safety & health management system training lesson 2 – management leadership

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 Analysiso Lesson 4 – Hazard Prevention & Controlo Lesson 5 – Safety & Health Training

Lesson 2 Contents

1. Objectives

2. Management Commitment

3. Safety and Health Policy

4. Goals and Objectives

5. Employee Participation

6. Management Review

Objectives

• Learn how to achieve support of management.

• Learn the five main elements of management leadership in implementing a SHMS:– Safety & Health policy– Management commitment– Employee participation– Setting goals and objectives– Management review

Management Commitment

• Ultimate responsibility for the effectiveness of your SHMS rest with top management

• Top management demonstrates its commitment by:– Ensuring that business is conducted in a safe and

healthy way– Providing financial, staff and organizational resources– Visibly participating– Holding employees accountable for their

responsibilities

Poll Question #1


• 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.


• 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


• 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.


– 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.


• Roles and Responsibilities - All persons involved with the SHMS should have clear assigned roles and responsibilities.

• An example:– Top Management – SHMS Coordinator– Line Management– Employees


• 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


• 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


• 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


• 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.


• 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.


• 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.


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.


• 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


• 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


• 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.


• 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


• A strong safety and health culture is the result of: – Positive workplace attitudes – Involvement and buy-in– Safety and health improvement goals– Policies and procedures – Training – Responsibility and accountability

• Used consistently and effectively = strong safety and health culture


• When developing your safety and health policy consider including the following elements:– Management commitment toward safety and

health

– Management commitment towards protection of employees


– Commitment to continual improvement

– Commitment to compliance with safety and health regulations

– Commitment to effective employee participation


• 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.


• 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 usedDevelop policy content based on required elementsDocument the policy according to your current

document control systemCommunicate 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

Likelihoodof Hazard

Severity

Of

Hazard

Frequency

Exposure

(a)

Total

Score

Hazard: Noise in facility is greater

than 85 dB

(time-weighted average)

Very likely during manufacturing

operations

Possible

Hearing

Loss

Continuously during

manufacturing operations

10

Scores: 5 3 5 3 16

(a) Exposure = Number of employees

Ranking Method for Hazards - Example

• Each of the four criteria is rated from 0 to 5 based on the amount of risk the hazard poses.

• Individual values are added across to obtain a final score for the hazard.

• If you have many hazards to prioritize:– Focus on ones whose scores meet or exceed a

certain value.– For example, any score over 12 warrants a high

priority.

Goals & Objectives

Scenario – CHC tries to Establish Goals and Objectives• During CHC’s first Safety Improvement Team (SIT)

meeting, they decided to recommend safety and health goals and objectives to management. They realized that they needed more data before they could effectively set a goal and objectives. The following action items were established:– Mary White will bring the following workplace injury and illness

data to the next meeting: the number of OSHA recordable accidents that have occurred over the past 3 years, and a breakdown of the types of accidents that have occurred over the past 3 years.

– The SIT will conduct a worksite safety analysis to identify hazards in the workplace and areas that require immediate improvement.

Employee Participation

• Value of Employee Participation– SHMS is effective only if all employees become

involved and feel a responsibility for safety and health at your organization

– Performing work safely is a daily activity for everyone rather than a separate, occasional activity for teams and committees

– Employee participation in the SHMS goes beyond the employee right to notify managers of hazardous conditions


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

employees to participate


• 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


• 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


• 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 post-test 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-17814-08-60-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.

http://www.osha.gov/as/opa/osha-faq.html

safety & health management system training lesson 2 – management leadership

Documents

management leadership

management commitment

support of management

safety health training

safety work practices

poor commitment

safety glasses

safety harnesses