identifying jobs performed Accurate identification of employees and their job titles is a critical part of this tool. A list of typical commercial/industrial job titles is attached as Appendix A - “Job title checklist.”

Components 2 and 3: Tasks and potential hazards At this stage, each process or procedure within a job is documented with an eye toward potential hazards. The objective is to break down the job into individual tasks or process components. Every step should be observed, documented, and noted if there are any potential risks involved. A worksheet is attached as Appendix B -“Job or task analysis worksheet,” to assist defining each work step in the job process and potential hazards. Component 4: Risk assessment Here, all identified jobs in the facility are rated to facilitate prioritization of potential risks and identify those jobs that require the most attention. This is done through the creation of a prioritization summary worksheet which is attached as Appendix C -“Job hazard analysis and risk assessment prioritization summary worksheet.” The total potential risk of a job will be scored using description of tasks and potential hazards to determine each position’s level of exposure potential, probability of injury, and severity potential.

Exposure potential

Rating Probability of exposure Definition

1 The employee never performs the task Never

2 The employee performs the task one time per month Rarely

3 The employee performs the task weekly Frequently

4 The employee performs the task daily or more than daily Constant

Probability of injury

Rating Risk of injury Definition

1 Employee is not hurt performing any part of the job No risk - Never

2 There is a chance of the employee being injured performing their job

Slight risk

3 The employee will probably get hurt at some time Medium risk that the employee



because of constant exposure during the task will probably get hurt

4 The employee is exposed to a high risk of injury High risk that the employee will get hurt

Severity of injury

Rating Severity of injury Definitions

1

The employee is not likely to be injured at any time performing their job

No severe injury potential

2 There is a probability the employee could have minor injuries requiring first aid but not be seriously injured.

Low risk

3 Severe illness or injury requiring medical treatment is likely.

Medium risk

4 Injury could be fatal or cause permanent disability. High risk

Total risk potential

Total risk potential

Risk level – Total rating points

Action recommended

1 0 – 5 No real potential hazards exist. (No further action required)

2 6 – 8 Job hazards are evident and need to be controlled by engineering, administrative, personal protective equipment, or re-designing the job. (Implement adequate controls and/or provide PPE and training as soon as possible)

3 9 – 10 There is significant injury risk potential and the job is not safe to perform as currently designed. Immediate controls or job task changes must be implemented to reduce the injury risk potential. (Implement proper job task changes and immediate controls to reduce the immediate risk to the employee)

4 11 – 12 The process must be stopped until the potential hazards are abated. Serious injury or a fatality may occur if the process is not stopped immediately. (Do not allow any employee to perform the task)

Appendix A: Job title checklist

Hotel: Prepared by:

Department: Reviewed by:

Date:

Job title # of employees exposed in the department

Job hazard analysis required? (yes or no)

Job hazard analysis / risk assessment completed? (yes or no)

Potential hazards abated? (yes or no)

Training completed? (yes or no)



Appendix B: Job or task hazard analysis worksheet

Hotel: Department:

Job Title: Employees Affected:

Task Analysis by: Analysis Date:

Reviewed by: Shift:

Time of Day:

Step Sequence of events or specific job tasks

Potential hazards associated with the task or step

Preventive measures

Appendix C: Job hazard analysis and risk assessment - prioritization summary worksheet

Sr. No.

Job title Potential hazard

Body parts exposed to the potential hazard

Exposure potential

Probability of injury

Severity potential of injury

Total points

Total risk potential for job

RISK CONTROLS Control strategies should be developed and implemented after the hazards have been identified and risk assessment completed. The main purpose of control methods is to eliminate the hazards and reduce risks at the workplace. It is essential that a thorough examination of the workplace be carried out to reveal the types of hazards and their extent. This should be linked closely to relevant technical information, legislative requirements, codes of practice and standards. Elimination of any reasonably foreseeable risk to the health or safety of any employee, or any other person legally at their place of work is a must. If it is not possible to eliminate the risk, control of the risk is necessary. Control measures are designed to:

reduce the risk of hazardous work

reduce the risks of exposure to a hazardous substance or environment

reduce the likelihood of disease, where that exposure is an integral part of the work process.

All control strategies should be developed using the hierarchy of control. Once appropriate control strategies have been determined they should be documented, correctly implemented



and maintained. Training should be provided to all employees where necessary. Monitoring the effectiveness of control strategies and regular review should be conducted to ensure ongoing applicability and suitability and to encourage continual improvement. Elimination – It is often possible to detect potential hazards during the design and planning phase of a project. Every attempt should be made to eliminate hazards by designing them out when new buildings or workplaces, equipment or work systems are planned. Control – methods can be organized into a hierarchy. This means that there are preferred ways to reduce exposure to risk to the lowest level possible. If elimination of a hazard is not possible, risk still exists. This risk should be minimized by using the most effective method in the hierarchy of control. Hazard controls are generally set out in the following hierarchy: Substitution – Use less hazardous systems of work, tools, equipment, substances or chemicals. Adopt a safer work process or alter the types of tools and equipment used, workplace layout or design to reduce the risk of injury. Enclose or Isolate – Enclose or isolate the hazard from workers e.g. locating a nightclub disc jockey in an enclosed booth that minimizes noise and smoke exposure or putting a safety fence around an electrical transformer or moving noisy plant to an area away from staff. Minimize the risk by engineering means – This could include the use of guards on machinery or local exhaust systems used to trap and remove contaminants near the generating. Ventilation can also be a fixed item that ensures air quality of the overall working environment. Administrative Control Measures

Safe work methods/operating procedures - Written work procedures control the way the work is done. They might include such things as monitoring the work environment, job rotation, work scheduling, permits to work and hazard reporting.

Use of safety signs and restricted areas – This directs worker’s focus to areas of the organization that may need special attention or limit access for safety and security reasons.

Housekeeping - This is a method of preventing the dispersion of dangerous contaminants. It is also part of providing and maintaining the safe and healthy environment required by law. Ensuring that the workplace is clear of rubbish and clutter will reduce the occurrence of slip, trips and falls.

Regular Maintenance - An effective maintenance programme is also part of the legal requirement.

Personal Hygiene - All workers should have ready access to washing facilities, especially where they may be exposed to contaminants such as dust or chemical substances. They should have access to meal facilities so that they are not required to eat or drink in areas that have been exposed to contaminants.

Training and Education - Is required to supplement the higher control measures. This could include training workers to use controls associated with specific hazards, to carry out



emergency procedures, the use of mechanical lifting devices to lift heavy loads or the implementation of full fire evacuation drills.

Personal Protective Equipment (PPE) – PPE provides a barrier between the worker and the hazard. This should be the last control measure when other controls are not practical or where one control measure on its own is not enough to protect a worker. It may be necessary to use a combination of controls, including PPE, to provide adequate protection from hazards at work.



Chapter 4

Common workplace hazards and control mechanism

Work-related injuries and diseases occur as a result of unsafe acts and conditions. Unsafe acts occur when employees are unaware of the hazards and the proper work practices. Examples include not adopting the proper lifting methods or not using gloves when handling chemicals. Unsafe conditions may arise out of ignorance or lack of diligence in ensuring a safe and healthy working environment. Examples include the lack of safety guards on machinery or the presence of a slippery floor. Work-related accidents and diseases can be prevented by first identifying the hazard and then taking the appropriate preventive measures. The common workplace hazards in hotels and the preventive measures that could be taken are described in this section. ELECTRICAL SAFETY Electricity is a major cause of fatalities and serious injuries in industry. Electricity can cause: electric shock resulting in death, burns and injury; fire and electrical explosion. Electrocution occurs when the human body becomes part of an electric circuit through which current passes. Electrical equipment and appliances should be regularly inspected by a qualified electrician to ensure that they remain in good working condition and will not pose a danger to unsuspecting staff. Extreme care should be taken in workplaces where workers come into contact with fluids that may be good conductors of electricity. Examples include kitchens, laundries, and hotel rooms where electrical appliances may be used for cleaning work. Control measures include:

switching off or disconnecting (isolating) all possible sources of electricity

treating all wires as live and testing the circuit immediately

using appropriately qualified and competent electrical workers and providing adequate training, instruction and supervision of all employees

ensuring supply remains isolated with the use of lock out equipment, tagging and isolating devices

using suitable insulation materials and equipment

ensuring proper maintenance, cleaning, inspecting, testing and storing of all electrical equipment

using warning notices and safety signs

working in pairs when working with electricity

implementing appropriate first aid procedures

being aware of the dangers of working near overhead power lines

using PPE (e.g. insulated gloves and footwear)

not allowing extension leads to be coiled tightly and overheated when in use

not allowing cables to be places on floors without protection or permitting trucks or trolleys to run over electrical cables

replacing frayed or damaged electrical cables and leads.



ERGONOMICS Ergonomics is the study of the relationship between people and their environment. It is important in the adaptation of work conditions to the physical and psychological nature of people. Ergonomics is currently used to assist in:

fitting the demands of work to the efficiency of staff to reduce stress

designing machines, equipment and installations so that they operate with greater efficiency, accuracy and safety

determining workplace conditions to ensure correct body posture

adapting work environments to suit the worker’s physical requirements. A combination of factors can increase the risk of injury arising from poor ergonomics:

awkward postures

work stations, plant and equipment which are inadequately designed or adjusted for the employee

poor working environment

poor design of tasks

poor work organization

inappropriate arrangement of jobs with the same repetitive nature

repetitive tasks without scheduled breaks or a period of adjustment after an absence from work

Control measures include:

providing training for staff in safe work systems, procedures and practices

providing training for staff in specific tasks, skills and techniques

using mechanical aids or devices

ensuring that staff take frequent, short, regular rest breaks and are provided with a variety of tasks

adjusting chairs and work stations

ensuring that the layout of work station allows easy access to required equipment and work materials

making modifications to workplace design

encouraging gentle stretching/exercise to prevent injury. HAZARDOUS SUBSTANCES Hazardous substances and dangerous goods are substances used and/or produced at work that have the potential to harm the health and safety of people at work. They can be gases, liquids, solids, fumes, dusts, fibers or vapours either naturally occurring, or manufactured pure substances or mixtures. The hospitality industry is exposed to numerous hazardous substances including adhesives, cleaning agents, solvents, oils and pesticides. Some examples include:

disinfectant used as cleaning agents

dry carbon dioxide used for cooling purpose

oven cleaning agents used in the kitchen.



There are a large number of chemicals available to industry, many with unknown, short or long term health effects. Hazardous substances are usually identified through the Hazardous waste management rules set by the Pollution Control Board. Control measures include:

using physical instead of chemical processes

using alternative substances or processes which are less hazardous

using engineering controls (e.g. local exhaust systems)

using barriers or isolation

minimizing the number, duration and frequency of employees exposed

regular cleaning and housekeeping

providing separate eating and drinking amenities for employees

ensuring appropriate safety signs, training, instruction and provision of Material Safety Data Sheets (MSDS) and labels

using appropriate PPE. MANUAL HANDLING Manual handling involves any activity that requires the use of force exerted by a person to lift, lower, push, pull, carry or otherwise move any load. Manual handling can result in injuries to any part of the body. Back injuries and strains and sprains are very common. A combination of factors can increase the risk of injury arising from manual handling:

actions and movements

workplace and workstation layout

working posture and position

duration and frequency of manual handling

location of loads and distances moved

weight of loads, and forces exerted

characteristics of loads and equipment

organization of work and work area

work environment: low lighting, excessive pollution, slippery surfaces, etc.

skills and experience

age

clothing

special needs. Control measures include:

minimize lifting and lowering forces exerted

avoid the need for bending, twisting and reaching movements

reduce pushing, lowering, pulling, carrying and holding

modify the object to be handled

modify the workplace layout

use different actions, movement and forces

rearrange materials or work flow



modify tasks using mechanical equipment or team lifting

lighten loads

provide general and specific training in the principles of correct manual handling, recognition of manual handling risks and/or specific manual handling training

use other administrative controls that consider special needs (eg. job rotation).

NATURAL DISASTERS Natural disasters can be broadly grouped into major and minor types depending upon their potential to cause damage to human life and property. While natural calamities like earth-quakes, droughts, floods and cyclones could be regarded as major; hailstorms, avalanches, landslides, fire accidents, etc. whose impact is localized and intensity of the damage is much less can be categorized as minor calamities. Minor calamities like hailstorms, avalanches, landslides and fires also occur without any appreciable degree of forewarning and cause damage to properties and lives. However, areas prone to such disasters also could be identified and certain precautionary measures taken in the context of potential threat requiring general awareness and an ability to relate to a predefined system of appropriate responses on the part of the local administration. Though natural disasters cannot be eliminated, their impact can be toned down by deployment of proactive measures. Control measures include:

Development of on-site and off-site disaster risk management and response plans

Constitutions of Disaster management teams and committees with adequate representation employees across all levels.

Inclusion of authorities from Local Federations / Bodies / Village / Ward / Gram Panchayat / Municipality / District / State / Fire stations / Police head quarters / Meteorological department in the disaster management plans

Capacity building of Disaster Management Teams at all levels with special focus on first aid, shelter management, water and sanitation, rescue and evacuation, etc.

Capacity building in cyclone and earthquake resistant construction in disaster-prone districts, training in retrofitting, and construction of technology demonstration units.

Integration of disaster management plans with development plans of local self-governments.

NOISE The Noise Regulation Rules 2000 define occupational noise as ‘all sound in the workplace whether wanted or unwanted’. Noise varies from nuisance noise to loud industrial noises that can permanently damage hearing. Noise can cause a number of health effects including hearing loss, tinnitus (a ringing or buzzing noise in the ear), increased blood pressure, fatigue, headaches and sleep disturbance. It can cause problems by adversely affecting communication between Associates and the ability to hear warning signals, thereby compromising work efficiency and safety. Even where noise levels are not high enough to cause hearing loss, it can cause stress, reduced concentration and reduced performance. A workplace is described as unsafe and a risk to health, if people are exposed to noise levels exceeding an eight hour noise equivalent of 75 dB.




purchasing new and quieter tools

minor design changes to equipment

regular equipment maintenance

isolating or enclosing noisy parts of the equipment

relocating noisy elements which are not integral parts of the machine

using sound absorption devices/substances

reducing metal to metal impact or suppressing vibrating surfaces

using safety signs to alert people to noisy areas

using personal hearing protection

providing adequate training and information

reducing noise exposure by job rotation and roster design PEST CONTROL Pests are particularly dangerous in kitchens, restaurants and storage rooms where contamination of food and drink occurs due to infestation. Pest control is essential to:

prevent the spread of disease and ill health

prevent damage to property

comply with food hygiene regulations

prevent food wastage Control measures include:

keeping areas well-lit and ventilated

repairing damage to fixture and fittings promptly

storing items on open shelves rather than cupboards

filling in gaps in skirting, around drains and closing gaps under doors

discouraging birds from perching near or on buildings using netting barriers

keeping premises clean and tidy

clearing spillages promptly

keeping pest proof lids on containers

disposing waste frequently and storing it away from buildings

keeping food covered whenever possible during preparation, display and service

storing goods away from walls, windows and above floor level

disposing of infested food

placing poisonous pellets or powders in infested areas

using insect and fly spray or using electronic insect killers

baiting and setting traps to attract and catch mice and rats

regular inspection and fumigation of facilities. PATHOGENS AT THE WORKPLACE



Transmission of HIV, hepatitis and other viruses found in blood and other body fluids can occur in the workplace. The hospitality industry is not generally considered a high-risk industry however; there are situations when exposure could occur, or certain work activities that may increase risk. Apart from this the hotel industry is also prone to epidemics like Swine Flu, SARS, etc. As there is very little control over the influx of guests, there is a greater threat of exposure to such diseases. Control measures include:

eliminating any work practice which may lead to exposure

using appropriate equipment

good housekeeping and personal hygiene

cleaning, disinfecting and sterilizing equipment

appropriate training and information

providing appropriate cleaning materials

ensuring first aid staff are trained in infection control procedures

appropriate policy - including counseling and privacy provisions

wearing or using appropriate PPE where required

taking immediate action if exposure occurs REPETITIVE STRAIN INJURIES (RSIS) AND OVERUSE INJURIES Overuse injuries are injuries to our bodies caused by overwork. There is a limit to how much our bodies can do before they begin to “break down” and suffer injuries. Excessive work rates, rapid repetitive movements and movements requiring prolonged periods of muscular strain are the main causes of overuse injuries. Overuse injuries generally involve damage to the muscles, tendons, tendon sheaths and nerves of the hands, arms, shoulders and neck, since we use our hands and arms to do most of our work. They can also occur in the feet and legs. They can cause permanent disability. Hospitality industry workers are at risk. A couple of examples are kitchen workers chopping food and servers carrying heavy plates. RSIs are caused by repetition and strain. Workers are required to do the same task over and over again using the same muscles. Machines wear out when they are used over and over again to the same work. So do we. In many of our jobs we are asked to do too much. The pace of work is too fast. Our equipment or tools are poorly designed. Our work stations are awkward. Our workplaces are cramped. Pain is usually the main symptom of an overuse injury. This pain commonly occurs in the neck, arms, wrists, hands and back and occasionally in the legs. Many people also suffer from swelling, numbness, tingling and feelings of heaviness and tiredness in the affected area. Following are the typical injuries:

Epicondylitis: “Tennis elbow” - pain and tenderness of the muscle and tendons around the two bones that stick out on either side of the elbow.

Bursitis: Pain and tenderness of the shoulder (usually) but can involve knee or elbow.

Tenosynovitis: This describes pain and swelling of the tendon sheath (the covering around the tendon), most commonly in wrists and hands.



Tendinitis: Pain and swelling of the tendon, most commonly in wrists and hands. Tendinitis and tenosynovitis are terms often used interchangeably due to the difficulty of distinguishing these conditions in diagnosis.

Carpal Tunnel Syndrome: Pain and tingling or numbness or weakness in fingers and sometimes hands. Several tendons and an important nerve (the median nerve) pass through the “carpal tunnel” (a tunnel made of fibrous tissue between the arm and the hands) at the wrist. Pressure on the nerve causes this condition. If the tendons or tendon sheaths become inflamed and swollen by tenosynovitis they can put pressure on the nerves running through the carpal tunnel.

Causes of such injuries can be excessive work rates; rapid and repetitious movements; bonus and piece-rate system; awkward working positions; poor workplace; tool and equipment designs; lack of job variation; inadequate rest breaks; lack of staffing; inadequate training; poorly maintained equipment; overbearing supervision; compulsory overtime; monitoring of work rate by machine; vibration; lack of control over work process; return to work from holiday or illness; changes in work process (e.g. introduction of new equipment or material, increase in work rate); a knock or blow to vulnerable area (e.g. wrist, elbow, etc.) Control measures include:

ensuring awareness and providing information about the problem

slowing down the rate of work

abolition of the bonus system (for long working hours) or piece-work (for high risk activities)

redesign of the workplace with adjustable equipment

well maintained and well designed equipment and machinery

training (both on commencement on the job and during employment)

no monitoring of work rate by machine or supervisor

adequate staff to cope with workload

rest breaks

no compulsory overtime

job rotation and/or task variation

avoiding forcible movements of muscles

eliminate or reduce frequent anti-clockwise

rotation of objects SCREEN BASED EQUIPMENT Office workers generally spend many hours using a variety of keyboard and computer equipment. Office equipment that is properly selected, coordinated and adjusted will help prevent a range of injuries caused by overuse, poor posture and poor lighting. When positioning visual display units (VDUs) they should be located to the side of the light source, not directly underneath it. It is also important to identify the presence of glare and reflection. VDUs emit radiation, similar to that produced by television receivers. Weak electromagnetic fields and low levels of radiation, not visible to the human eye, can be detected using sensitive instruments.




adjusting the height of the work surface and/or chair so that height is appropriate to worker

adjusting chair tilt so that worker is comfortable when using keyboard

correctly placing keyboard to allow forearms to be horizontal and wrists straight

setting the ‘eye-to-screen’ ratio a distance that permits the eye to focus accurately

placing document holder close to the monitor screen to prevent twisting or head inclination

changing posture at frequent intervals to minimize fatigue

tilting the monitor screen to direct reflections below the worker’s eye level

installing light diffusers or anti-glare screens to the computer

positioning VDUs to ensure that operators minimize their exposure to electromagnetic emissions

ensuring employees take scheduled rest breaks or vary their tasks to reduce the effects of fatigue and eye strain.

SHIFTWORK Changes in the workplace such as job-sharing, part-time work and more flexible working hours are indicators of increasing shift-work. Shift-work may be stressful as it can interfere with health and safety, as well as family and social commitments. This type of work requires people to work outside ‘normal’ working hours. Problems arise because the internal body clock is subject to frequent alterations. Shift-workers and former shift-workers show more signs of ill health than people working regular day work. Health problems may appear after a short period of shift-work or may not be apparent for some years. Some health problems associated with shift-work include:

disturbed sleeping pattern

changes in dietary habits

gastro-intestinal complaints

depression and other psychiatric disturbances Control measures include:

avoiding work cycles of more than six continuous days along with a day off after every 6 days

rostering staff so that they do not work more than six 8-hour shifts or four 12-hour shifts (in case of reliever duty)

limiting the number of nights worked in succession to 6 and a day off between change of shifts

evaluating the length of the shift according to the workload

reviewing work practices for night shift-workers to incorporate regular safety and security checks

incorporating scheduled rest breaks during night shifts to help staff maintain alertness

providing shift-workers with appropriate training for balancing periodicity of physiological functions



avoiding lone workers on night shifts

provide proper security arrangement for home drop of lady Associates working in shifts other than the General shift

to ensure that vehicle drivers are not deployed to work for more than 8 hours

avoiding the consumption of alcohol or caffeine before sleeping

taking additional short rests before and during shift-work to ensure high fitness levels SLIP, TRIPS AND FALLS Slips, trips and falls are a common occurrence in workplaces. People slip and trip on slippery, rough or uneven surfaces and may fall down stairs or off ladders. The results of slips, trips and falls include broken bones, abrasions, contusions, strains, sprains, back or spinal injuries and other serious injuries. During a slip, trip or fall accident, injury may be caused by over stretching joints, bones and ligaments. Some injuries are caused when injured employees try to correct their balance or attempt to stop falling. A combination of factors can increase the risk of injury arising from slips, trips and falls:

insufficient friction between an employee’s shoes and floor surface

slippery surfaces

sudden transition in floor surfaces from rough to smooth

downwards slopes or differences in floor levels

rubbish, dirt, foreign materials or unsecured matting/carpeting on the floor surface

a film of fine dust of the floor

fine growth (e.g. moss on exterior pavements or walkways)

inadequate floor washing methods leaving grease build-up or detergent residue

employees’ shoes not slip resistance.

uneven floor surfaces or broken floor tiles or slabs

unmarked or slippery stair edges and improper lighting Control measures include:

increase the texture of floor coverings

improve cleaning methods to prevent build-up of grease/detergent

provide facilities for umbrellas at entrances

initiate procedures to ensure regular dust removal or immediate removal of spills followed by ‘dry mopping’

minimize differences in floor levels

design stairs to meet safety requirements (Building Code of Australia provides most stringent requirement list that includes ACCESSIBILITY provisions)

apply non-slip nosings on stairs

ensure adequate lighting for internal and external stairs

provide slip resistant surfaces on ramps

provide ample storage space, to avoid materials being placed in aisles/walkways

provide fixed matting in areas where employees are required to stand on concrete for long hours



set absorbent flooring materials into entrance areas

use commercial products to effectively remove moss and lichen growth

remove trip hazards by providing ducting for power, telephone and computer cabling and fixing worn or ripped carpet

wear appropriate work shoes. STRESS AND FATIGUE Stress is a psychological and physiological reaction to some form of pressure being applied to the individual. The amount of workplace pressure that an individual can manage varies according to the amount of pressure experienced in the worker’s personal life and the effectiveness of the individual’s stress management strategies. Workplace factors that can contribute to stress include:

boredom (e.g. performing repetitive tasks)

intensive periods of concentration

heavy or unrealistic workloads

meeting deadlines

dealing with people who are distressed, anxious or aggressive

violent occurrences

shift work

poor work conditions (e.g. dusty or noisy environment)

poor personal relationships or conflict with supervisors or other employees

lack of control over workload or work organization

fear of job loss

lack of job satisfaction

lack of understanding of the job, as a result of insufficient training or supervision. Fatigue can also contribute to stress levels and lead to impaired judgment and slow response times. Increased feelings of fatigue and sleepiness at work may also make it difficult for employees to maintain concentration. An Associate’s level of tiredness generally increases with the number of hours worked and is more pronounced during the second half of a shift, especially between two and six a.m. Control measures include:

scheduling appropriate rest breaks to allow time away from the stressful situation, minimize fatigue and maintain alertness

providing training in relaxation techniques, time management, problem-solving techniques and conflict resolution

developing assertiveness skills of staff

encouraging staff to report stressful situations

providing Employee Assistance Programs which include counseling

evaluating the length of a shift according to the type of work and employee workload

reviewing work practices for night shift-workers to incorporate regular safety checks.



TOBACCO – SMOKING / CHEWING Smoking / chewing of tobacco at the workplace (public place) is a punishable offence as per the latest legal regulation passed in India. Further there is a risk of being reprimanded by either employees or members of the public who suffer ill health as a result of passive smoking. Environmental tobacco smoke contains over 4,000 chemical compounds including 43 known carcinogens. The degree of exposure to environmental tobacco smoke by non-smokers is determined by factors such as proximity to a smoker, the tar level of the cigarette, the number of cigarettes smoked, the size of the room, ventilation and the length of exposure. Exposure to tobacco or tobacco smoke can contribute to:

eye irritation

cardio-vascular disease

lung cancer

mouth cancer

mouth ulcers

bad breath

asthma (particularly in children)

acute irritation of the respiratory tract

bronchitis, pneumonia and other chest infections Control measures include:

developing a written non-smoking / non-chewing policy in consultation with employees

designating indoor areas as non-smoking

insulating physical barriers to prevent exposure to non-smokers

providing separate ventilation systems for smoking and non-smoking areas

provision of spittoons at designated areas

training staff about the effects of smoking and the reasons for a workplace non-smoking policy

informing staff through meetings, memos and notice boards

providing signs clearly indicating to staff and public that the indoor area is non-smoking ULTRAVIOLET (UV) RADIATION UV radiation is electromagnetic energy. UV radiation is of concern to some workers in the hospitality industry due to the amount of work and length of time spent outdoors. The most common source of UV radiation is the sun. Employees that may be affected include bar attendants in pool areas, ground/maintenance workers in resort complexes and workers in restaurants with outdoor seating areas. Control measures include:

changing the job location so that a majority of the work is performed indoors or in a location away from direct sunlight

working in shaded areas using shade from trees, surrounding buildings or structures

installing awnings, canopies/sails, tents or umbrellas to protect workers

rotating Associates



changing work times to avoid exposure to sunlight during the hottest times of the day

introducing work/rest schedules

providing plentiful and easily accessible cool drinks

using appropriate PPE - loose long sleeved shirts, broad brimmed hats, wraparound sunglasses, maximum protection sun screen.

VIOLENCE AND AGGRESSION Violence and aggression in the workplace involves any physical and psychological harm or distressing, violent or aggressive acts. Aggression arises from a number of sources including the public, hotel guests, clients, supervisors, managers and other employees. The abuse of alcohol can trigger violence and aggressive behaviour. Acts of violence and aggression include:

intimidation or harassment

uncontrolled anger, frustration or irritation

verbal abuse

actual or implied threats to people and/or property

physical assault

robbery

homicide

acts of sexual harassment


issuing field staff or staff working alone with portable communication and alarm systems such as mobile phones, portable alarms or radios

installing high and wide reception counters to protect staff

providing counter staff with the ability and training to exit the scene safely

providing training to staff on how to deal with aggressive client/guest behaviour

developing strategies for dealing with these situations

developing cash-handling procedures that discourage robbery. WASTE DISPOSAL AND SANITATION The EPA 1986 defines waste as: ‘any substance (whether solid, liquid or gaseous) that is discharged, emitted or deposited in the environment, or any discharge, rejected, unwanted, surplus or abandoned substance.’ Waste looks unattractive, smells unpleasant and is a health risk to workers and customers. Cigarette butts and wastepaper can pose a fire risk, while sharp objects such as broken glass and razor blades can pose a safety risk. Waste foods can attract pests and encourage harmful bacteria; business documents and papers are a security risk; and used sanitary towels, syringes and clinical waste (from Health centres) are hygiene risks. Control measures include:

separating paper, rags, cigarette butts and aerosol cans from other dry waste and storing in non-flammable containers

emptying ashtrays into metal bins with lids



wrapping bottles, broken glass and crockery, razors blades and other sharp objects before disposal

dispensing food waste, grease and sticky substances into appropriate units with tight fitting, pest-proof lids

dispensing sanitary towels in specially treated units using germicides

shredding security documents and disposing of dry waste

external collection areas should be well drained and be constructed of non-porous concrete to make cleaning more effective

depending on the volume of waste, bins should be collected daily. DRUGS AND ALCOHOL Both illegal and legal drugs can affect health and safety and work performance. The physical effects of a drug can vary depending on the type of drug. Some drugs can react adversely when taken in conjunction with alcohol, or when combined with particular chemicals or substances being used in the workplace. Control measures include:

developing and implementing appropriate policy, guidelines and/or codes of behaviour

providing Employee Assistance Programs - including rehabilitation, counseling and corrective action where appropriate

correct usage and control of hazardous substances

testing for drug and alcohol.



Chapter 5

Function-wise safety assessment

House Keeping Housekeeping in a hotel is a very physically demanding job that includes many, varied tasks. The actual amount of work depends on the size of the room and the number of beds. A housekeeper needs between fifteen and thirty minutes to do one room. A housekeeper carries out the following tasks:

making beds

tidying rooms

cleaning and polishing toilets, taps, sinks, bathtubs and mirrors

washing floors

removing stains, and

vacuuming Heavy physical workload and excessive bodily motions which are a high risk for back injuries and forceful upper limb motions in awkward positions which are a high risk for neck or shoulder and arm injuries are principal reasons for cause of repetitive strain injuries amongst house keeping personnel. A housekeeper changes body position every three seconds while cleaning a room. If we assume that the average cleaning time for each room is twenty-five minutes, we can estimate that a housekeeper assumes 8,000 different body postures every shift. In addition, forceful movements while using awkward body positions include lifting mattresses, cleaning tiles, and vacuuming every shift. Housekeeping is a physically demanding and very tiring job. It can be classified as "moderately heavy" to "heavy" work because of high energy requirement. Housekeeping personnel are also exposed to chemicals. Some chemicals are hazardous and may be corrosive, irritating, toxic, flammable or carcinogenic. Direct skin contact with some chemicals may cause burns or skin rashes from irritation or allergy. Chemicals spills and splashes may damage the eyes. Volatile chemicals such as solvent can be inhaled. High concentration of vapor gas can accumulate particularly in poorly ventilated and confined areas. It is therefore important that those employees who work with chemicals are aware of the hazards and adopt safe work practices to avoid chemical exposure. Work-related dermatitis can be caused by exposure to chemical agents and wet work (it means having hands repeatedly wet for long periods during the working day). Other agents causing work-related dermatitis can be biological (e.g. plants and/or bacteria), physical (e.g. vibration and/or radiation) and mechanical (e.g. abrasion). Dermatitis accounts for about 80% of work-related skin disease. Hands are most at risk but other parts of the body can be affected. Following questionnaire has been developed to assess the probable risks in Housekeeping: (Yes/ No):

Are all staff trained in the safe use of tools and equipment?

Is there adequate work space?

Is there sufficient lighting?



Are carpets or tiles in good condition, free of tripping hazards?

Are measures taken to prevent tripping over electrical cords and other objects?

Are all electrical equipment properly grounded and in good condition?

Are measures taken to prevent slips and falls in the bathroom?

Are housekeeping carts stable and designed not to obstruct the vision?

Are staff trained in good ergonomic work methods & postures?

Are the housekeeping carts easy to push and move?

Are the housekeeping carts maintained in good condition?

Are proper equipment provided for cleaning the room and bathroom?

Are all cleaning chemicals properly labeled?

Are protective gloves provided and used?

Are chemicals properly stored?

Are staff trained in proper handling of chemicals?

Are staff aware of the risk of dermatitis and the preventive measures?

Are material safety data sheets available for all chemicals used? Front Desk The front desk is normally a high traffic area because it is the main entrance to the building. Every customer and guest passes through it during their visit and almost every member of staff will at some time have reason to visit this area. Since this area handles a high volume of inquiries employers and supervisors should consider the scheduling of additional breaks for these staff members. Because of the large volume of people passing through, the area also tends to get more soiled and untidy than other areas of the facility. For instance, dust build up, dirty footprints on floors and carpets, sticky finger-marks on furniture and fittings, stray items left in walkways or lounge areas or furniture moved so that it causes an obstruction. Prolonged standing for many hours at the front desk can contribute to lower limb aches and pain. Most of the jobs in the hotel involve standing work for many hours. They work with visual display units, answer phone calls and handle payment. This may involve repetitive work, awkward postures and prolonged standing. Excessive bending of the neck and back during writing, keyboard work or using the calculator when the height of the desk is too low can cause neck and back aches. The monitor height may also be too low for the standing position and there may also be glare problems if not positioned properly. Following questionnaire is developed to assess the probable risks at Front Desk (Yes/No):

Are the counter work surfaces suitable height for keyboard and writing work?

Are computer monitors screens placed at suitable height or viewing?

Are all equipment placed within easy reach?

Are the monitor screens free from glare?

Is the lighting sufficient?

Are all staff trained in good ergonomics practices and working postures?

Are aisles and floor clear of material or equipment?

Are carpets or tiles in good condition, free from tripping hazards?



Are floors clean, dry and non-slippery?

Are all electrical equipment properly grounded and in good condition?

Does the floor have thick carpets or mats to reduce stress & strain of standing in one place for long?

Food & Beverage The duties of servers, table wait staff, hostesses, and other food and beverage Associates vary according to the workplace. Work environments such as restaurants, hotels and bars, where food and beverages are served, present a unique set of hazards. The main health and safety issues for kitchen staff associated with Food & Beverage department include contact with raw meat or poultry; exposure to cleaning products and other chemicals; musculoskeletal injuries from working in from awkward positions, or performing repetitive manual tasks; lifting or carrying heavy trays or other objects; noise exposure; slips, trips and falls; stress; dealing with difficult or potentially violent customers; long hours of work or extended work days; and working alone. Following questionnaire is developed to assess the probable risk at Food and Beverage (Yes/No):

Are aisles and doorways clear of material and equipments?

Are carpets or tiles in good condition, free of tripping hazards?

Are floors clean, dry and non slippery?

Are all electrical units properly grounded and din good condition?

Is there adequate lighting?

Are ladders used safely?

Are the steps to the stage platform in safe condition?

Are platforms secure to prevent separation?

Are proper shoes provided to protect against injury?

Are precautions taken to protect against scalds and burns?

Are all staff trained in proper methods of lifting, carrying and serving?

Are carts and trolleys are available for moving heavy items?

Are carts and trolleys maintained in good working condition?

Is additional help available for lifting heavy items?

Is there sufficient staff for the task? Kitchen Working with food presents its own unique set of potential hazards. Some of the main ones are handling raw meat and poultry; exposure to cleaning products, pest control products, or other chemicals; working in awkward positions or performing repetitive manual tasks; lifting or carrying heavy trays; risk of accidental radiation leaks from microwave ovens; working in extreme temperatures; working with knives, mincers, and other dangerous tools or equipment; risk of burns or fire from ovens, deep-fat fryers, and steam from pots; slips, trips and falls; and stress. A combination of factors can increase the risk of injury arising from the working environment in kitchens, food preparation and service areas. These include:



Poor kitchen layout limited space to move safely and avoid collision with staff and equipment cramped or inadequate working areas - staff using knives and other hand tools

should have adequate room to work safely without risk of accidentally hurting themselves or another worker

insufficient room to move trolleys and to carry trays safely, especially around exposed hot surfaces such as griddle tops

obstructing thoroughfares with storage cupboards that have side and bottom hinged doors that open into them

incorrect positioning of equipment (e.g. deep fat fryer next to a sink) IN and OUT doors not clearly marked catering equipment installed on uneven surfaces or an unsecured base or

inappropriate position poorly maintained equipment, especially that which is fitted with casters and brakes

(e.g. catering or laundry trolleys)

Floors worn, slippery or uneven floor surfaces / broken tiles inadequate drain/garbage disposal systems to remove water, steam and other

kitchen wastes uncovered drains minimal provision for spillage inappropriate foot wear i.e. without protective slip resistant soles insufficient storage/layout leading to hot pots and pans being placed on the floor

Lighting inadequate, uneven lighting that reduces handling and cleaning of equipment and

products inappropriate position of light fittings that produces glare or shadows

Temperature high temperatures, humidity and poor ventilation.

Following questionnaire is developed to assess the probable risks at Kitchen (Yes/No):

Is all staff properly trained in the safe use of tools and equipment?

Is there is adequate work space?

Is the machinery securely guarded?

Are proper tools and equipment provided?

Is kitchen equipment in good working order and properly maintained?

Are knives and other sharp tools properly stored?

Are the walkways and work areas free from obstruction and tripping hazards?

Are floors dry or made of non-slippery material?

Are measures in place to prevent electrocution?



Are measures in place to prevent burns and scalds?

Are proper safely shoes provided and used to protect feet from injuries?

Are working surfaces of suitable height for the work?

Is staff trained in ergonomic work methods and postures?

Are suppliers and material stored properly in shelves?

Does your storage layout minimize lifting problems?

Are trolleys available to move heavy item?

Is the ventilation sufficient to protect staff from excessive heat?

Is staff protected from excessive cold when entering cold storage room?

Are suitable gloves provide and used when handling food?

Are suitable gloves provided and used when washing dishes?

Is staff training conducted on creating awareness for risk of dermatitis and the preventive measures?

Are detergents and other cleaning agents stored in safe place?

Are material safety data sheets (MSDS) available for all chemical used?

Is staff trained in the proper handling of chemicals?

Is an adequately stocked first aid box available at hand to attend to cuts & burns? Laundry Laundry operations involve sorting, washing and drying followed by drying and folding. Housekeepers use a laundry chute to get the dirty linen from the laundry area. The sorting and washing operation involves the following:

sorting laundry

loading bins

transporting (pushing/pulling) bins to washer

loading washer

unloading washer

transporting (pushing/pulling bins to dryer (towels only)

loading dryer with towels

unloading towels from dryer

transporting sheets & table cloths to the flatwork ironer The handling of the laundry requires the use of considerable force - pulling laundry from the pile under the chute; loading laundry into the washer; and pulling wet laundry from the washer. These movements are particularly stressful on the hands, wrists and shoulders. Handling the laundry requires whole body motions beyond acceptable ranges. Reaching above the shoulder, bending to the floor and twisting are examples. In addition, the job is carried out while standing on a concrete floor which adds stress to the feet and legs as well as to the rest of the body. The heavy work load combined with motions beyond the safe range creates risk of back injuries. Frequent and forceful movements while pulling/pushing the laundry create a high risk for wrist and other upper limb injuries. Working while standing/walking on a hard floor creates the risk for lower back pain and accelerates the development of fatigue.



Following questionnaire is developed to assess the probable risks at Laundry (Yes/No):

Is all staff trained in the safe use of machinery and equipment?




Is the laundry equipment in good working order and properly maintained?

Are measures taken to protect from knocking against overhead structures?


Are the floors dry or made of non slippery material?


Are measures in to prevent burns and scalds?

Are proper safety shoes provided and used to protect feet from injuries?

Are measures in place to prevent fire and explosion risk?

Are measures in place to reduce excessive back or neck bending?

Are measures in place to reduce work with arms above shoulder height?

Are measures in place to reduce excessive force?

Are work surfaces of suitable height for the work?

Is staff trained in proper manual handling methods and work postures?

Are the opportunities for job rotation?

Are sufficient rest breaks provided?

Is staff protected from excessive heat?

Is staff protected from excessive or irritating noise?

Are measures in place to prevent excessive chemical exposure?

Are Material Safety Data Sheets (MSDSs) provided for all chemicals?

Are workers trained in the proper handling of chemicals?

Are relevant personal protective equipment provided?

Are containers clearly labeled?


Are there adequate facilities and procedures to deal with chemical spills and splashes?

Is the dry cleaning machine regularly maintained?

Do staff involve in dry cleaning undergo regular medical examination for solvent exposure?

Engineering Maintenance Personnel from engineering and maintenance work at ever-changing locations and work environments. This profile refers to general construction workers, electricians, carpenters, plumbers amongst others. The major duties of these personnel include:

Installation and maintenance of various commercial systems

Supervise or apprentice other workers

Measure, cut, shape, assemble and join materials.

Use, clean and maintain various equipment

Preventive maintenance of guest rooms & all equipment



These people are exposed to several risk prone activities including pain or injury from physical overexertion, repetitive manual tasks, or working in awkward positions; exposure to moulds, fungi and bird or rodent droppings; exposure to lead, wood dust, asbestos, paints, solvents, and other toxic chemicals or materials; working in extreme temperatures and UV radiation; working with hand tools, powered tools and heavy powered equipment; excess vibration in the hands, arms or body from powered tools or equipment; confined spaces; noise; working at heights; electrical hazards; working with cranes, hoists, and other material handling equipment; slips, trips and falls; respiratory and fire hazards from wood dust; stress; and shift work or extended work days. For fuel storage the following guidelines should be followed:

A permit shall be obtained from concerned legal authorities for fuel storage with hotel premises

An off-site and on-site emergency plan consisting of an operator details, fuel properties, and an evacuation plan must be made available at site of storage

The storage area should be kept free from moisture, direct sunlight, weed-growth, stray animals and other combustible material

The tank shall be properly designed to prevent movement and kept at a distance of minimum 50 feet from buildings/installations and conspicuously marked with the fuel name and type of fire extinguisher to be used

There should be a secondary containment area such as an earthen ledge covered from end to end by a thick HDPE sheet. Concrete or steel can be used to provide secondary containment depending upon the nature of fuel and quantity stored.

The fuel tank should be inspected at appropriate intervals to check for cracks, leakages, etc.

Following questionnaire is developed to assess the probable risk at Engineering and Maintenance (Yes/No):

Is the staff trained in safe use of machinery and equipment?




Are the equipment and tools in good working order and properly maintained?

Are measures taken to protect from knocking against overhead structures?


Are the floors dry or made of non slippery material?


Are measures in place to prevent burns and scalds?

Are proper personal protective equipment provided?

Are measures in place to prevent fire and explosion risk?

Are all compressed gas cylinders secured by a chain or strap?

Are all motors kept clean and adequately ventilated to reduce overheating?

Are ladders used safely? And in proper condition?

Is the lighting adequate?



Are safe work procedures developed?

Are measure provided to reduce vibration from the use of powered hand tools?

Is staff able to adopt safe work postures?

Are work surface of suitable height for the work?

Is staff trained in proper manual handling methods and work postures?

Are the trolleys provided for moving heavy equipment?

Are measures in place to prevent excessive chemical exposure?

Are Material Safety Data Sheets (MSDSs) provided for all chemical?

Is staff trained in the proper handling of chemicals?

Are relevant personal protective equipment provided?

Are containers clearly labeled?


Are there facilities and procedures to deal with chemicals spills and splashes?

Are suitable eye protectors, glove and respirators provided and used during work activities?

Is adequate ventilation provided?

Is staff protected from excessive heat?

Is staff protected from excessive or irritating noise?

Are safety harnesses provided & used?



Chapter 6

Safety training Training is a planned and systematic sequence of information and instruction, designed to develop or improve predetermined skills, knowledge and abilities required by an individual to perform a task, to a particular standard. Training is usually undertaken by competent supervisors or knowledgeable training staff and can involve various techniques including demonstrations, group or individual exercises, role-playing, case studies and displays. Providing health and safety information and training will help to ensure employees are not injured or made ill by the work they do; develop a positive health and safety culture, where safe and healthy working becomes second nature to everyone; find out health and safety can be better managed; and protect the health and safety of employees. Effective safety training supports organizational objectives and plays an important role in safety management. The management systems create a safety culture that reinforces safe and healthy work practices, while training helps provide the knowledge, skills and practice necessary to sustain this culture. Objectives of safety management cannot be achieved without systematic training to identify, assess and control hazards. Activities that reinforce the concepts and application of safety with regard to all persons, activities and situations within the organization are required. Training creates an environment within which positive change can occur and provides a forum for improving performance. Steps for providing safety training: Decide on training needs

Identify the skills and knowledge needed for people to do their job in a safe and healthy way. Compare these against people’s current skills and knowledge and identify the gaps.

Review experience of injuries, near misses or cases of ill health.

Look at risk assessments to see where information and/or training have been identified as factors in controlling risks.

Consult employees or their representatives for their views.

Consider awareness training needs for directors, managers and supervisors, including: how to manage health and safety; who is responsible for what; the cost to the business if things go wrong; how to identify hazards and evaluate risks; and the hazards encountered and measures for controlling them.

Decide the training priorities

What are the legal requirement for carrying out specific safety training (e.g. first-aid training)?

Top priorities should include those where lack of information and/or training might result in serious harm, and those which benefit the largest numbers of staff.



Consult employees or their representatives for their views.

Training for new recruits and for people changing jobs or taking on new responsibilities should always be a priority.

Choose training methods and resources

Choose the training methods, for example: giving information or instruction; coaching or on-the-job training; training in the ‘classroom’; open and distance learning; in groups or individually; and computer-based or interactive learning.

Decide on training objectives the impact of training on business performance; how to set up in-house training; how to evaluate training; learning through networking with others.

Consider who can help by providing information, materials, training courses etc. You could try for example: trade unions or trade associations; educational institutes; private training organizations; independent health and safety consultants; industry associations; and Certification bodies.

Deliver the training

Ensure the information is easy to understand and use a variety of training methods to deliver the message.

Ensure the trainer has enough expertise along with necessary resources Check the effectiveness of training

Do the employees understand what is required from them?

Do they now have the knowledge and skills needed to work safely and without risk to health?

Are they actually working as they have been trained?

Has there been any improvement in the hotel’s health and safety performance?

What feedback has been received from employees who have been trained?

Is further information and/or training required?

Was the most suitable training method used?

What improvements can be made?

Has there been a change in behaviour and practice? Document training records

It is important to keep records of training, even in-house training

Regular monitoring of training records will help facilitate appropriate refresher training



Chapter 7

Safety consultation mechanism

There should be a proactive consultation mechanism between the senior management, contractors, employees and their representatives while determining safety requirements. Effective consultation and communication ensures that all people at the workplace have the necessary information to ensure safe operations. Consultation should also be used to determine safe systems of work and can assist in identifying appropriate training needs. Consultation is an informal or formal process that seeks the views of employees before making decisions. The value of consultation is in utilizing the consolidated knowledge, experience and skills of employees to gather information and assist in making decisions. Consultation is important to the risk management process, as those working with or in the immediate area of the identified hazards are usually more knowledgeable about the risk and suitable corrective action. People who have been involved in the decision-making process about changes are more inclined to accept the changes and implement safe systems of work more effectively. Generally, consultation results in staff being better informed and more motivated. Consultation and employee participation in workplace health and safety:

encourages open and cooperative relations

provides a forum where safety issues are genuinely considered and resolved

identifies safety concerns and offers solutions

fosters mutual understanding of safety solutions

provides the opportunity for input and involvement Some examples of consultation include:

discussing and establishing OHS systems

developing of safe work method statements

surveys/questionnaires or other forms of feedback

team meetings

OHS committee meetings

union meetings

management and employee meetings Development and review of safety procedures should also include consultation. This should establish the responsibilities of those involved and outline the recognized resolution process for safety issues. Supervisors must communicate any information concerning safety to all employees under their control and ensure that any safety matter raised by an employee is investigated and the necessary actions taken. Safety Committee Safety committee plays a vital role in maintaining adequate safety standards in the workplace. It is the link between employees and employers, and has a dual role that involves:

working in consultation with the employer to provide a safe workplace



intervening / making representation (on behalf of employees) when it appears that a safety problem is not resolved

Steps involved in forming a committee include:

define the workplace, considering such aspects as the workplace location and size, work activities that are undertaken, hazards and risks, methods of communication and the composition and characteristics of the workforce

hold a meeting of employees to determine the make-up and aims of the committee and the method of selecting employee representatives and committee chair person

develop a constitution to support general aims and to ensure that effective decision making

Functions and powers of the committee can include:

help to develop / update safety policy, safe systems of work and a safe working environment

help to develop appropriate accident and hazard reporting systems

monitor safety measures taken to ensure maintenance of safety equipment

review safety measures taken and bring it to the attention of the senior management

investigate safety matters thought unsafe or a risk to health

make recommendations to ensure safety welfare

carry out regular safety audits

obtain information about proposed safety changes, accidents and diseases and risks relating to hotel operations

recommend safety training and education for particular groups at the workplace

hold regular safety meetings with a defined agenda and documentation of minutes

make available the minutes for all employees to read

store all safety records to ensure easy access by all

encourage employees to use safety committee as a mechanism for resolving safety issues



Chapter 8

Safety documentation

Though there is no legal requirement for the hotel industry to document safety incidents, documentation of safety records enables to have a reasonable and practical level of control over incidents. While risk management processes show due diligence, documentation enables effectiveness check over the risk management processes. Documentation helps to:

demonstrate that safety processes are conducted properly

provide a record of risk assessment

provide relevant decision makers with a risk management plan for approval and subsequent implementation of safety measures

provide an accountability mechanism and tool

facilitate continuing monitoring and review

provide an audit trail

share and communicate information

provide evidence of action taken Hazard identification checklist Checklists are ideal starting points in workplace safety risk management. These should be designed in a flexible manner to allow items that are not listed on the check sheet to be considered. They should be used as a guide to assist in the process rather than an absolute tool. Checklists are beneficial in providing a means of measuring performance against a predetermined standard. In order to achieve some reliability, there must be consistency in applying the checklist and recording results. Consistency is gained with practice by conducting workplace studies and comparing results with others or against previous checklists. Workplace inspection documentation The checklist used in workplace inspections and the resultant reports and supporting materials are important records that provide valuable information to assist in safety decision making. As there is always considerable effort and expense associated with workplace inspections, it would be wasteful not to fully utilize the information. The reports generated through workplace inspections could identify opportunities beyond the identification of hazards and accident causation factors. Inspections can also identify opportunities for increased productivity, improved maintenance techniques, waste reduction and increased efficiency, all of which can contribute to an improved, more productive and safer environment. Safety audits The safety audit subjects the entire operations to closer scrutiny. Safety audits function in a way that addresses underlying strengths and weaknesses of the system, the controls and the performance indicators. The system is checked and evaluated to identify compliance with legislation and standards and to highlight any hidden risks that could threaten the organization or its employees’ well being. Safety auditing focuses on evaluating the effectiveness of the



organization’s safety management strategy. For example: to assess the operational risks, including the identification of hazards, potential hazards and accident causation factors or to carry out a critical review of the organization’s administrative arrangements, to ensure compliance with any legal requirements and to measure performance against a set of standards. The safety audit is designed to take account of quantitative information available through data of injuries, incident reports, insurance claims, accident reports, first aid records and any other documents that can provide an indication of performance. In looking at the administrative structure, attention is drawn to the support mechanisms that provide the foundation for hazard management and accident prevention that include policy development, training strategies, planning schedules, target and objectives setting, consultation arrangements, communications and information systems ,and grievance resolution systems. Training record documentation It is essential to record employee participation in training programs. Training records can be used to identify new or untrained workers, those needing retraining and can be used as proof that the company has fulfilled its obligation to provide adequate information, instruction and training to workers. Minimum information includes the trainee’s name, the job for which he/she is being trained, the date and period of time when training took place, the training content and comments by the trainer. Minutes of safety committee meetings Minutes are the official record of the proceedings of a meeting and hence accurate recording and adequate safekeeping of minutes is important. Minutes should show decisions, actions and key points in order to be an effective future reference. Copies of the minutes should be displayed or made available by other means, for the information of employees. Register of Injuries Adequate accident records should be kept in the form of an accident register. The importance of these records is two-fold. Firstly, they are a record of an incident occurring at work. This is important in cases where a seemingly harmless cut or strain leads to more complex problems requiring treatment, time off work and a compensation claim. Secondly, the information can be used to identify, assess and control the hazard responsible, as well as implement appropriate training where necessary. The following data format should be used for monitoring the accidents through the HRMS:

Parameters Units FY 20xx – 20yy

Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar

First Aid Cases

Nos

Medical Treatment Cases

Nos

Restricted Work Case

Nos

Lost Time Cases

Nos

Injury Rate A

(Only for



LTCs)

Lost days Nos

Lost day Rate B

Man hours worked

Hours

Fatalities Nos

Occupational disease cases

Nos

Occupational disease Rate

C

A Injury Rate = ((number of Lost time cases) / (total man hours worked)) * 100000 B Lost Day Rate = ((number of Lost days) / (total man hours worked)) * 100000 C Occupational Disease Rate = ((number of Occupational disease cases) / (total man hours worked)) * 100000



Chapter 9

Emergency management procedure

Safety management systems focus on prevention of illness, injury and damage to employees or the work environment. However accidents can and do happen. There should be a plan for such emergencies in advance and those should be periodically tested to ensure that adequate response occurs during an actual emergency. An emergency is a situation due to an actual or imminent occurrence which endangers or threatens to endanger, the safety and health of people, or is a dangerous situation that needs urgent attention to bring it under control, fix the cause and establish a safe workplace. Some workplace emergencies could arise from situations such as: fire, explosion, power failures/major electrical hazards, natural disasters (e.g. earthquakes, floods cyclones), escape of hazardous materials (e.g. gas leak, chemical spill), failure of utilities (e.g. water), civil disturbances, bomb threats, structural fatigue that may result in collapse, someone requiring urgent medical attention, etc. and these must be controlled. Emergencies in the hotel environment must be appropriately and adequately planned and prepared for - an urgent, significant and coordinated response is required. Apart from employees in the workplace, the hotel usually has large numbers of guests that have to be addressed to in an emergency. Emergency planning aims to reduce the level of risk to lives, property and the environment, control any incident and reduce its impact on the workplace, and provide the basis for training of all personnel who could be involved in any emergency in the workplace. The management team is responsible for planning to meet all eventualities in the workplace. Supervisors, line managers, team leaders, senior crew members, safety representatives and those with identified and delegated roles and responsibilities are responsible for carrying out and assisting in the effective response to all emergency situations. To avoid the chaos which can follow from some types of emergencies, key designated members of the workplace emergency team must be capable of taking command, opening communication links and making decisions on immediate priority requirements for their areas of responsibility. They should be familiar with and strictly follow the emergency response procedures detailed in the emergency plan. Ongoing and regular training and practice drills in emergency responses are crucial to the success of the emergency plan. The key to effective emergency response lies in being thoroughly prepared. A formal written plan specific to the organization and the workplace should be developed and communicated to all workers. It should account for all foreseeable emergency situations by clearly defining the tasks to be performed, responsibilities of people assigned to perform the tasks, training of all staff in their roles, provision of adequate plant, appropriate communication and safe work methods. Hazards resulting from possible emergency situations must be identified, assessed and appropriate control measures adopted to eliminate or minimize the risk. The management



group in consultation with the safety committee and other relevant parties must carry out a documented risk assessment which identifies all hazards which may lead to major accidents, incidents or near hits in the workplace; identifies the type, likelihood and consequences of any major accidents, incidents or near hits that may occur; and assesses the risks posed by those hazards. The risk of the hazards must then be controlled by eliminating or minimizing risks that emergency situations pose; implementing technical measures to minimize the likelihood of a major accident, incident or near hit; implementing measures to limit the consequences of a major accident, incident or near hit; and protecting people, property and the environment from the effects of a major accident, incident or near hit by establishing site specific emergency plans and procedures. Essential elements of emergency response plans include:

appropriate policy

establishing a planning and review committee

identification of key employees and their responsibilities

general description of possible anticipated emergencies and the specific risks associate with them

identification of possible outcomes

development of an emergency manifest for emergency services

development of a work site plan showing general layout, location of emergency equipment, medical and first aid services, fire control equipment, coordination centre, evacuation procedures, routes and assembly points

procedures for shutting down critical affected areas

procedures for contacting emergency services and a current list of contacts

development of a critical incident recovery plan

training and information provision for all workers (including afternoon and nightshift workers, casual, part-timers and contract workers)

procedures for reviewing the plan as the workplace changes



Appendix I Register of regulations

Sl. Requirement Section/Rule

No.

Complied

(Yes/No/

Noted)

Remarks (if any)

1 Owner to pay immediate

relief/compensation, in case of death or

injury to any person (other than a

workman as defined in Workman’s

Compensation Act, 1923) or damage to

property, as specified in the Schedule on

the principle of no fault.

Section 3

(Act)

Schedule

Noted

-

2 Owner to take insurance policies, before

he starts handling any hazardous

substance, as specified in the Table of the

Act, as mentioned in Part I or II or both (it

may be noted that the same list of

hazardous substances are mentioned in

the Manufacture, Storage & Import of

Hazardous Chemicals, Amendment Rules

2000, in Schedule 3, Part I & II) providing

for contracts of insurance whereby, he is

insured against liability to give relief,

against the above mentioned point of

Section 3.

Section 4(1)

(Act)

Table (Part I

& II)

Gazette

Notification

of PLI Act,

1991,

Amended

on 24th

March, 1992

Noted The MSDS of the chemical

purchase shall be procured

from the supplier accordingly

the CAS # could be verified/

referred. If found applicable

the same shall be taken.




No.

Complied

(Yes/No/

Noted)

Remarks (if any)

3 Every owner to get the Insurance Policy

renewed from time to time, before its

expiry of validity, until the handling of the

specified hazardous substance is not

waived off.

The insurance policy shall be for an

amount less than the amount of the

paid-up capital of the undertaking and

also less than the amount of Fifty

Crore Rupees.

Liability of the insurer under one

insurance policy shall not exceed the

amount specified in the terms of the

contract of insurance.

Every owner to also pay the amount

of premium as may be prescribed to

the relief fund to be established

under Section 7A of this Act.

Section 4(2,

2A, 2B, 2C)

(Act)







4 Compensation should be disposed off at

the earliest within the receipt of the

application for relief.

Section 7(7)

(Act)










No.

Complied

(Yes/No/

Noted)

Remarks (if any)

5 An owner could seek exemption from the

compensation, provided he has with the

prior approval of the Central Government

has created and maintained a fund, for an

amount of Rs. 5 crores or for an amount

equal to the paid up capital of the

Undertaking handling hazardous

substances, whichever is less, in the State

Bank of India or any of its subsidiaries or

any other nationalized bank and which will

be made available readily, for meeting the

liability of that owner under the Act.

Rule 6 (1)

(Rule)







6 Maximum aggregate liability of the insurer

to pay relief shall not exceed Rs. Five

Crores and in case of more than one

accident during the currency of the policy

or one year whichever is less shall not

exceed RS. Fifteen Crores.

Rule 10 (1)

(Rule)







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